FAQ

Contract and Payment

When and how do I pay?

Please pay by bank transfer once all of our support services related to application/registration at government offices have been completed.

Can you give me a receipt?

Yes, we will issue a receipt once payment is received.

Can I cancel my contract?

Yes, but a cancellation fee will be charged.
The cancellation fee varies depending on how far into the support process we are at the time of cancellation. For further details, please see the contract.

Pre-departure Preparation

When should I start preparing documents for moving to Germany?

As soon as you decide on the overall dates for moving to Germany. Gathering documents unfortunately comes with a lot of waiting time, such as waiting for your request to be processed, or waiting for your documents to arrive via mail. In particular, it takes a considerable amount of time to receive documents from the university, so it is good to start at latest three months before you leave for Germany.

I don't have time to research which documents I need to move to Germany. Can you help?

Customers who have chosen our Total Support Package will be able to find a list of all necessary documents on our To-do list, which will be tailored to each individual customer. If you proceed with preparations according to this customized To-do list, you will be able to gather all necessary documents for your move, with no need to do your own research.
For customers who have chosen our other Support Packages, a general list of necessary documents can be found on our website.

I have written the Embassy several weeks ago an e-mail about an inquiry, but have not yet received an answer. Can you contact them for me?

Contacting the Embassy is unfortunately not part of our Support Packages. We can instead give advice on how to write or call the Embassy so that they will respond more quickly to your inquiry.

I cannot get in touch with the administration at the university I plan to go to in Germany. Can you help?

It happens quite often that researchers/students experience difficulties getting in touch with the administration at the university. There could be any number of reasons for the delay in replies to your inquiries, such as periods before and after public holidays, or periods when a large number of students start enrollment. We will give accurate advice on how to handle the situation.

Can you accompany me to the university office as a translator?

Unfortunately, we cannot accompany you to the university, since university affairs are not included in our Support Packages.

Apartment Search

How much is rent in Aachen？

Typical rent in Aachen is around 1000€/80㎡ for an apartment without furniture and around 1400€/80㎡ for a furnished apartment.

When should I start searching for an apartment?

Starting research around 3 months before your move would be advised.

Since landlords typically would not like to put an apartment on hold for a potential tenant for more than two months, starting your search around 3 months before your move, going to as many viewings as possible during the following month, then starting preparations for the contract at latest one month before the move would be ideal. Also notable is that in Germany, you must submit a cancellation notice to the landlord at least 3 months before moving out. Therefore, apartments come out on the market approximately 3 months before they become available. If you start your apartment search 3 months before you want to move in, you can take apartments fresh out on the market into consideration. At Helfensankaku, we also have information for apartments not yet out on the market. Feel free to contact us as soon as you have made the decision to move to Germany, even earlier than 3 months before your move.

Are apartments easy to find?

It can be quite difficult to find an apartment, especially in a university city. If you do not search with the help of a property company, it is usually necessary to negotiate directly with the landlord by phone or e-mail in German, which takes much effort and time.

Do the people at property companies and landlords speak English?

Most property companies have employees who speak good English, but there are many landlords who are only willing to speak German. When you contact the landlord in English, in many cases they don't even bother to reply.

I am worried about making a contract with property companies in Germany. Can I trust them?

Rest assured that we will only introduce property companies to you that locals would recommend. In the unlikely event that a problem occurs, we will support you until it is resolved.

Finding an apartment in a safe area of the city is top priority, since I will be coming with my family.

No problem. We only recommend apartments in safe and convenient areas of the city.

What kind of apartments can I expect to find?

You can find anything from beautifully renovated apartments in historic buildings to modern apartments with the newest facilities. A short drive out of the city will bring you to roomy houses with a grassy backyard.

Can I pay the deposit and first month's rent after I move into the apartment?

No. The rent for the first month and the security deposit must always be paid before the handover of the apartment keys. If the landlord agrees, there is a possibility that you can bring the first month's rent and security deposit in cash on the day of moving in.

I found a problem with something in the apartment. Can you contact the landlord for me?

We offer a 3-month support service after you move to Germany, so within this period we would be glad to contact the landlord or property company on your behalf. After the 3-month period, it will be up to you to contact the landlord/property company for any issues with the apartment, but we will always be available to give advice if any problem arises.

I am having issues with my neighbors. Can you negotiate with them?

We cannot mediate with neighboring residents, but we will offer our advice on what to do.

I heard that Germans wear shoes in the house. Will the floors in the apartment be clean? I am worried since I have a baby who still crawls on the floor.

