Surrounded by paperwork and no idea what to do next? Welcome to Germany!
After four years in Germany, I’ve cracked the code to successfully managing Germany’s infamous bureaucracy.
Until you’ve lived here, it’s hard to believe the tail-chasing systems Germany relies on to keep it functioning.
Like that time the Ausländerbehörde sent me details of an appointment at BAMF. I arrived and was given details for another appointment at BAMF. Where I was, already. That was an adventure.
Over the years I’ve heard a lot of foreigners complain about the systems. I get it. The processes are tedious. It’s all actual paperwork. A lot of it makes no sense.
Unfortunately, complaining won’t change it and we still have to go through the motions as long as we want to live here.
Here is your game-plan for success with German bureaucracy.
If you want more about the struggles of living abroad, read my post Why Living Abroad Sucks (and how I got over it)
STEP 1: Find the right office (because, yes, there are many!)
Your first step on this mission – should you choose to accept it – is to find out exactly which authority handles your application. Yes, it’s like a game of Guess Who, but honestly, figuring out who handles what is half the battle here.
Common authorities that you’ll have to deal with while living in Germany are:
- Ausländerbehörder
- BurgerBuro
- Steueramt
- Rentenversicherung
- Krankenkasse
By first understanding who is responsible for this process, you’ll be better able to find all the additional information you’re going to need.
Here’s your map to navigate German bureaucracy:
Now that you’re pretty sure who’s responsible for this application, you’re ready to take-on the mission instructions.
STEP 2: KNOW WHAT YOU HAVE TO DO
It might seem obvious, but you need to understand what you need to do for this application.
I’ve seen for myself how a lack of understanding about what I should bring or how to present my information for the bureaucrats can lead to annoying delays.
For example, when I had to resubmit my application for professional registration because I’d misunderstood Beglaubigte Kopie to mean simply the translations. Lesson learnt! Read everything carefully.
To ensure your applications are a success first time, every time, know what is required from you.
What are the steps of this process?
So, start at the start.
What steps do you need to take for this application or process?
My guess is that there’ll be many steps and a few side-quests to test your endurance.
For example, if you’re applying for a residency visa, the steps you’ll need to complete are:
- Make an appointment at the Ausländerbehörder.
- Collect paperwork according to the list from the Ausländerbehörder.
- Have translations, Apostilles, and certified copies made as required (ahh the side quests!).
- Attend the appointment at the Ausländerbehörder.
- Collect your Ausweiß from the Ausländerbehörder on the specified date.
So, what steps are necessary for your process?
To find out, read everything.
You’ll probably get a letter full of steps (and legal jargon) from the authority, but don’t panic—it’s manageable, I promise. Put your passport back – it’s not that bad. Breathe through that overwhelm.
Where do I look for help?
- Check the website of the relevant authority.
Many (but no, not all) have websites in languages other than German which makes it easier. Some even have handy factsheets and diagrams, showing you how to get on with your paperwork. - Does the authority have a support number/ Email address?
Give them a call or shoot them an email. In my experience, many of the operators can speak English (if you first ask them sehr nett). Your success with emails will depend wholly on the authority that you’re dealing with. - Check-in with other foreigners in your city.
You might have friends in the community who are also foreigners and may be able to point you in the right direction. If not, why not make a public cry for help in one of the ex-pat Facebook groups in your city?
While online groups can be full an effective way to quickly get an answer, I’ve had mixed results using them. I’ve found the responses to fall into one of three categories:
- Folk who have the same question and are riding your coattails.
- Jaded expats whose first answer is always “learn German!” but typically followed up by some helpful information.
- People sharing their own experience but offer no clear guidance for your problem.
These processes are so personal to your circumstances that an indivdualised response is best. When possible, ask the authority directly.
Don’t let yourself become overwhelmed by language or confusion or the uncomfortable feeling that maybe I’m going to look a little bit silly if I ask this silly little question.
Channel your inner-German and be direct. Ask the question. With the direct answer you’ll definitely receive, you’ll be able to get on with the next steps of the process and be sure of the success of your application.
What documents do you need exactly?
This one’s easy. It’s pretty typical of German bureaucracy to give you a handy but oh-so-long list of the required documents.
Here’s a list of the fairly standard documents you will need to provide for most applications:
- Birth certificate
- Passport
- Marriage certificate
- Anmeldung (confirmation of your registered address)
- Qualifications
REMEMBER: German authorities like to see everything im original. The bureaucrats will then make a copy of the necessary documents during your appointment.
If you’re submitting documents by post, be sure to confirm:
- If you need to send original documents
OR
- If you need to send certified copies.
Getting your documents certified can take some time, so be sure to factor this into your planning.
And don’t forget, if your documents are not in German, you’ll almost definitely need to have them translated before they’ll be accepted by German authorities. Translations can can take up to two weeks for to be completed.
The timeframe depends on the original language and the nature of documents, so don’t leave this preparation until the last minute!
There are of course exceptions to these rules, thus I say, read everything.
