Understanding official German: a guide for newcomers

Understanding official German: why the language of authorities is so hard

Official German, called Behördendeutsch or Amtsdeutsch, is the language of public offices, laws and official letters. It aims to be precise and legally watertight, which makes it hard to read at any language level. Many Germans read an official decision twice, so struggling with it is not a sign that your German is weak.

The difficulty rarely lies in individual words. It lies in typical structures:

• Noun-heavy style: instead of Bitte zahlen Sie bis zum 15. März (please pay by 15 March), a letter says Um Begleichung des Betrags bis zum 15. März wird gebeten (settlement of the amount by 15 March is requested).
• Passive and impersonal sentences: Es wird darauf hingewiesen, dass … (it is pointed out that …). Who actually does what often remains unclear.
• Long compound nouns: Wohnungsgeberbestätigung, Aufenthaltserlaubnis, Rechtsbehelfsbelehrung.
• Chains of genitives: zur Prüfung der Voraussetzungen des Anspruchs (for the examination of the requirements of the claim).
• References to laws: gemäß § 17 Abs. 1 BMG (in accordance with section 17(1) of the Federal Registration Act).

The number of typical words and phrases is limited, though. Once you have learnt them, you will understand the gist of most letters from the Bürgerbüro (citizens’ office), the Ausländerbehörde (immigration office), the Finanzamt (tax office) or the Familienkasse (child benefit office). In our online German courses we can therefore work with real forms and sample letters, so you practise the language exactly where you need it.

Please note: this article is a language guide, not legal advice. For legal questions, contact the relevant authority, a migration advice service (Migrationsberatung) or a lawyer.

Your first official appointments in Bavaria: registration and the immigration office

If you move into a flat in Bavaria, you must register your address within two weeks at the registration office, which may be called Bürgerbüro, Bürgeramt, Einwohnermeldeamt or simply Rathaus (town hall). You need a valid ID and the Wohnungsgeberbestätigung. In independent cities such as Ansbach, the city’s immigration office handles residence matters; in smaller municipalities, the district office does.

Registering your address: you have two weeks

Everyone who moves into a home in Germany has to register. Section 17 of the Federal Registration Act (Bundesmeldegesetz) states that anyone moving into a home must register with the registration authority within two weeks of moving in. Depending on where you live, this office is called Bürgerbüro, Bürgeramt, Einwohnermeldeamt or simply Rathaus.

For registration (Anmeldung) you usually need:

• a valid identity document (passport or national ID card) for each person,
• the Wohnungsgeberbestätigung (landlord’s confirmation of move-in): your landlord confirms in writing that you have moved in. Your tenancy agreement alone is not enough.

A practical example: the City of Munich only accepts registrations at its citizens’ offices by appointment, registration is free of charge, and there is also an online service for main residences. According to the City of Munich’s information page on the landlord’s confirmation, the landlord must confirm the move-in within two weeks. Other cities and municipalities organise this in a similar but not identical way, so always check your own municipality’s website.

Who is responsible? City or district office

In Bavaria, responsibility often depends on exactly where you live. An example from Middle Franconia: Ansbach is an independent city (kreisfreie Stadt). If you live within the city limits, you register with the City of Ansbach and contact its immigration office for residence matters. If you live in a municipality in the surrounding district, such as Sachsen bei Ansbach, you register with your own municipality or administrative association, and the Landratsamt Ansbach (district office) handles residence permits. In large cities such as Nuremberg and Munich, the city handles both.

What comes after registration

After registering, you receive a Meldebescheinigung (certificate of registration). You will need it for many further steps, for example to open a bank account or for your employer. A few weeks later, your tax identification number (Steuer-ID) arrives by post. Keep this letter safe, because your employer needs the number for payroll. How companies can support new colleagues during this phase is described in our article on onboarding international employees.

Official German glossary: the key terms explained simply

The most important official German terms are Antrag, Bescheid, Frist, Unterlagen, Aktenzeichen, Meldebescheinigung, Aufenthaltstitel and Widerspruch. An Antrag is a formal application to an authority, a Bescheid is its official decision, and a Frist is the deadline for doing something. The Aktenzeichen is your file reference number, which you should quote whenever you get in touch.

You will meet these terms in almost every form and letter. Learn them with their article (der, die, das), because official texts often use them in the genitive or dative: die Vorlage des Nachweises, nach Ablauf der Frist (submission of the proof, after the deadline has passed).

The middle column shows how a German speaker would say the same thing in everyday language. If you can paraphrase a term in plain German, you have usually understood it.

