After arrival: How to convert a consulate work visa into a long-term work permit?

When an employee receives his work-visa from the Consulate, this visa will allow him to travel to Germany and to start working. As the visa has only a limited validity, it needs to be converted into a long-term work permit after arrival.

As described above, work visa issued by the Consulate does not only grant the right to enter Germany, but also contains the right to work in Germany for the purpose mentioned in the visa and for the visa validity period.

As the visa validity period is usually shorter than the intended total time the employee wants to stay in Germany, the visa after arrival (within the visa validity period) needs to be converted into a long-term work permit.

The conversion process is to be processed with the relevant immigration authorities at the German living location of the employee.

To allow the authorities to identify that an employee has arrived in Germany and to start the invitation process for the relevant appointment,

• each newcomer needs to register with the German city hall authorities, as soon as he has signed his accommodation contract and/or moved into an accommodation.

Each employee should know that – once completed - it is essential that

• the name of the employee is clearly stated on the letter box,

so to allow confirmation and tax letters to reach the employee.

The registration with city hall usually requires a

• personal presence of the employee,

who is the supposed to present the following documents:

• passport (including the entry visa);
• landlord-confirmation that the employee is entitled to move into the flat     

Additional documents might be required, depending on the location. Please check with Dwyer Legal before processing this step.

Once completed, also a copy of the registration receipt is supposed to be shared with Dwyer-Legal, so we can help with speeding up the work permit conversion process.

Within the further work permit conversion process (and a consequence of having done the city hall registration), the applicant should then be contacted by the immigration authorities and offered an appointment with these authorities, which is then for processing the conversion of the visa to the final permit.

As the processing of the conversion is only a formal act, the applicant is only supposed to show his documents and to give his fingerprints, but there will be no need to prepare for an additional interview or for further questions regarding the employment itself

To process the appointment, the following are typically to be presented to the immigration officer:

• original passport;
• copy of the address registration receipt;
• copy of the pre-approval letter;
• a copy of the employment or secondment contract;
• a copy of the degree certificate;
• a copy of the health insurance confirmation letter;
• a passport-size photo of applicant (biometrical) – such a photo can be taken at a photo booth or at a photo shop. In many locations the photo can also be taken within the authorities.
• employer confirmation that the employee has started working and - if already available - the German payslips since Arrival;
• € 125 for the service fees – it is possible that a lower amount will be requested, but please take along the higher amount to be on the save side.

Once completed, the applicant will then typically be asked to wait 2 - 3 weeks until he received a confirmation letter to his home address (Also from this perspective, it is essential that the employee’s name is clearly mentioned on the letter box!).

Once the applicant has received the letter, he/she can then pick up his/her Long-term work permit from the immigration authorities.

Please always ensure to share a copy of the new work permit with Dwyer Legal, so we can doublecheck and confirm the visa is formally correct and in line with the expectations.