Check Relocation Documents

Docs present + valid + ready → each bureau step of EU/DACH relocation. → action list: missing items + translation needs.

Use When

• Relocation plan done → before bureau procs start
• Prep for specific appt (Buergeramt, Finanzamt, insurance)
• Unsure: certified translation/apostille needed?
• Authority rejected/asked for more docs
• Household member diff nationality → separate doc tracks
• Periodic check during relocation

In

Required

• Relocation plan: From plan-eu-relocation skill → lists all bureau steps
• Dest country: DE, AT, CH, or other EU
• Nationality(s): All household members
• Doc inventory: Docs held (originals + copies)

Optional

• Origin country: → determines apostille/Hague Convention needs
• Employment contract: → employer-issued docs (Arbeitgeberbescheinigung)
• Lang of existing docs: → translation needs
• Prior EU registrations: → simplify reqs
• Special: Refugees, EU Blue Card, posted workers → diff doc reqs

Do

Step 1: List All Bureau Steps

Extract every registration/app/notification step from relocation plan.

1. Parse plan → all action items needing doc submission
2. Categorize by authority:
   • Municipal (Buergeramt, Meldeamt, Einwohnerkontrolle)
   • Tax (Finanzamt)
   • Health insurance (Krankenkasse, OeGK, Swiss insurer)
   • Social security (Rentenversicherung, Sozialversicherung, AHV)
   • Immigration (Auslaenderbehorde) if applies
   • Banks
   • Schools/childcare
   • Vehicle (Kfz-Zulassungsstelle)
   • Other (pet import, license recognition)
3. Order by dep chain from plan
4. Note steps sharing docs → avoid redundant prep

→ Numbered step list, categorized + ordered, shared-doc notes.

If err: Plan incomplete/missing → build from official checklist (DE: make-it-in-germany.com, AT: migration.gv.at, CH: ch.ch/en/moving-switzerland).

Step 2: Map Required Docs per Step

Each bureau step → every doc authority wants.

1. Municipal reg (Anmeldung/Meldezettel):
   • Passport/ID (all members)
   • Wohnungsgeberbestaetigung / rental contract / deed
   • Marriage cert (if couple)
   • Birth certs (kids)
   • Prev registration (if moving in-country)
2. Tax reg:
   • Meldebestaetigung/Meldezettel
   • Employment contract / biz reg
   • Tax ID from origin (cross-border coord)
   • Marriage cert (DE tax class)
3. Health insurance:
   • Employment contract / self-emp proof
   • Prev insurance / EHIC
   • S1 form (posted workers/cross-border)
   • Meldebestaetigung
4. Social security coord:
   • A1 portable doc (posted workers)
   • E-forms/S-forms for benefits
   • Employment history
   • Origin SS number
5. Bank acct:
   • Passport/ID
   • Meldebestaetigung
   • Income proof (contract/payslips)
   • Tax ID / Steueridentifikationsnummer (DE)
6. Immigration/residence (non-EU):
   • Passport ≥6 months validity
   • Biometric photos (per country format)
   • Employment contract/offer
   • Financial means proof
   • Health insurance
   • Recognized degree (EU Blue Card)
   • Criminal check (may need apostille)
7. Vehicle re-reg:
   • Fahrzeugbrief/Zulassungsbescheinigung Teil II
   • Insurance proof (eVB in DE)
   • TUeV/Pickerl/MFK cert
   • Meldebestaetigung
8. School/childcare:
   • Birth certs
   • Vaccination (Impfpass)
   • Prev school reports + translations
   • Meldebestaetigung

→ Matrix: step → docs + specs (original req, copy OK, certified translation needed).

If err: Reqs unclear → authority site/phone. Reqs change → no 3rd-party guides >12 months old.

Step 3: Check Current Doc Status

Req docs vs. inventory → find gaps.