With the mission’s directions fully understood, it’s time to find shortcuts to avoid overwhelm.
Step 3: Find foreigner-friendly shortcuts
Can I do this online?
Your first question needs to be “Can any of this be done online?”.
Generally, no. No it can’t. German authorities are BIG on persönliche gespräche.
Many “online” options still result in receiving letters in the post or having to post out a digital form.
BUT.
This is dependent on the authority you’re working with and the city you’re living in.
For example, in Dresden, I can book appointments with the Burger Buro online but can’t submit anything online.
On the other hand, when submitting documents to the Deutsche Rentenversicherung, I simply emailed everything to my case officer (without translations or certified copies!).
But my application for professional registration? Everything had to be submitted in paper. Mountains of paper. Certified copies and translations.
So, investigate the options you have. Check any documents you receive from the authority to see if there are any “online” options.
As a foreigner who may not yet be fluent in German, it’s easier to manage as much as possible remotely.
Downloading printable documents to be completed at home might be the only option available. Online portals to complete full applications are not common among German authorities.
Blame Datenschutz!
The irony that my online identity is protected online by posting certified and translated copies of every important identity document in the mail is lost on many Germans.
Könnten wir auf Englisch reden?
In my first years here, I began almost every conversation like this. You never know! Sometimes people even said “Yes” (after painfully explaining in perfect English how poor their English is).
Sometimes German bureaucracy can work with you in your native language.
Note here that I say can. Many authorities are not allowed to manage applications in a foreign language. Frustrating? Absolutely. But we can always try.
For example, the Health Insurance company TK has an English help-line and English-language App. The services available in English is limited but it is still super helpful for when you need to discuss complex topics, such as health care.
When the answer is 100% no (don’t be surprised if this is the case), then bring someone with you who can speak German fluently.
You need to understand what is being discussed and what the next steps for you are.
This person can be a partner, friend, acquaintance or professional interpreter. As long as it’s someone you trust who is fluent in both German and your native language, it’s ok.
To my knowledge, there’s no restriction to who can accompany you to an appointment.
TIP: See if your city has any support services available in your language or request support from your local ex-pat Facebook group.
Alright. Mission control has set the timer. Let’s get organised, lest we ever be late!
Step 4: German punctuality is no joke
No matter what the application, give yourself more time than you think you’ll need.
Some of these processes and applications can take a lot of preparation. In my experience, it isn’t the application form that’s the hard part.
On first look, they might seem straightforward.
“Great! Only 1 page to fill in!” I thought when I first began the application process to be professionally registered here. Except, that 1 page was the easy part.
Collecting documents, having translations completed and getting certified copies was the time-consuming part.
Be sure that you read everything and fully understand what additional information you’re required to provide.
Give yourself time to read everything, collect the required documents and attend your appointment or submit it all by mail.
At the moment I’m going through the process of applying for German citizenship. It is a hefty pile of paper that I need to get through, so I’m tacking one side a day. It takes me about 15 minutes.
EASY! I can do 15 minutes a day of this paperwork.
But trying to get through all of the forms and finding the supporting documents in one go? That would not be possible.
If you need additional time, just ask. Most authorities are very accommodating as long as you communicate directly with them.
The worst thing you can do is come to an appointment unprepared or just skip it altogether. Don’t do that.
Be more German. Be bold. Just ask.
And now, it’s time to meet the big boss. You’ve successfully followed your mission instructions and have conquered several annoying but equally important side quests.
It’s submission time.
Step 5: Make your application bullet – I mean, Ämter proof.
Ok, this one isn’t a written rule about how the bureaucracy runs but trust me, it’ll help you see some version of that famed but sorely missing German efficiency.
I’ve gotten into the habit of rolling up to appointments with my handy display folder complete with colour coded labels. Trust me, the bureaucrats love it.
When you can whip out the right documents when needed, the speed of bureaucrat’s photocopying will increase, which means you can get out of that eerily quiet office faster (but seriously – for bustling public offices, why are they always SO quiet?).
If you need to submit your application per Post, send the documents in the display folder. Make a neat little table of contents for the front of the folder and tab the documents down the side. Your application will be processed faster if your application is easy to read.
It is definitely a little tedious but remember – bureaucrats are just people.
Slow, paper-loving and rule-abiding people with mountains of applications to manually process. If you were in their shoes, would you reach for the unruly pile of papers, or the neatly presented and easy-to-navigate folder of documents?
Good Luck!
Now don’t get me wrong, you can do all of these things and the bureaucracy still take too long.
That’s just bureaucracy. Unfortunately, some applications need inter-departmental cooperation and that, in any country, is a recipe for lengthy delays.
But by taking my advice and implementing these tips into your completion of paperwork, you’ll give yourself the best chance at getting a positive outcome in your application and getting it as fast as possible.
What’s your experience of German bureaucracy so far? Do you have other shortcuts that I’ve missed here? Share them in the comments. I’m always on the lookout for ways to make bureaucracy here more fun.
Glossary for your adventure with the German authorities
