Paperwork after the birth in Germany: the order that saves you a trip

This is the short version, because you are reading it on very little sleep. Each step has the deadline first, then what to bring, then the link. One fact drives the order: almost every office wants the birth certificate (Geburtsurkunde), and only the Standesamt can give you one. So the Standesamt comes first and everything else lines up behind it.

If you only do three things this week

1. Sort the Standesamt. Everything else needs the certificates.
2. Add the baby to your health insurance. Ten minutes online.
3. Send the Elterngeld application, or at least start it. It is the one deadline that costs money.

That is enough. Kindergeld and the rest can wait a week.

1. The Standesamt

Deadline: seven working days for the birth notification. In a hospital birth the hospital usually sends it; what is left for you is the documents and the certificates, and collecting those a week or two later is normal.

Where: the Standesamt for the district where the baby was born, not where you live. Many work by appointment or entirely by post now, so check their website before setting off with a newborn.

Bring, or send:

• Your ID or passport
• The birth notification from the hospital folder (Geburtsbescheinigung)
• Your own birth certificate, and your marriage certificate if married
• Not married: the paternity acknowledgement, and the custody declaration if you made one (see the end)
• Non-German documents: a certified translation, which they tell you about when you book

Order at least three Geburtsurkunden. One each for Elterngeld, Kindergeld and health insurance is free; extras cost a few euros. Ask for them by purpose ("für Elterngeld", "für Kindergeld"); the offices like to see their own.

2. Health insurance

Deadline: within two months of the birth, so cover runs from day one without a gap.

Statutory (gesetzlich): the baby is covered free through you. Most insurers have an online form; the baby's health card comes by post. If there is no form, this email does it:

Betreff: Familienversicherung für mein Kind, Versichertennummer [IHRE NUMMER]

Sehr geehrte Damen und Herren,

am [GEBURTSDATUM] ist mein Kind [NAME DES KINDES] geboren. Ich bitte um Aufnahme in die Familienversicherung ab dem Geburtsdatum. Die Geburtsurkunde füge ich bei.

Mit freundlichen Grüßen [IHR NAME]

In English:

Subject: Family insurance for my child, insurance number [YOUR NUMBER]

Dear Sir or Madam,

My child [CHILD'S NAME] was born on [DATE OF BIRTH]. Please add them to my family insurance from the date of birth. The birth certificate is attached.

Kind regards [YOUR NAME]

Private: the baby needs a contract of their own. Inside two months the insurer must accept without a health check; after that they can ask questions. If the other parent has statutory insurance and earns less than you, the baby may go on their family insurance for free, so compare first.

3. Elterngeld

Deadline: paid at most three months back from the month the application arrives. Anything earlier is lost. Aim for before the baby is three months old, and sooner, because the decision takes weeks.

How: ElterngeldDigital walks you through the form in plain language for Berlin, Brandenburg, Bremen, Hamburg, Mecklenburg-Vorpommern, Niedersachsen, Rheinland-Pfalz, Sachsen-Anhalt, Schleswig-Holstein and Thüringen, then you print, sign and post. Other states use their own form, linked from the Familienportal. The choices inside the form are in our Elterngeld guide.

You need the Geburtsurkunde für Elterngeld and the Mutterschaftsgeld confirmation from your insurer. Do not hold the application back for a missing document. The date that counts is the date it arrives. Send the rest with this note:

Betreff: Nachreichung von Unterlagen, Elterngeldantrag für [NAME DES KINDES], geboren am [GEBURTSDATUM]

Sehr geehrte Damen und Herren,

zu meinem Elterngeldantrag vom [DATUM] reiche ich folgende Unterlagen nach: [LISTE]. Bitte bestätigen Sie kurz den Eingang.

Mit freundlichen Grüßen [IHR NAME]

In English:

Subject: Additional documents for the Elterngeld application for [CHILD'S NAME], born [DATE OF BIRTH]

Dear Sir or Madam,

For my Elterngeld application dated [DATE], I am sending the following documents: [LIST]. Please confirm that you have received them.

