The structure of a German real estate VDR often follows the internationally recognized separation into Legal (Juristisch), Financial (Finanziell), and Technical (Technisch) DD, often supplemented by an Environmental section.
1. Legal Due Diligence (Juristische DD)
This section focuses on ownership, rights, obligations, and compliance. It is arguably the most critical area in a German real estate transaction.
| Category (Top-Level Folder) | Key German Documents | Purpose |
| 1. Property Title & Land Register | Grundbuchauszug (Land Register Excerpt, max. 6 months old) | Confirms ownership, mortgages (Hypotheken), charges, and easements (Dienstbarkeiten). |
| Grundakte (Land Register Files) | Supporting documents for entries in the Land Register. | |
| 2. Public Law & Approvals | Baugenehmigung (Building Permit) | Proves the building was legally constructed and can be used for its intended purpose. |
| Baulastenverzeichnis (Register of Building Burdens) | Details public legal restrictions on the property (e.g., access rights). | |
| Katzasterplan (Cadastral Map) | Official map showing the property boundaries and plots. | |
| 3. Tenancy/Lease Agreements | Mietverträge / Pachtverträge (Lease/Tenancy Contracts) | Complete set of all current commercial and residential lease agreements. |
| Miet-/Pachtroll / Rent Roll | Summary schedule of all tenants, rents, and expiration dates. | |
| Teilungserklärung (Declaration of Division) | Essential for multi-family homes (WEGs) - defines separate property (Sondereigentum) vs. common property (Gemeinschaftseigentum). | |
| 4. Insurance & Litigation | Current Insurance Policies (Building, Liability) | Details of existing coverage and premiums. |
| List of pending/threatened Rechtsstreitigkeiten (Litigation/Legal Disputes) | Disclosure of any legal risks associated with the property or tenants. |
2. Financial & Commercial Due Diligence (Finanzielle/Kommerzielle DD)
This section validates the property’s value, income stability, and operating costs.
| Category (Top-Level Folder) | Key German Documents | Purpose |
| 1. Financial Statements & Cash Flow | Einnahmen-Ausgaben-Rechnung (Income-Expense Statements) | Detailed statements of rental income, operating expenses, and cash flow (usually for the last 3-5 years). |
| Nebenkostenabrechnungen (Operating Cost Statements) | Records of annual reconciliation of service charges/utility costs with tenants. | |
| 2. Valuations & Appraisals | Gutachten/Wertgutachten (Appraisal/Valuation Reports) | Current independent valuation reports to support the purchase price. |
| Wirtschaftsplan (Economic Plan, for WEGs) | Annual budget for the communal property, including reserve funds. | |
| 3. Tax Documents | Grundsteuerbescheide (Real Estate Tax Assessments) | Official documents detailing current property tax liabilities. |
| VAT/RETT Statements (if applicable) | Documents related to Value Added Tax and Real Estate Transfer Tax (Grunderwerbsteuer). |
3. Technical & Environmental Due Diligence (Technische/Umwelt DD)
This covers the physical condition, maintenance needs, and compliance with German energy and environmental standards.
| Category (Top-Level Folder) | Key German Documents | Purpose |
| 1. Technical Reports & Condition | TDD-Bericht (Technical Due Diligence Report) | An expert report detailing the building's structural integrity, technical systems, and necessary capital expenditures. |
| Wartungsverträge (Maintenance Contracts) | Agreements for lifts, HVAC, fire suppression systems, etc. | |
| 2. Energy & Environment | Energieausweis (Energy Performance Certificate) | Mandatory certificate classifying the building's energy efficiency (required under German law). |
| Altlastenkatasterauszug (Contaminated Sites Register Excerpt) | Confirmation of whether the land is listed as a potentially contaminated site. | |
| 3. Drawings & Plans | Architectural and Engineering Plans | Technical drawings, floor plans, and elevation maps. |
| Hausverwaltungsprotokolle (Property Management Minutes) | Records of past maintenance, repairs, and owner meetings (especially for WEGs). |
Conclusion
A complete German real estate Data Room index is more than just a file list; it is the structured representation of all risks and opportunities associated with a property. Utilizing a VDR not only enforces confidentiality and audit trails but also allows bidders and their advisors to efficiently navigate complex legal and financial documents, ensuring a smooth and compliant transaction process in the German market.