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Plain language instead of jargon

Authorities & official notices

Understanding what has been decided

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Plain language instead of jargon
Authorities & official notices

Turning official language into information you can understand

Here you will find typical terms from official notices and letters from authorities – from Anhörung (hearing) to Mitwirkungspflicht (duty to cooperate) to Widerspruchsbescheid (decision on an objection).

Briefly explained, clearly worded and arranged so that you can quickly look up what a term means.

Is something missing? Then send us an email at kontakt@kein-einzelfall.de. We will add to the list and let it keep growing together with you.

Together, KE!N EINZELFALL

To the typical sentences

A

Acknowledgement (Kenntnisnahme): You are supposed to read or take note of a piece of information. That does not automatically mean you agree with it.
Administrative act (Verwaltungsakt): This is a binding decision by an authority in your specific case. Many notices are such decisions.
Adverse (Belastend): A decision is to your disadvantage, for example because a benefit is refused, reduced or reclaimed.
Amendment (Änderung): Something in an earlier decision is changed.
Ancillary provision (Nebenbestimmung): A decision or approval comes with additional rules, conditions or requirements.
Application (Antrag): You officially ask an authority to decide on a particular benefit, support or other matter.
Application documents (Antragsunterlagen): These are the forms, proofs and other documents that belong to your application.
Application for review (Überprüfungsantrag): With this, you ask the authority to check an older decision again, even though the normal deadline for an objection may already have passed.
Approval (Bewilligung): The authority has granted your application in full or in part.
Approval period (Bewilligungszeitraum): This is the period for which a benefit has been granted to you.
Assurance (Zusicherung): An authority gives you a binding commitment to make a certain decision later or to do something specific, if the legal requirements for it are met.
Authorised representative (Bevollmächtigte Person): You can authorise another person to deal with certain matters with the authority on your behalf.

C

Calculation (Berechnung): The authority explains how it calculated a certain amount or benefit.
Case worker (Sachbearbeiter / Sachbearbeiterin): This is the person at the authority who deals with your application or proceedings.
Check of competence (Zuständigkeitsprüfung): The authority checks whether it is itself responsible for your matter, or another body.
Clarity (Bestimmtheit): A notice must make it sufficiently clear what exactly has been decided.
Competence (Zuständigkeit): This means which authority or body is responsible for your matter.
Condition (Auflage): The authority allows or grants something, but at the same time requires you to meet a particular requirement.
Confirmation of receipt (Eingangsbestätigung): With this, the authority confirms that your application, objection or documents have arrived.
Continuing effect (Dauerwirkung): A decision does not have effect just once but continues over a longer period, for example an ongoing approval.
Cooperation (Mitwirkung): You have to help with your proceedings on certain points, for example by answering questions or submitting documents you have.

D

Data protection (Datenschutz): Authorities may not use or pass on personal data as they please. There are legal rules for how your data is handled.
Date of application (Antragsdatum): This is the day you submitted your application. This date can matter later on.
Deadline (Frist): By a certain date you should or must do, submit or answer something.
Deadline for objection (Widerspruchsfrist): This is the time you have to lodge an objection against a notice.
Decision (Entscheidung): The authority determines how it decides on your application or another matter.
Decision on an objection (Widerspruchsbescheid): This is the decision on whether, after your objection, the authority sticks to its original decision or changes it.
Decision on the basis of the file (Entscheidung nach Aktenlage): The authority decides using the information and documents it has at that point.
Declaratory notice (Feststellungsbescheid): In this notice, the authority officially establishes something, for example a particular status or requirement.
Determination (Festsetzung): The authority sets something in a binding way, for example an amount.
Discretion (Ermessen): The law leaves the authority several options. It has to examine which decision is appropriate in your specific case.
Discretionary decision (Ermessensentscheidung): The authority has some leeway in its decision and has to take your specific situation into account.
Dismissal (Zurückweisung): The authority concludes that your request, application or objection will not be granted.
Duty to cooperate (Mitwirkungspflicht): The law can require you to take part in certain things so that the authority can decide. But that does not automatically mean you have to obtain everything yourself or meet every demand.
Duty to report changes (Mitteilungspflicht): You have to tell the responsible body about certain changes if they may matter for your benefit or your proceedings.

