The keys have been handed over and shortly afterwards the new resident requests the Wohnungsgeberbestätigung. In the same month another person asks whether they may register at the residential address for a fee only. Both requests include an address but concern different matters. A clear procedure prevents a confirmation of move-in from becoming an ill-understood favour.
Determine the correct issuing person
Under § 19 BMG the Wohnungsgeber or a person appointed by them confirms the move-in; the person required to register must provide the information necessary for this. The confirmation may only be issued by this circle. [EINZUG] Therefore clarify in a managed rental who actually takes on this task.
A person who only transports a key is not thereby appointed to make all declarations. Specify internally to whom the information should be given and who handles follow-up questions. If owner and Wohnungsgeber are not the same, this difference must be taken into account in the preparation.
Distinguish the move-in from other data
The confirmation contains, according to paragraph 3, among other things the Wohnungsgeber details, where applicable the owner’s name, move-in date, residential address and names of the persons required to register. [EINZUG] Therefore begin with the actual move-in. Contractual rental start, first key appointment and actual occupation of the dwelling may require clarification.
If information is contradictory, ask specifically. A pre-filled date from an old contract file should not be confirmed without checking. Your own work overview can note which information is still outstanding and who will clarify it. An empty field is not to be filled by a convenient assumption.
Organise the required procedure in good time
§ 19 names the written confirmation as well as a statutory electronic route to the registration authority. In the case of electronic confirmation the allocation characteristic provided for there must be passed on. [EINZUG] This article does not examine any local portal function and does not provide an original form.
Clarify with the competent registration authority which route is actually offered locally. A self-written chat message is not automatically a suitable fulfilment simply because it reaches all parties. Pay attention to the relevant registration deadline and do not process the request only after repeated reminders. In the event of a refused or late confirmation, paragraph 2 provides for the person required to register to notify the authority without delay. [EINZUG]
Fictitious case: More is to be confirmed than actually exists
Malte manages the rental for a relative. He has a rental start; the resident states a later actual move-in. He reconciles the information with her and with the responsible Wohnungsgeber side. Subsequently the appropriate confirmation is issued by the appointed person.
A second person wishes to use the same address, although no occupation is taking place nor is intended. No confirmation of move-in is issued for that. § 19 paragraph 6 prohibits offering or making a residential address available for registration under these conditions. [EINZUG]
Close the procedure with a comprehensible status
Our editorial recommendation: Record who issues the confirmation for which actual move-in and by which route it was handed over. Retain only the information necessary for your justified purpose in an appropriate manner; this article does not determine any general retention period.
In the event of an error the correction will be clarified with the competent authority. The confirmation declares a concrete move-in. It does not decide a contractual amendment here nor the entitlement to any other use and does not replace an actual registration with the authority.