1. Each req doc:
   • Have (original): Held + accessible
   • Have (copy only): Copy only → may need order original
   • Expired: Exists but validity passed
   • Missing: No exist → must obtain
   • N/A: Not needed here
2. For "Have (original)":
   • Not damaged/illegible
   • Names match across docs (watch transliteration, maiden, middle)
   • Still valid when used (passports, IDs, insurance)
3. Expired:
   • Renewal time at issuer
   • Temporarily accepted? (mostly no)
   • Cost
4. Missing:
   • Issuer + proc time
   • Supporting docs to obtain (recursive)
   • Cost + payment
   • Remote or in-person?
5. Flag name mismatches (passport maiden vs. marriage cert married) → likely need proof of name change

→ Status table per doc: status, validity date, issue notes.

If err: Status unconfirmable (in storage/elsewhere) → mark "unconfirmed" + treat as missing.

Step 4: Identify Translation + Apostille Reqs

Which docs need certified translation, apostille, or legalization.

1. Dest country lang:
   • DE: German or certified translation
   • AT: Same as DE; some offices OK w/ English for EU docs
   • CH: Depends on canton (DE/FR/IT/Romansh)
2. Translation-exempt:
   • EU multilingual forms (Reg 2016/1191) for civil status between EU states
   • Passports/IDs
   • EHIC
3. Translation needed:
   • Sworn/certified translator (beeidigter Uebersetzer)
   • Certified in dest country (not origin)
   • Turnaround: 3-10 biz days
   • Cost: 30-80 EUR/page
4. Apostille/legalization:
   • Hague countries: apostille from issuer authority
   • Non-Hague: full legalization chain (notary → foreign ministry → embassy)
   • EU-internal: often exempt, verify per type
   • CH: Hague member, not EU → rules differ
5. Digital/e-apostilles accepted?
6. Some docs need BOTH apostille + translation (apostille itself may need translation)

→ Translation/legalization matrix per doc: translation y/n, apostille y/n, cost, proc time.

If err: Unsure on apostille → contact dest authority directly. Over-prep > under-prep.

Step 5: Generate Action List

All findings → prioritized deadline-aware list.

1. Merge gaps (missing, expired, translation, apostille) → single list
2. Per item:
   • Doc name
   • Action (obtain/renew/translate/apostille/replace)
   • Authority/provider
   • Proc time
   • Cost
   • Deadline (from timeline)
   • Priority (critical/high/medium/low)
3. Priority:
   • Critical: Blocks first bureau step (passport for Anmeldung) or hard deadline
   • High: Needed first 2 weeks; long proc
   • Medium: First month; reasonable proc
   • Low: Eventually, no pressure
4. Order:
   • Critical by longest proc first
   • High by deadline
   • Medium + low
5. Total cost estimate
6. "Doc folder" checklist per appt → exactly which originals/copies/translations to bring

→ Prioritized list w/ deadlines + costs + proc times + per-appt packing lists.

If err: Uncertain proc times → worst-case, start early. Flag expedited options.

Check

• Every bureau step has ≥1 doc mapped
• No "status unknown" → all have/missing/expired/N/A
• Translation reqs reference dest country official lang
• Apostille reqs verified vs. Hague membership of issuer
• Deadlines align w/ plan-eu-relocation timeline
• Priority consistent (no "low" that blocks "critical")
• Total cost calculated + presented
• Per-appt checklists for ≥ first 3 steps

Traps

• Assuming EU docs need no prep: EU rules simplify but most offices still want translations + apostilles
• Name mismatches: Transliteration, maiden/married, middle names → #1 rejection cause
• Relying on photocopies: DACH authorities want originals + keep certified copies → bring originals
• Translations ordered late: Sworn translators backlog 1-2 weeks, worse Aug-Sep
• Forgetting apostille on translation: Some want apostille on original AND separate certified translation of apostilled doc
• Not checking validity: Passport w/ 2 months may be rejected if 6 months req
• Ignoring multilingual EU forms: Civil status between EU → multilingual forms eliminate translation → must request explicitly
• Assuming digital docs accepted: DACH offices want physical; PDF printouts may need extra verification

→

• plan-eu-relocation -- Creates plan feeding this check
• navigate-dach-bureaucracy -- Detailed proc guidance