E

Effectiveness (Wirksamkeit): This means from when an official decision applies in law.
Enforcement (Vollziehung): An official decision is put into practice.
Entitlement (Anspruch): If all legal requirements are met, you may be entitled to a particular benefit or right.
Evidence (Beweismittel): This is information or documents that can help show what happened or what your situation is.
Extension of a deadline (Fristverlängerung): If the authority itself has set you a deadline and you need more time, you can ask for the deadline to be extended.

F

Favourable (Begünstigend): A decision gives you an advantage, for example because a benefit is granted.
File (Akte): In your file, the authority collects documents and information that belong to your application or proceedings.
File note (Aktenvermerk): Someone at the authority records in writing what happened or was discussed, for example a phone call or an internal assessment.
File reference (Aktenzeichen): This is the number or reference under which the authority handles your case.
Finality / final (Bestandskraft / bestandskräftig): The normal way of challenging the decision is usually over. The decision therefore continues to apply for the time being.
Finding (Feststellung): The authority officially decides that something applies or is recognised in your case.
Formal service (Zustellung): An important letter or decision is officially delivered to you. How and when this happens can matter for deadlines.

H

Hearing (Anhörung): Before the authority makes a decision that may be to your disadvantage, you are often given the chance to say something about it first.
Hearing letter (Anhörungsschreiben): The authority tells you what it may decide and gives you the opportunity to comment beforehand.

I

Individual case (Einzelfall): Your personal situation has to be considered. Not every case can automatically be treated exactly like another one.
Informal (Formlos): No particular form is mandatory. In some cases a simple written statement may be enough.
Informal application (Formloser Antrag): Depending on the benefit, it may be possible to make clear with a simple letter, for the time being, that you want to apply for something.
Information (Auskunft): An authority gives you information or asks you to provide certain information.
Information on legal remedies (Rechtsbehelfsbelehrung): This states what you can do about a decision, where you have to go and how long you have to do so.
Inspection of files (Akteneinsicht): Under certain conditions you may look at the documents the authority has collected on your proceedings.
Interim notice (Zwischenbescheid): The authority tells you that your matter has not yet been fully dealt with and informs you of the current status.

L

Lack of competence (Unzuständigkeit): The body believes it is not responsible for your matter.
Legal basis (Rechtsgrundlage): This is the law or regulation on which the authority bases its decision.
Legal remedy (Rechtsbehelf): This is how you can challenge an official decision. An objection, for example, is a legal remedy.

N

Need (Bedarf): This describes what help or support you need.
Note (Hinweis): The authority draws your attention to something. A note is not automatically a binding decision.
Notice of amendment (Änderungsbescheid): With this notice, the authority changes an earlier decision.
Notice of approval (Bewilligungsbescheid): This notice states that a benefit you applied for is granted to you in full or in part.
Notice of determination (Festsetzungsbescheid): With this notice, a particular amount or another decision is set in a binding way.
Notice of reclaim (Rückforderungsbescheid): With this notice, the authority reclaims a specific amount from you.
Notice of refusal (Versagungsbescheid): With this notice, the authority tells you that a benefit is not granted because of a lack of cooperation.
Notice of reimbursement (Erstattungsbescheid): With this notice, the authority reclaims money that has already been paid.
Notice of rejection (Ablehnungsbescheid): This is the notice telling you that your application has been rejected in full or in part.
Notice of revocation (Aufhebungsbescheid): In this notice, the authority tells you that an earlier decision is being revoked in full or in part.
Notice of revocation of a lawful decision (Widerrufsbescheid): The authority tells you that an earlier decision is being revoked.
Notice of withdrawal (Rücknahmebescheid): With this, the authority tells you that an earlier decision is being withdrawn.
Notification (Bekanntgabe): This means when an official decision was formally communicated to you. This can matter for deadlines.
Notification of a change (Mitteilung): The authority informs you about something, or you inform the authority about a change.
Nullity (Nichtigkeit): In rare cases, an official decision can be so seriously flawed that it has no legal effect from the outset.

O

Objection (Widerspruch): If you do not agree with a notice, you can ask the authority to review its decision again.
Obvious error (Offenbare Unrichtigkeit): A notice contains an obvious mistake, for example a typing or calculation error.
Official channels (Dienstweg): This means the intended route by which a matter is passed on or dealt with within an authority.
Official investigation (Amtsermittlung): The authority has to find out for itself what happened. It may not expect you to gather all the information and evidence on your own.
Official notice (Bescheid): An official notice is a formal decision by an authority on your specific case.
Offsetting (Verrechnung): Money you are owed is offset against a claim that a body has against you.
On the basis of the file (Nach Aktenlage): The authority relies on the information and documents that are already in your file.
Overpayment (Überzahlung): The authority believes that more money was paid to you than you were, in its view, entitled to.

