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Electronic communication of the state capital Mainz

Virtual mailroom, electronic invoice (X-bill)

Virtual mailroom

The state capital of Mainz offers you the option of legally binding electronic communication with the city administration. To do so, you will need a qualified electronic signature, which in most cases is equivalent to a handwritten signature.

If you would like to communicate with us electronically in a legally binding manner, please use the virtual post office (VPS) of the rlp service (www.rlp-service.de). Communication via email is also possible, but subject to certain conditions. For further information, please refer to our electronic communication rules.

General conditions for electronic communication with the state capital Mainz

  1. Access to electronic communication

    The city of Mainz offers you the option of communicating with the city administration electronically. In the area of administrative procedures, electronic communication is governed by Section 3a of the Administrative Procedure Act. According to this, the transmission of electronic documents is permitted provided that the recipient has set up access for this purpose. In accordance with Section 126a of the German Civil Code (BGB), the same applies in private law.

    The city of Mainz provides this access in accordance with the following framework conditions, which apply only to communication with the city of Mainz and not to third parties (linked institutions, other authorities, etc.).

  2. Principles of electronic communication The following email address
    has been set up for informal communication (your handwritten signature is not mandatory here): stadtverwaltungstadt.mainzde

    Informal emails can also be sent to all email addresses provided on www.mainz.de or on the letterheads of the City of Mainz. A prerequisite for further processing is that the electronic documents sent contain a complete sender address. We also offer the option of using interactive online forms for selected matters.

    For formal communication (where your handwritten signature is required by law), you must provide your document with a qualified electronic signature in accordance with Section 2 (1) No. 2 of the German Signature Act (SigG). You must send such a signed document to the "virtual" mailroom of the Mainz city administration. Of course, this transmission option is also available for all PDF forms that we offer for download on our website.

    For qualified signed documents and formal communication, only the following email address of the virtual mailroom (VPS) is available: stv-mainzpoststelle.rlpde

  3. Formats
    If you wish to transfer or send files to the administration, please note that not all file formats and applications commonly available on the market are supported. The following file formats can currently be processed:
    - Acrobat Reader version 6.0 or higher (.pdf)
    - Rich Text Format (.rtf)
    - Microsoft Office files 97-2007 (.doc / .docx / .xls / .xlsx, etc.)
    - OpenOffice files up to format 3.1 (.odt, etc.)
    - Tagged Image Format (.tif)
    - Joint Photographic Experts Group (.jpeg, .jpg)

    We ask for your understanding that we can currently only accept procedures that meet the listed requirements. If you use other methods, this does not replace the written form. If you use different file formats or files with macros, your document cannot be accepted and processed. If your documents are not readable by us, contain an unauthorized file format or signature, or are otherwise unprocessable or invalid, we will inform you of this immediately.

  4. Encryption of your documents
    Before sending your message, you can voluntarily and free of charge register as a user of the Virtual Post Office (VPS) in the rlp service (www.rlp-service.de). Sending messages to the Mainz city administration as a registered user has the advantage that you will receive a detailed technical transmission confirmation (tracking slip) and security during data transmission is guaranteed.

    To register, please select the menu item "Register rlp service" at www.rlp-service.de and follow the instructions. Your address details will be recorded during registration. The VPS will then send you an activation link to the email address you provided. Once activated, you can use the VPS for both formal and informal electronic communication with the Mainz city administration and other local and state authorities in Rhineland-Palatinate. Data transmission is protected against unauthorized access. By registering, you agree that the city administration of Mainz and other state and local authorities with which you contact electronically may send messages to your VPS regarding your current request. To read these messages, you must log in to the VPS with the user data you used to register. Further information on the VPS and the terms of use can be found at www.rlp-service.de.

    Contact person for electronic communication with the City of Mainz
    If you have any questions about electronic communication with the City of Mainz, please refer to our comprehensive FAQ or contact the eGovernment officer, Mr. Steffen Pfrengle.

Frequently asked questions (FAQ)

Electronic invoices (X-bill)

The state capital of Mainz now accepts electronic invoices, enabling the exchange of invoice data in the standardized "X-Rechnung" format.

Public contracting authorities at federal, state, and local level have gradually been required by European Union Directive 2014/55/EU to accept and process electronic invoices.

Just in time for April 18, 2020, this is now also possible in the state capital of Mainz, directly and easily by email. Both sides benefit from the advantages of electronic invoicing: the invoice issuer and the invoice recipient!

Further information can be found on the tax administration's information page on central invoice receipt.

Explanations and notes

Sprachauswahl

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