What must be included in the confirmation?
The following information must not be missing from the confirmation:
- First name and surname as well as the current residential address of the landlords
- The exact date of moving in
- Address of the apartment/house into which you are moving
- Names of the persons required to register who are moving in
(If a company is renting the apartment for employees, the names of the employees moving in must be stated).
The confirmation must be signed by landlords, but not by tenants. It is best for landlords to use the official form of the City of Munich for the confirmation.
Experience at KVR-Munich
Following the initial experiences of our customers at the District Administration Department (KVR) of the City of Munich and on the basis of various inquiries we have made to the KVR ourselves, we would like to provide you with the following additional information:
- An informal e-mail from the landlord to the tenant is not accepted by the KVR as a valid landlord confirmation.
- So far, landlords should refrain from sending the scanned confirmation by e-mail directly to the KVR-Munich. The same applies to sending it by post. This is because the KVR cannot yet administratively merge e-mails or post from landlords with the actual appointment with the tenants that takes place at the KVR or in one of the citizens' offices.
- It is sufficient for landlords to scan the signed landlord confirmation and send it to the tenant as a pdf by e-mail. Tenants must present this document in printed form to the KVR.
- It is best for landlords to use the official form of the City of Munich for the confirmation.
Further information on the landlord's confirmation of residence
With effect from November 1, 2015, landlords are obliged to confirm that their tenants have moved into their new home (Section 19 of the Federal Registration Act). This must be done within two weeks of moving in. If they fail to comply with this obligation, they may face a fine.
Tenants need the confirmation in order to be able to register with the registration office after moving in. This must be done within 2 weeks. It is therefore important that landlords issue the confirmation promptly and send it to their tenants without delay.
In this context, it is also important to know that issuing "courtesy confirmations" can result in a fine. A "courtesy confirmation" is when a landlord issues a confirmation to a person even though this person is not moving in.
Information on the reporting obligation
If the tenant is already registered at a place of residence in Germany, you only need to register or deregister in Munich if you are staying in the apartment for longer than 6 months. If the tenant otherwise lives abroad and is not already registered in Germany, then registration must take place if the tenant lives in the apartment for longer than 3 months. Landlords can of course always issue the confirmation to their tenants - regardless of the rental period. The obligation to register and deregister only applies to the person obliged to register, not the landlord. They are therefore not obliged to monitor whether the person obliged to register is registering or deregistering. However, landlords have the right to check with the registration office to make sure that the person subject to registration has registered or deregistered.
Further information on registering and re-registering your place of residence can be found on the website of the City of Munich.