P

Partial approval (Teilbewilligung): The authority grants your application only in part. So you receive part of what you applied for.
Parties (Beteiligte): These are the people or bodies officially involved in proceedings.
Payment deadline (Zahlungsfrist): A demanded amount is to be paid by this date.
Personal appointment (Vorsprache): This means that you appear in person at an authority or attend an appointment there.
Power of attorney (Vollmacht): You allow another person to represent you before an authority in certain matters.
Procedural error (Verfahrensfehler): A prescribed rule was not followed in the course of the proceedings.
Proceedings (Verfahren): This means the whole process – for example from the application through the examination to the decision.
Processing (Bearbeitung): The authority examines your application, your documents or your request.
Processing status (Bearbeitungsstand): This means how far the authority has got with your application or proceedings.
Proof (Nachweis): Proof is meant to show that a statement is true.
Provisional approval (Vorläufige Bewilligung): The authority initially grants a benefit only provisionally. Later it can examine it again and make a final decision.

R

Reasons for the decision (Bescheidbegründung): This is where the authority explains why it decided the way it did.
Receipt (Eingang): This means when your application, your letter or your documents arrived at the authority.
Receipt of application (Antragseingang): This is the point in time when your application arrived at the authority.
Reclaim (Rückforderung): The authority wants back money that has already been paid to you.
Reduction (Kürzung): A benefit you receive or have applied for is set at a lower amount.
Refusal (Versagung): A benefit is not granted, for example because the authority believes that necessary cooperation did not take place.
Reimbursement (Erstattung): Money is paid back or reclaimed. What exactly is meant depends on the context.
Reinterpretation (Umdeutung): Under certain conditions, a flawed decision can be treated in law as a different decision.
Rejection (Ablehnung): The authority decides that you will not receive all or part of what you applied for.
Relevant to the decision (Entscheidungserheblich): Something matters for how the authority decides.
Remedy (Abhilfe): You challenged a decision and the authority agrees with you in full or in part. It changes its original decision accordingly.
Remedying a defect (Heilung eines Fehlers): A mistake in how proceedings were conducted can, under certain conditions, still be corrected later.
Request (Aufforderung): The authority wants you to do something, for example submit documents or answer a question.
Request for further documents (Nachforderung): The authority wants further documents or information from you.
Request for information (Auskunftsersuchen): The authority asks you or another body to provide certain information.
Request for payment (Zahlungsaufforderung): The authority asks you to pay a certain amount.
Request to cooperate (Mitwirkungsaufforderung): The authority asks you to submit certain information or documents or to do something else.
Required (Erforderlich): The authority considers something to be necessary.
Reservation (Vorbehalt): The authority makes clear that a decision can be checked again or changed later.
Reservation of revocation (Widerrufsvorbehalt): A notice states from the outset that the authority reserves the right to revoke it later under certain conditions.
Revocation (Aufhebung): An earlier decision of the authority is ended or changed in full or in part.
Revocation of a lawful decision (Widerruf): A decision that was originally lawful can be cancelled again under certain conditions.

S

Setting of a deadline (Fristsetzung): The authority tells you a date by which it expects something from you.
Signature (Unterschrift): With your signature you confirm, for many letters, that the statement comes from you.
Statement (Stellungnahme): You get the chance to explain your view or respond to certain statements, documents or questions.
Statement of reasons (Begründung): This is where the authority explains why it made a particular decision.
State of affairs (Sachstand): This means where your application or proceedings currently stand and what has happened so far.
Status enquiry (Sachstandsanfrage): You ask the authority how far your application, objection or other proceedings have got.
Submitting documents later (Unterlagen nachreichen): You hand in documents later that were not yet available with your first letter.
Submitting later (Nachreichen): You hand in documents or information at a later date.

T

Time limit (Befristung): A decision or approval is only valid until a certain date.

U

Unlawful (Rechtswidrig): A decision or action does not comply with the legal rules.

W

Withdrawal (Entziehung): A benefit you have been receiving is taken away from you in full or in part for the future.
Withdrawal of a decision (Rücknahme): An earlier decision is cancelled again under certain conditions.
Written form (Schriftform): Something has to be declared or recorded in writing. Which exact form is required depends on the particular proceedings.

Typical sentences – in plain words

Sometimes the problem is not a single technical term but a whole sentence.

