Handelsregisterauszug: reading the official extract

What an extract is (and what it is not)

• It is: a structured presentation of registered facts and filings as of a given moment.
• It is not: a guarantee of business activity, solvency, or a substitute for contractual due diligence.

Why two extracts can look different

• Timing: a change filing can be registered between two print dates.
• Format: “current extract” vs “chronological extract” can emphasize different elements.
• Historic record migration: older documents can appear as scans or in older formatting.

Field checklist (practical)

How notes appear in the extract

The three forms of extract a court can issue

Although the everyday term "Handelsregisterauszug" covers all printouts from the register, the underlying record can be presented in three distinct ways, and which form is appropriate depends on the purpose:

• Current extract (aktueller Ausdruck): the most commonly requested form. It shows the live state of the entry as of the print date — current registered name, seat, object, share capital, managing directors, representation rules. Older entries that have been superseded are not shown. This is the version banks, contracting counterparties, and most foreign authorities expect when they ask simply for "a Handelsregisterauszug".
• Chronological extract (chronologischer Ausdruck): the cumulative record. Every entry the company has had since registration appears in date order, with later corrections shown alongside the original wording. Lawyers and auditors typically use this form for due diligence, because it reveals the trail of changes — a former director who has since left, a previous registered seat, a renamed company.
• Historical extract (historischer Ausdruck): a printout of all entries that are no longer current. This is the inverse of the current extract. It is rarely requested on its own and is mostly useful in litigation or historical research, where a party needs to prove what the register said at a specific past date.

How to obtain an extract and what it costs

Since 1 August 2022, all three forms of extract can be downloaded free of charge from the federal portal at handelsregister.de. The change was introduced by the DiRUG legislation, which removed the previous fees (€4.50 for a current extract, €1.50 per stored document). The downloaded PDF carries the court's seal and is the same document the court itself generates internally.

Where a printed or certified copy is required — for example, for some foreign administrations, for embassy legalisation, or for filing in court proceedings — the court will issue a paper version on request. Customary figures cited in legal practice are around €10 for an uncertified printed extract and around €20 for a certified one, paid through the court's cash office or by bank transfer in advance. Certified copies bear the court's official stamp and the signature of a register clerk; this is what is needed before any apostille or legalisation step for international use.

When the free portal version is enough — and when it is not

For routine commercial purposes — opening a bank account, signing a supplier agreement, providing KYC documentation to a domestic counterparty — the free PDF from handelsregister.de is almost always sufficient. Many banks now accept it directly, and the document is mathematically traceable to the court that issued it.

A certified paper extract is typically only required when a third party explicitly asks for one in writing (some embassies do), when the extract needs an apostille for use abroad (see the dedicated certification page), or when the document forms part of a sealed court filing. If a counterparty insists on a certified version without giving a clear reason, it is worth asking whether the free electronic version meets their need first — most do not realise the free PDF carries the same legal weight as a printed one in domestic German contexts.

What an extract is

A Handelsregisterauszug is an extract from the commercial register. It is commonly used as official documentation of registered facts, especially in banking, contracting, and cross‑border compliance. Extracts can be current or historical depending on what is requested.

Typical sections in an extract

While formats vary, extracts commonly present the register court and reference, the registered name and seat, the object clause (depending on form), representation rules, and recorded persons (such as managing directors). They may also list registered changes with dates.

Current vs historical information

A current extract reflects the registered state at the time it is issued. Historical information may require a chronological extract or explicit request for older entries. For verification, capture the issue date and compare it with the business context.

What to capture from an extract

• Register court, section (HRB/HRA), and register number
• Registered name and legal form
• Registered seat (Sitz)
• Representation rules and recorded representatives
• Issue date and last recorded change date (as shown in the extract)

Common mistakes

• Using the register number without the court/location
• Using an outdated extract for a current transaction
• Assuming publication notices are included in the extract (they are separate)

Related pages

• Register courts — Why the court reference is part of identity.
• Certified copies & apostille — When a plain extract is not enough.