How to Obtain a Criminal Record Certificate from Germany?

What to Know Before Application

Identity and Document Requirements

To apply for a criminal record certificate in Germany, you first need to have a valid identity document. This document can be an identity card (Personalausweis) for German citizens or a passport for EU citizens and citizens of other countries. Additionally, a residence certificate (Anmeldung) showing your address in Germany is one of the basic documents that will be requested during application. The issue date of this document should not be older than 6 months.

Form and Document Preparation

The Führungszeugnis Antrag (Criminal Record Certificate Application Form) to be used in the application process must be filled out carefully. This form includes your personal information as well as information about why the document is being requested and where it will be used. Any scratches or corrections on the form may result in the application being rejected. When filling out the application form, place of birth, date of birth, and address information must be written completely and correctly.

Payment Procedures

The payment receipt required for the criminal record certificate application must be prepared before application. The application fee of 13 Euro can be paid at the municipal cashier’s office or through the online payment system. The additional fee for urgent procedures is 15 Euro. After the payment is completed, the receipt or payment slip should be included among the application documents. Since fee refunds are not made, it should be ensured that all documents are complete before application.

Application Fees

Standard Application Fee and Coverage

The basic application fee for a criminal record certificate in Germany is set at 13 Euro. This fee covers the preparation of the document through the standard processing procedure. In standard applications, the document preparation and delivery time varies between approximately 2-4 weeks. The standard application fee includes document preparation, system processes, and postal costs.

Expedited Processing Options

The express application option enables faster preparation of the criminal record certificate. For this service, an additional 15 Euro must be paid on top of the standard fee.

Express applications prepare the document within an average of 3-5 business days. It is preferred especially in urgent situations or when required for job applications. Express application service covers priority processing of the document and shipping via express courier.

Payment Methods and Process

Various methods can be used for paying the application fee. For online applications, credit card, debit card, or online bank transfer methods can be preferred. For in-person applications, cash payment, EC-Karte (debit card), or SEPA payment systems can be used. The receipt or payment slip given after the payment is completed must be included among the application documents. Once the application fee is paid, it is non-refundable if the application is canceled.

Application Process

Online Application Method

The official online platform used for criminal record certificate applications in Germany is accessible through the Federal Office of Justice website. To log in to the online application system, you first need to have an eID (electronic identity) or BundID account. On this platform, the application form is filled out electronically and can be tracked through the system. Mandatory fields such as personal information, contact information, and purpose of use must be filled out completely in the application form. After the form is filled out, the system performs an automatic check to detect missing or incorrect information.

Online Payment and Document Tracking

During the online application process, payment is made through a secure payment system. The system offers various payment options such as credit card, debit card, and online transfer. After the payment is completed, an application number is provided by the system. The status of the application can be tracked online with this number. After the process is completed, the document is sent to the registered address by registered mail.

In-Person Application Procedures

For those who want to apply in person, the first step is to contact the local Bürgeramt (Citizens’ Office) or Einwohnermeldeamt (Residents’ Registration Office). In most cases, an online appointment must be made beforehand. A suitable day and time can be selected through the appointment system. On the appointment day, one must be present at the application point with all required documents and payment receipt.

Points to Consider During Application

Several important points should be considered during in-person application. First, all documents must be original and their validity periods must not have expired. It is important that the information in the application form is consistent with population records. Foreign applicants must have valid residence permit or visa documents with them. The application receipt given after the application process is completed must be kept, as this receipt will be necessary when receiving the document.

Standard Application Processes

The processing time for criminal record certificate applications varies according to the application method and type of service requested. In standard applications, preparation and mailing of the document takes an average of 2-4 weeks. This period covers the system checks, approval processes, and postal delivery time required for document preparation. The Federal Office of Justice reserves the right to extend this period up to 5 weeks depending on workload.

Expedited Application and Tracking

For those using the express application service, the document preparation time is set at 3-5 business days. This process covers the preparation of the document and shipping by priority mail. Applicants can track the status of their applications through the Federal Office of Justice’s online platform using their tracking number. Information such as which stage the document is at, when it was prepared, and when it was mailed can be accessed through the system.

Document Delivery Methods

The delivery of criminal record certificates can be accomplished through three different methods. The first and most common method is postal delivery. The document is sent by registered mail to the address specified in the application form. In the second method, which is in-person collection, the applicant needs to personally collect the document from the issuing institution.

In this case, identification document and application receipt must be shown.

Authorization Process

In the third delivery method, which is delivery by authorization, the applicant can authorize another person to receive the document. In this case, the authorized person must apply with a notarized power of attorney, their own identification document, and a photocopy of the applicant’s ID. The authorization period is limited to 3 months, and the document must be collected within this period.

Application Process for Foreign Nationals

The criminal record certificate application process for foreign nationals living in Germany includes some additional requirements. First, applicants must have a valid residence permit or work visa. Residence permit holders can apply if their permit has at least 6 months of validity. During application, in addition to basic documents such as passport and residence certificate (Anmeldebescheinigung), address registration in Germany is also required. All these documents must be valid.

Language Support and Communication Solutions

Various support mechanisms are available for applicants who don’t speak German. Interpreter support can be requested at application points, though this service may require advance appointment and additional fees. Some Bürgeramt branches offer multilingual application forms. Additionally, applicants can apply accompanied by a sworn translator. The online application platform also offers an English language option.

Document Authentication and Translation Procedures

If the criminal record certificate will be used abroad, the document must go through apostille or notary certification and sworn translation procedures. For apostille, one must apply to an authorized notary or court. This process takes an average of 3 business days and requires additional fees. Translation can only be done by sworn translators and must be completed within 3 months from the document’s issue date.

Emergency Procedures

In emergencies, such as when the document needs to be prepared quickly for job applications or visa procedures, the express application option can be used. In this case, the applicant must document the urgency and pay an additional fee. A 24/7 call center service is provided for emergencies. Additionally, an emergency application form can be filled out on the online platform. Applications made through this form are evaluated with priority and the document is prepared within 1-2 business days.

Frequently Asked Questions

International Usage Process

A special procedure must be followed for using a criminal record certificate obtained from Germany abroad. First, the document must receive an apostille endorsement. Application to the competent authorities must be made within 3 months of the document’s issue date. After the apostille process, the document must be translated into the target country’s language by a sworn translator. Some countries may additionally require consular certification. For international use, the document’s validity period is generally accepted as 6 months from the issue date.

Application Rejection and Appeal Process

There is a specific process to follow if a criminal record certificate application is rejected. An appeal application can be made within 1 month against the rejection decision. Supporting documents showing that the rejection reason is incorrect must be presented in the appeal application. The most common reasons for rejection include missing documents, incorrect information entry, or invalid identification document. During the appeal process, the Federal Office of Justice’s legal office can be contacted.

Document Renewal Procedures

When a criminal record certificate needs to be renewed, a completely new application process is initiated. For renewal applications, it’s not necessary to wait for the current document’s validity period to expire. When a new document application is made, the old document automatically becomes invalid. An automatic renewal system can be used for institutions that regularly request documents. In this system, the system automatically initiates a renewal application 15 days before the document’s validity expires. Renewal applications also require payment of the standard application fee of 13 Euro.