AuthoritiesGermany

The citizens' office and local authorities

Das Bürgeramt und die Behörden vor Ort

At the citizens' office you handle many official errands in one place: registration, ID documents, certified copies and a police clearance certificate. You usually need an appointment first.

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Overview

The citizens' office is where you go for most everyday administrative matters in your city. Its name varies from place to place, and it may be called Bürgerbüro, Einwohnermeldeamt or Bürgerservice, but its job is the same: serving residents.

It does not deal with immigration and residence permits, which belong to the foreigners' office, or with taxes, which belong to the tax office. This guide helps you if you are new and want to know what can be done there and how to prepare so that you do not lose a scarce appointment.

1

What you can do there

The main services are registering and deregistering your address, issuing an additional registration certificate (Meldebescheinigung), certifying copies of documents (beglaubigte Kopie) for a small fee, applying for a police clearance certificate (Führungszeugnis) issued by the Federal Office of Justice, ID cards and passports for German citizens, and residents' parking permits in some cities. Some of these are handled by other offices, such as the driving licence, so check your city's website before you book.

2

The appointment system and preparation

Most offices only see people with an appointment booked online or by phone through the unified service number 115.

  • When you book, choose the type of service precisely, because the wrong choice can cancel your visit.
  • Bring originals and copies, fill in forms at home and arrive ten minutes before the appointment.
  • If your German is not strong you may bring a friend or an interpreter, and some offices give guidance in English.
  • Accept that the clerk may speak only German.
3

Online services and the BundID account

German administration is moving slowly towards digital services.

  • You can create a BundID account to log in to many services through the administration portal, and you often need the electronic identity function of your residence permit card or an ELSTER certificate for it. The services available online differ from city to city, so one city may let you order a certificate online while another does not.
  • Always check the service page on your city's website to see whether you can avoid a visit.
4

Notices, objections and deadlines

When you receive an official letter from any authority, read it immediately, because it often contains a short deadline.

  • An administrative decision (Bescheid) ends with a notice on how to appeal, and you usually have one month to file a written objection (Widerspruch) if you disagree.
  • The period starts on the day you receive the letter, so keep the envelope and note when it arrived.
  • If you do not understand a letter, ask a free advice centre for help before the deadline runs out, because being late can cost you your right.
5

Behaviour and contact at the office

Staff follow strict rules, so do not expect exceptions however well you explain your situation.

  • Their style is direct, which does not mean disrespect.
  • Answer questions briefly, hand over documents before being asked and say Danke and Auf Wiedersehen when you leave.
  • If your file is incomplete, ask them to write down what is missing and book the new appointment before you go. Avoid sharp arguments, because politeness speeds things up more than complaints do.

Step by step

  1. 1

    Decide which service you need and check on your city's website which office provides it.

  2. 2

    Book an appointment online or by calling 115 and choose the service type precisely.

  3. 3

    Download the required forms and fill them in with Latin letters before your visit.

  4. 4

    Collect originals and copies in a folder arranged according to the office's list.

  5. 5

    Bring a suitable means of payment, because some offices do not accept cash or do not accept cards.

  6. 6

    Keep every receipt and certificate in one file arranged by date.

Documents checklist

  • Passport or ID card and residence permit.
  • The appointment confirmation or number.
  • The required forms, completed.
  • A biometric passport photo if the service requires it.
  • Civil-status documents, translated when requested.
  • Cash or a card to pay the fees.

Key vocabulary

  • dasBürgeramt
    citizens' office
  • derTermin
    appointment
  • dasFormular
    form
  • derBescheid
    official decision
  • derWiderspruch
    objection
  • dieFrist
    deadline
  • diebeglaubigte Kopie
    certified copy
  • dasFührungszeugnis
    police clearance certificate
  • dieGebühr
    fee
  • dieBehörde
    authority
  • derSachbearbeiter
    caseworker
  • derAntrag
    application
  • Unterlagen
    documents

Useful phrases

  • Ich habe einen Termin bei Ihnen.I have an appointment with you.
  • Welche Unterlagen brauche ich noch?Which documents do I still need?
  • Wie lange dauert die Bearbeitung?How long does processing take?
  • Was kostet die Beglaubigung?How much does the certification cost?
  • Können Sie mir das bitte aufschreiben?Could you write that down for me, please?
  • Ich verstehe den Brief nicht.I do not understand this letter.
  • Bis wann muss ich Widerspruch einlegen?Until when do I have to lodge an objection?
  • Kann ich mit Karte zahlen?Can I pay by card?

Asking for a certified copy

  • Sachbearbeiter

    Guten Tag. Was kann ich für Sie tun?Good day. What can I do for you?

  • Sie

    Guten Tag. Ich brauche eine beglaubigte Kopie von meinem Zeugnis.Good day. I need a certified copy of my certificate.

  • Sachbearbeiter

    Haben Sie das Original und eine Kopie dabei?Do you have the original and a copy with you?

  • Sie

    Ja, beides. Hier bitte.Yes, both. Here you are.

  • Sachbearbeiter

    Das kostet zwei Euro pro Seite. Zahlen Sie bar oder mit Karte?That costs two euros per page. Do you pay in cash or by card?

  • Sie

    Mit Karte, bitte.By card, please.

  • Sachbearbeiter

    Gut. Hier ist Ihre Kopie mit dem Stempel. Einen schönen Tag noch!Good. Here is your copy with the stamp. Have a nice day!

Common mistakes

  • Going to the citizens' office with a matter that belongs to the foreigners' office or the tax office, so you are sent away and lose your appointment.
  • Ignoring an official letter because it looks unimportant, so that the objection deadline passes unnoticed.
  • Arriving even a few minutes late, when your appointment may be cancelled and given to someone else.
  • Bringing only copies without the originals, because copies alone are not accepted for most services.

Cultural tips

  • Take a photo of every document before handing it in and store the photos safely on your phone.
  • Look for a free migrant advice service in your city, which helps you read letters and fill in forms.
  • Always ask how long the request takes and how you will be told the result.

Official links

Check yourself

Question 1 of 5

Which is the unified number for questions about administrative services?

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