Organizing these documents efficiently within a Virtual Data Room (VDR) is essential for a smooth transaction.
1. Understanding the Two Types of Energieausweis
The German system distinguishes between two main types of certificates, both valid for 10 years, and both must be correctly categorized in the VDR:
| Certificate Type | German Term | Basis of Assessment | Implications |
| Demand-Based | Bedarfsausweis | Calculated theoretical energy requirement based on the building fabric (insulation, heating system, windows). Independent of user behavior. | More informative for older/unrenovated buildings and new construction. Higher cost and effort to obtain. |
| Consumption-Based | Verbrauchsausweis | Actual energy consumption over the last three consecutive years. Highly dependent on user behavior. | Cheaper and quicker to obtain. Only permissible for certain existing, larger, or recently modernised buildings. |
In the VDR, both the certificate itself and the underlying data should be included to allow buyers to verify the rating.
2. VDR Organization for the Energieausweis
To ensure clarity and transaction readiness, the Energieausweis should be placed logically within the VDR's file structure.
A. Core Location: The Asset-Level Folder
Each property in a portfolio must have a dedicated folder structure. The Energieausweis belongs in the specific asset folder under a clear technical or legal subheading:
$$text{Portfolio Root} rightarrow text{Asset Name/Address (e.g., Berlin, Musterstr. 12)} rightarrow begin{cases} text{I. Technical Documents (Technical DD)} \ text{II. Legal & Compliance} end{cases}$$
A highly effective practice is to create a dedicated subfolder: Technical DD / Energy & Sustainability / Energieausweis.
B. Key Documents to Include
For comprehensive due diligence, the following documents must be available:
- The Certificate (Energieausweis): The final, signed document, including the registration number and the efficiency class (A+ to H).
- Date of Issue: Crucial for confirming the 10-year validity period (certificates nearing expiration can trigger renovation requirements for the buyer).
- Recommendations: The official document always includes recommendations for energy efficiency improvements. These must be included as they represent potential CapEx for the buyer.
- Underlying Data (for Verbrauchsausweis): Copies of the heating and energy bills used for the three-year consumption calculation, especially important for commercial properties.
- Underlying Calculations (for Bedarfsausweis): Technical reports, plans, and insulation calculations used by the assessor.
3. VDR Benefits in Managing Energy Data
Leveraging a VDR for Energieausweis management offers distinct advantages:
- Audit Trail: The VDR logs every time a potential buyer or auditor views or downloads a certificate. This provides the seller with a verifiable record of document disclosure, which is vital for legal compliance regarding the mandatory presentation of the certificate.
- Compliance Verification: Due diligence teams use VDR search functions to quickly aggregate all energy certificates in a portfolio, allowing for easy comparison and benchmarking. This supports the buyer's ESG (Environmental, Social, and Governance) assessment of the portfolio.
- Version Control: If an older certificate is due for renewal during the transaction, the VDR ensures the most current, GEG-compliant version is always displayed, preventing the use of outdated or expired documents.
By centralizing the Energieausweis and its supporting data within a VDR, sellers not only meet a strict legal requirement but also proactively address buyers' most pressing concerns about future energy costs and environmental compliance.