How does file access work at the State Office for Immigration?

In legal practice, reviewing an immigration file is often like opening a black box. Anyone who wants to precisely plan a strategy for a visa application or naturalization cannot avoid accessing the file. But while dusty stacks of paper and weeks of waiting used to be the norm, the Berlin State Office for Immigration (LEA) has digitized the process . For us lawyers, this means a significant speedup, provided one is aware of the pitfalls of the online procedure.

The necessary preparations for the online application

Before accessing the LEA portal , please ensure you have all relevant information about your client. In addition to the mandatory power of attorney , which must explicitly state the specific subject of the proceedings, certain identifiers are essential for prompt processing. These include, in particular, the client's date of birth and current address in Berlin . To expedite the processing at the office, providing the electronic residence permit (eAT) number and – if already available – the LEA file number or the AZR number is strongly recommended. Please note that documents such as the power of attorney must be provided in PDF, JPG, or PNG format, and the total file size must not exceed 30 MB.

The digital path to the foreigner's file

The actual application is submitted via the LEA's online system. Partial access to the file is not possible; you will always have access to the complete electronic immigration or naturalization file. A key component of the process is the immediate payment of the fee. A flat fee of €11.00 is charged for each file and must be paid directly after data entry via PayPal or credit card. The application can only be submitted after successful payment. A practical technical note: Immediately after submission, the system generates a PDF document. It is essential that you save this summary and the invoice to your device immediately to avoid time-consuming follow-up.

Once the application has been submitted, the ball is in the court of the state office. The average processing time is thankfully short, often only a few days . The digital file is transmitted securely and efficiently directly to your special electronic mailbox for lawyers (beA). For efficient office management, it is recommended to set a follow-up reminder for two weeks immediately after submitting the application to check its status.

Can private individuals also request access to files at the LEA?

Many foreigners wonder whether private individuals can request access to their files at the State Office for Immigration (LEA) . Although Section 29 of the Administrative Procedure Act (VwVfG) clearly stipulates that the authority must grant all parties involved access to the case files if this is necessary to defend their legal interests, the reality for private individuals is often different. Since record-keeping is an essential part of the exercise of official duties, authorities usually treat private requests with caution . In particular, concerns about the loss of original documents or the uncontrolled dissemination of internal administrative information lead to files being preferentially forwarded to lawyers. As officers of the court, lawyers are subject to a special duty of confidentiality, which makes them, in the eyes of the authorities, a more reliable recipient.

While it is theoretically possible to request access to files at the State Office for Immigration without legal representation – for example, by submitting a manual application (see here ) via the contact form , as the official portal does not explicitly provide for this method – the chances of success are slim . It is highly unlikely that the State Office for Immigration will send the file directly to a private individual. At best, an invitation to inspect the file in person will be issued, but this remains unrealistic in practice due to the agency's heavy workload. Anyone seeking legally secure and prompt access to their documents should therefore consult a specialized law firm.

Conclusion

Digital file access at the LEA Berlin is a highly efficient tool for legal representation in immigration law. Electronic payment and delivery via the beA system eliminate postal delays and drastically reduce processing times. Those who meticulously prepare the necessary documents, such as powers of attorney and identification numbers, and consistently save the generated evidence create a solid information base for any further proceedings. Compared to other immigration authorities, file access at the State Office for Immigration is quick and straightforward.