Access to public documents in Greece: requesting copies of an administrative file

Which documents can be requested?

An inspection report, opinion or minutes supporting an administrative decision may be essential to understanding the case. The public-document access framework, broadened from 1 January 2025, covers administrative documents and private documents submitted to and held by public authorities, subject to statutory restrictions.

Address the authority holding the file and identify the material required. Access to an existing document differs from a general enquiry or a request that a new study be prepared. If the precise title is unknown, describe the matter, relevant reference number and period.

Preparation and electronic submission

Specify the copies or inspection sought and provide contact details. A named application requires the prescribed identifying information. Electronic submission guidance provides for a signed attachment with a qualified digital signature or the prescribed digital certification through gov.gr. Do not assume that an ordinary email meets all formal requirements.

Retain the exact request, attachments and acknowledgment. If acting for someone else, check the necessary authorisation. Avoid vague wording such as a request for everything held: a specific list helps locate the documents and makes it easier to assess whether the reply is complete.

• Reference and date of the relevant act or application
• Specific documents or a clear file description
• Required applicant and contact details
• Submission record and any authorisation

Personal data, confidentiality and partial access

Access is not unrestricted. Documents containing another person's personal data require a reasonable interest, with additional conditions for special-category data. Statutory confidentiality and a possible substantial impediment to an authority's investigation must also be considered. Referring to your own case does not automatically override every restriction.

Where only part of the material is restricted, access to the remaining part should be considered, potentially with protected information redacted. Access to public documents also differs from the GDPR right of access to personal data concerning you: their scope and rules are not identical.

Missing documents or a refusal

The general rule provides 20 days for access or a reasoned refusal. There are exceptions to the obligation to reply, including rejection of an anonymous, manifestly vague or repetitive request. Check whether the response addresses every document and gives a specific reason for any refusal.

If the copies are needed for an appeal, assess its deadline in parallel. Do not wait passively for the file to arrive. A lawyer can review a refusal, make the request more precise and coordinate document gathering with the protection required in the underlying administrative matter.