Abbreviations you should know

• Az. Aktenzeichen (file reference)
• i. A. im Auftrag (the person signs on behalf of the authority)
• gem. gemäß (in accordance with)
• Abs. Absatz (subsection), Nr. Nummer (number), S. Satz (sentence) in references to laws
• u. U. unter Umständen (possibly, in some cases)
• z. Hd. zu Händen (for the attention of)
• Anl. Anlage (enclosure, attachment)

Typical phrases in official letters and what they mean

Official letters use the same formulas again and again. Wir bitten um Vorlage folgender Unterlagen means: please send or bring these documents. Sie werden gebeten, persönlich vorzusprechen means: you have to come to the office in person. Ihr Antrag wird abgelehnt is a refusal, and then the information on legal remedies matters. The table translates the most common phrases.

The three key questions for every letter

1. What does the authority want from me? Look for verbs such as vorlegen, einreichen, mitteilen, zahlen, erscheinen (present, submit, inform, pay, appear).
2. By when? Look for dates and words such as Frist, bis zum, spätestens, innerhalb von (deadline, by, at the latest, within).
3. What happens if I do nothing? Look for sentences starting with Andernfalls …, Sollten Sie …, Kommen Sie … nicht nach (otherwise …, should you …, if you fail to …).

Mark these three pieces of information with a highlighter. That way you keep track even in a long letter, and you can bring the marked letter to a lesson or an advice appointment and ask targeted questions.

Grammar in official German: decoding nouns, the passive and the genitive

Official German becomes readable once you unpack three structures. Turn nouns ending in -ung back into verbs: nach Prüfung Ihres Antrags becomes nachdem wir Ihren Antrag geprüft haben (after we have checked your application). Make passive sentences active by asking who acts, usually the authority or you. And read chains of genitives from the end.

Official sentences become much easier when you “translate them back” into normal German. Three techniques help.

1. Turn nouns into verbs

Many nouns ending in -ung stand for a verb. Find the verb behind them:

• nach Prüfung Ihres Antrags → nachdem wir Ihren Antrag geprüft haben (after we have checked your application)
• zur Vermeidung von Verzögerungen → damit es nicht länger dauert (so that it does not take longer)
• bei Nichtbeachtung der Frist → wenn Sie die Frist nicht beachten (if you miss the deadline)

2. Make the passive active

Ask yourself: who is doing something? Usually it is the authority or you.

• Der Bescheid wird Ihnen per Post zugestellt. → Wir schicken Ihnen den Bescheid per Post. (We will send you the decision by post.)
• Es wird gebeten, die Unterlagen vollständig einzureichen. → Bitte schicken Sie alle Unterlagen. (Please send all the documents.)

3. Read genitive chains from the end

die Prüfung der Voraussetzungen des Anspruchs: start at the end. There is a claim. The claim has requirements. These requirements are being checked. Once you recognise the cases reliably, this becomes quick. For a refresher, see German cases explained.

Separable verbs are also common in official letters: Füllen Sie das Formular vollständig aus. Teilen Sie uns Änderungen umgehend mit. (Fill in the form completely. Inform us of any changes immediately.) The prefix at the end of the sentence changes the meaning, so always read each sentence to the very end. There is more on this in our article on German separable verbs.

Receiving a decision: deadlines, objections and legal action in Bavaria

A Bescheid is a binding decision by the authority. It almost always ends with a Rechtsbehelfsbelehrung (information on legal remedies), which explains how and by when you can challenge the decision. If you disagree with the outcome, this is the most important part of the whole letter, so read it on the day the letter arrives.

The one-month deadline

Under section 70 of the Code of Administrative Court Procedure (VwGO), an objection (Widerspruch) must be lodged within one month of the decision being notified to the person concerned. In many cases, a one-month deadline also applies to legal action at the administrative court. So note the date on which you received the letter and keep the envelope.

A Bavarian special case

In Bavaria, the objection procedure has been abolished in many areas. Under Article 12 of the Bavarian act implementing the VwGO, people affected can only choose between an objection and going straight to court in certain areas of law, such as local charges, school law, housing benefit (Wohngeld) or the broadcasting fee (Rundfunkbeitrag). In all other areas, there is no preliminary procedure and the route leads directly to the administrative court. Decisions by federal authorities follow their own rules. What applies in your specific case is always stated in the Rechtsbehelfsbelehrung of your decision.