Many Germans take their shoes off at the door, so the floor should be relatively clean, although not as much as in an apartment in Japan.

Kindergarten

I heard that it is very difficult to get your child into a kindergarten in Germany. How do I go about finding a kindergarten for my child?

Normally, the application for a kindergarten spot should be sent in autumn, visitations by appointment would be done in winter, and by March, kindergartens would send out notices of acceptance. If you cannot find a kindergarten spot for your child by March, we will search for a free spot with the help of the children's department of the local government. All of our customers have been able to find a kindergarten for their child within one year of coming to Germany.

Especially for children under 3 years old, it is essential to apply for a spot as soon as you know when you are coming to Germany.

My child does not speak German. Will he/she have problems going to a German kindergarten?

Though it may take some time for your child to get used to a new environment, he/she will likely start enjoying playing with new friends much faster than parents expect. It is not rare these days that kindergartens in Germany are made up of children from various cultural backgrounds. Especially in university cities such as Aachen, sometimes as much as half of the children in a kindergarten group are non-German. Therefore, most teachers have experience with taking care of non-German-speaking children. Since many teachers can speak some English, it is also not a big problem if the parents cannot speak German.

How are the children divided into the groups in a German kindergarten?

A typical German kindergarten group consist of up to 20 children from several different age groups. Usually there are groups with 0-3 year olds, and other groups with 2-6 year olds. The older children naturally learn to look after the younger children, which cultivates kindness and sense of responsibility in the children.

I cannot decide between public and private kindergartens. Which is better?

We recommend public kindergartens. Private kindergartens may have some advantages such as more teachers per group, more variety of activities for children, and longer or more flexible hours, but they can therefore be quite expensive. The quality of care in public kindergartens are also very good, and there is a large choice of attractive kindergartens, each with their own special characteristics: kindergartens which take children for weekly outings to the woods, Montessori kindergartens, kindergartens who invite music or art teachers to come teach the children on a regular basis, and so on. The problem with public kindergartens is that they are almost always full, which means that one must apply as early as possible for a free spot.

How much does childcare cost in public and private kindergartens?

For public kindergartens, childcare costs are between 0-450€ monthly, depending on how much you earn. Private kindergartens cost between 800-1400€ monthly.

Is there a bus that takes the children to and from the kindergarten?

There are no kindergarten buses. It is the responsibility of the parents to bring the children to kindergarten.

My spouse will also be studying/working. Can my child immediately start going to kindergarten?

Since most kindergartens are full to capacity, it may take some time to find a free spot for your child, although there is a higher chance that your child will be accepted to a kindergarten if both parents are studying/working.

Applications after arriving to Germany

How do I make appointments for various applications and registrations?

We will make all necessary appointments on behalf of customers who have chosen our Total Support Package. Otherwise, appointments for residence registration can be made online, appointments for opening a bank account by e-mail or telephone, and an appointment for a residence permit can be made only by e-mail. Please see the Applications and Registrations section on our website for more details.

Which documents are necessary for residence registration and application for residence permit?

Necessary documents vary depending on what you are applying or registering for. Please see our Applications and Registrations section on our website for details. For customers who have chosen our Total Support Package, we will create a To-do list with all necessary documents listed up for you.

Do I need to able to speak German at my appointments for various applications and registrations?

You will have no problems at the banks, since all employees speak very good English. Some employees at government offices only speak German, but in that case, they will probably bring someone in who speaks English. For our Total Support Package customers, we will accompany you to all appointments as translator.

Will there be any problems with applying for a residence permit if my family comes to Germany at a later date than I do?

Applying for your and your family's residence permit separately is of course possible, but sometimes problems occur depending on how it is done. Our Total Support Package includes support for both your resident registration and application for residence permit and for those of your family, so we will accompany both you and your family to the respective appointments to make sure no problems occur.

Do all family members need to be present at all of the appointments?

In some cases, only one member of the family needs to be present if he/she has a letter of attorney signed by the other members of the family.

German Health Insurance

I need to find health insurance for myself. Do you recommend public or private health insurance?

We recommend that you choose public health insurance, because of its low costs. Also, once you choose private health insurance, it is difficult to switch back to public insurance. Although there are some conditions for admittance to public health insurance, most researchers who come to work at universities have been able to get public health insurance.

I have heard that pregnant women cannot get public health insurance. Is that true?

Under certain conditions, such as if she has a residence permit of more than one year, it is possible for expectant mothers to get public health insurance. The application process can be quite complex, so it is a good idea to start early so that you will have health insurance in time for the delivery.