Kind regards [YOUR NAME]

4. Kindergeld

Deadline: paid at most six months back, so no panic, but no reason to wait.

Amount: 259 euros a month per child.

How: online at the Familienkasse. With a BundID you can send it without printing. You need the Geburtsurkunde für Kindergeld and your own tax ID. The baby's tax ID is no longer something you chase: the Bundeszentralamt für Steuern sends it to the Familienkasse automatically. If nothing happens for weeks, our Kindergeld guide has the letter to send.

5. The Hebamme and the U-Untersuchungen

Standing appointments, not applications. Add each date to Kinvera as you get it.

• Hebamme: home visits are covered for up to twelve weeks after the birth. Make sure the first one is booked before you leave the hospital. No Hebamme yet? Some do postpartum-only care: ammely.de, the Hebammenverband list, and our Hebamme guide for the message to send.
• U2: day 3 to 10, usually in the hospital.
• U3: week 4 to 5, at the paediatrician. Ring this week to book it; practices fill up.
• U4: month 3 to 4, with the first vaccinations.
• U5: month 6 to 7.

6. Tell your employer the real date

Mutterschutz, Elternzeit and pay run from the actual birth, not the due date.

Betreff: Geburt meines Kindes am [GEBURTSDATUM]

Sehr geehrte/r [NAME],

mein Kind wurde am [GEBURTSDATUM] geboren. Die Mutterschutzfrist endet damit am [DATUM]; die Elternzeit beginnt wie angemeldet im Anschluss. Eine Kopie der Geburtsurkunde reiche ich nach.

Mit freundlichen Grüßen [IHR NAME]

In English:

Subject: Birth of my child on [DATE OF BIRTH]

Dear [NAME],

My child was born on [DATE OF BIRTH]. My maternity protection period therefore ends on [DATE], and my parental leave begins straight after, as already notified. I will send a copy of the birth certificate.

Kind regards [YOUR NAME]

Mutterschutz ends eight weeks after the birth, twelve for a premature or multiple birth; days lost before an early birth are added after it. Anyone else taking Elternzeit needs to have given their employer seven weeks' notice.

Only if it applies to you

Not married: if the paternity acknowledgement (Vaterschaftsanerkennung) was not done in pregnancy, do it now at the Jugendamt (free), the Standesamt or a notary; it puts the father on the certificate. Separately, the mother has sole custody by default; a joint custody declaration (Sorgeerklärung) at the Jugendamt gives both of you custody. Both attend, bring ID and the acknowledgement. Done in pregnancy? Then you are finished.

Two mothers: the mother who did not give birth still has to adopt (Stiefkindadoption), even inside a marriage. It takes months, so start now: the Jugendamt's adoption service first, then a notarised application to the Familiengericht. Not married: the route is harder; the LSVD advice service or a family lawyer knows what applies.

On your own: if the other parent pays no maintenance or too little, the Jugendamt pays an advance (Unterhaltsvorschuss) from the month you apply, not backdated, so apply early. Ask them what else applies to you while you are there. Separately, apply for tax class II at the Finanzamt once Kindergeld is granted ("Antrag auf Lohnsteuer-Ermäßigung", paper or ELSTER); it means more money in your monthly pay.

Frequently asked questions

I missed the seven working days. The hospital's notification is what the deadline is about and it is normally sent within a day or two. Collecting certificates later is fine.

Which deadline actually costs money? Elterngeld, after three months. Kindergeld after six. Everything else is a nuisance if late, not a loss.

Can I do this in English? The forms are German, the templates above are ready to paste, and offices are used to international families. If you can bring a German-speaking friend anywhere, make it the Standesamt.

Not married and did nothing before the birth. Is the father on the certificate? Not until the paternity acknowledgement is made. Do that first, then the Standesamt.