What you can do

• Read the Rechtsbehelfsbelehrung straight away, not just before the deadline expires.
• If anything is unclear, call the case officer (Sachbearbeiterin or Sachbearbeiter). The number is usually at the top right of the letter.
• Get support, for example from a migration advice service for adult immigrants (Migrationsberatung für erwachsene Zuwanderer), your employer or a lawyer.

Appointments at the office: useful phrases for phone, email and visits

At a public office, short and polite standard sentences work best. On the phone, give your name, your reason for calling and your file reference, and ask the person to repeat things more slowly if needed. In an email, put your request and file reference in the subject line. In person, hand over your documents, ask about anything missing and request a confirmation.

On the phone

• Guten Tag, mein Name ist … Ich rufe wegen meines Antrags auf … an. Mein Aktenzeichen ist … (Hello, my name is … I’m calling about my application for … My file reference is …)
• Ich habe einen Brief von Ihnen bekommen und verstehe einen Punkt nicht. Könnten Sie mir das bitte erklären? (I’ve received a letter from you and don’t understand one point. Could you explain it, please?)
• Könnten Sie das bitte etwas langsamer wiederholen? (Could you repeat that a little more slowly, please?)
• Welche Unterlagen muss ich mitbringen? (Which documents do I need to bring?)
• Kann ich die Unterlagen auch per E-Mail schicken? (Can I send the documents by email?)

By email

A short sample email in German, which you can adapt (the sender is an example):

Betreff: Antrag auf Verlängerung der Aufenthaltserlaubnis, Az. 123/45

Sehr geehrte Damen und Herren,

am 3. März habe ich Ihr Schreiben erhalten. Darin bitten Sie um die Vorlage meines aktuellen Arbeitsvertrags. Anbei sende ich Ihnen das Dokument als PDF. Bitte teilen Sie mir mit, ob noch weitere Unterlagen fehlen.

Mit freundlichen Grüßen
Maria Santos (example)

In English: the subject line names the application (extension of the residence permit) and the file reference. The text says that you received the letter on 3 March, that it asked for your current employment contract, that the document is attached as a PDF, and asks whether anything else is missing.

At the appointment

• Ich habe um 10 Uhr einen Termin bei Frau … / Herrn … (I have an appointment at 10 o’clock with Ms … / Mr …)
• Hier sind meine Unterlagen. Bitte prüfen Sie, ob alles vollständig ist. (Here are my documents. Please check whether everything is complete.)
• Bekomme ich eine Bestätigung, dass ich die Unterlagen abgegeben habe? (Can I have a confirmation that I’ve handed in the documents?)
• Bis wann kann ich mit einer Entscheidung rechnen? (When can I expect a decision?)

A tip from everyday life: in Bavaria, people at the office often greet you with Grüß Gott. You can just as well say Guten Tag. Read more about regional language in our article on understanding Bavarian dialects. Phrases for calls and emails in everyday working life are covered in German at work.

Checklist: how to prepare for visits to public offices

You are well prepared if your name is on the letterbox, your appointment is booked online and all documents are in one folder: passport, certificate of registration, employment contract, tenancy agreement, landlord’s confirmation, certificates and tax ID. Put every deadline in your calendar, write your questions down in German beforehand and ask for confirmation whenever you hand in documents.

1. Name on the letterbox: official letters are delivered by post. If your name is not on the letterbox, important letters may not reach you.
2. Book appointments online: many citizens’ offices only work with appointments.
3. Create a folder: passport, Meldebescheinigung, employment contract, tenancy agreement, Wohnungsgeberbestätigung, certificates, tax ID. Ideally keep originals and copies.
4. Note deadlines: enter every deadline in your calendar immediately, with a reminder one week before.
5. Prepare questions: write your questions down in German before the appointment.
6. Arrange support: in many cases you may bring a trusted person who helps with translation. For certain matters, that person needs a written power of attorney (Vollmacht).
7. Ask for confirmation: have the receipt of your documents confirmed, or take a photo of the documents you handed in.

Language as a long-term investment

Official German will stay with you for years: when you extend your residence permit, file your tax return, claim child benefit (Kindergeld) and perhaps one day apply for naturalisation (Einbürgerung). Working on it in a targeted way gives you confidence and independence. In the choices® online German course you can practise exactly these situations, in one-to-one lessons or small groups. Individuals will find options under language courses for individuals. Employers who want to help their international staff settle in can find out more about language courses for companies or get in touch with us directly. For more strategies, see learning German as a skilled worker.

Sources

1. gesetze-im-internet.de: 17
2. stadt.muenchen.de
3. stadt.muenchen.de
4. gesetze-im-internet.de: 70
5. lxgesetze.de

Frequently asked questions