Preparing beA attachments: size, format, naming

Germany's special electronic lawyer mailbox (beA) does not forgive messy attachment packs. Size, file format and naming decide whether the message arrives cleanly - or whether the team rebuilds the pack minutes before the deadline. Many follow-up questions arise not from substance, but from technical edge cases that could have been checked before send.

Respect size limits before you compress

Start with the hard limit: what does the current beA configuration allow, and what does the receiving court require on top? Compressing only after merging risks illegible stamps and tables. A better sequence: review critical pages, then reduce size deliberately, then check the total. Scans at needlessly high resolution and embedded preview images are the most common cause of oversized packs.

Format and substantive separation

Pleadings and exhibits often need different treatment. A searchable pleading plus image-only scans in one container can work - if exhibit order matches the pleading and every file is clearly named. Avoid catch-all PDFs without a contents list when the court expects separate exhibits. Conversely, too many single files raise error rates and mix-ups.

A durable practice: the exhibit list in the pleading and the filenames should mirror each other. Exhibit_K1_lease.pdf is more robust than Scan0034_final2.pdf.

Naming that cover solicitors can follow

Filenames should make sense without chat context. Matter reference, exhibit label and a short content type usually suffice. Special characters, umlauts in some interfaces and long space chains create friction - a firm convention beats individual inventiveness.

Short beA checklist

• Recipient and message type selected
• Exhibit order matches the schedule of exhibits
• Per-file and total size under the limit
• PDF opens without a password
• No draft watermarks on the filing version
• Spot check: first, middle and last exhibit readable

Send window, cover arrangements and resends

Technically sound attachments still fail when the send window and cover arrangements stay vague. Decide who gives final approval to the beA message, who covers absence, and which checks must not be skipped before the send click. A short handoff note on the matter file - recipient, exhibit count, total size, special points - saves evening callbacks.

Resends deserve their own discipline: the same naming logic, a clear reference to the first message, no silent swap of individual files without a note in the message text. Courts and opponents compare filenames; a second final3.pdf without context creates distrust and extra work.

After sending, check the transmission report and the local copy of the message including the attachment list. If the local list diverges from the pleading, correct immediately and record the state. Run beA preparation as a repeatable flow and last-minute panic shrinks to a few known steps.

LexLogik can bundle recurring PDF steps before dispatch. Responsibility for the beA message itself stays with the legal team - tooling does not replace substantive approval.

beA pack: final support checklist

Before send: total size, allowed formats, naming scheme, exhibit order against the pleading, readability of first and last page. The matter lead confirms substance; the technical checklist belongs to support - with a stop right if a limit is breached.

beA attachments often fail on size, format or naming - not on the substantive case. A support checklist with a stop right keeps the send channel calm while counsel remains responsible for content.