Here you will find typical wording from official notices and letters from authorities – translated into plainer language. The sentences are quoted in German, the way they appear in your letter.

The plain translation is meant to help you understand a sentence better. What it means in your particular case always depends on the context. This is not legal advice.

Is a phrase missing? Then send us an email at kontakt@kein-einzelfall.de. We will add to the list and let it keep growing together with you.

Together, KE!N EINZELFALL

„Ihrem Antrag konnte nicht entsprochen werden.“: In plain words: Your application was rejected in whole or in part.
„Der Antrag wird abgelehnt.“: In plain words: The authority decides that you will not receive the requested benefit or decision, in whole or in part.
„Der Antrag wird als unbegründet abgelehnt.“: In plain words: The authority believes that the reasons given are not sufficient to grant your application.
„Dem Antrag wird stattgegeben.“: In plain words: Your application is approved in whole or in part.
„Die Leistung wird bewilligt.“: In plain words: The authority has decided that you will receive the requested benefit in whole or in part.
„Die Leistung wird befristet gewährt.“: In plain words: You will receive the benefit only until the date stated.
„Die Leistung wird bis auf Weiteres bewilligt.“: In plain words: The benefit is granted for now without a fixed end date. It can be reviewed again or changed later under the legal requirements.
„Eine rückwirkende Gewährung kommt nicht in Betracht.“: In plain words: The authority believes that the benefit cannot be paid or recognised for an earlier period.
„Die Voraussetzungen liegen nicht vor.“: In plain words: The authority has concluded that at least one legal requirement is not met.
„Die Anspruchsvoraussetzungen sind nicht erfüllt.“: In plain words: In the authority's view, you do not fully meet the legal requirements for the benefit you applied for.
„Die Voraussetzungen sind ab dem … nicht mehr erfüllt.“: In plain words: The authority believes that your entitlement no longer exists from the date stated.
„Dem Widerspruch wird abgeholfen.“: In plain words: The authority changes its previous decision in your favour, in whole or in part.
„Dem Widerspruch wird teilweise abgeholfen.“: In plain words: The authority agrees with part of your objection but otherwise sticks to its previous decision.
„Der Widerspruch wird zurückgewiesen.“: In plain words: After reviewing it again, the authority sticks to its previous decision in whole or in part.
„Es verbleibt bei der bisherigen Entscheidung.“: In plain words: The authority does not change its earlier decision.
„Der Bescheid ergeht im Übrigen unverändert.“: In plain words: Only the points expressly named are changed. The rest of the previous notice still applies.
„Nach Aktenlage …“: In plain words: The authority bases its assessment on the information and documents it currently has.
„Die Entscheidung beruht auf den vorliegenden Unterlagen.“: In plain words: The authority decided on the basis of the information it had available so far.
„Der Sachverhalt wurde abschließend geprüft.“: In plain words: The authority believes it has collected and reviewed enough information for its decision.
„Eine weitere Sachaufklärung ist nicht veranlasst.“: In plain words: The authority believes it does not need any further enquiries for its decision.
„Weitere Ermittlungen sind nicht veranlasst.“: In plain words: In the authority's view, the facts do not need to be investigated any further.
„Die geltend gemachten Gründe führen zu keiner anderen Bewertung.“: In plain words: The additional arguments or information have not led the authority to change its assessment.
„Die Unterlagen reichen für eine Entscheidung nicht aus.“: In plain words: The authority believes that information or proof is still missing.
„Es wird um Mitwirkung gebeten.“: In plain words: The authority would like you to do something more or to submit information or documents.
„Sie werden aufgefordert, folgende Unterlagen nachzureichen.“: In plain words: The authority still needs the documents listed from you.
„Bitte nehmen Sie hierzu Stellung.“: In plain words: You are given the opportunity to explain your view or to respond to certain statements.
„Es ist beabsichtigt …“: In plain words: The authority is planning a certain decision but may not have made it final yet.
„Vor Erlass des Bescheides erhalten Sie Gelegenheit zur Stellungnahme.“: In plain words: Before the authority decides, you can still say something about it.
„Von einer Anhörung konnte abgesehen werden.“: In plain words: The authority believes that no prior hearing was necessary in this case.
„Die Entscheidung ergeht unter Vorbehalt.“: In plain words: The decision applies for now, but it can be reviewed or changed later under the conditions stated.
„Die Bewilligung erfolgt vorläufig.“: In plain words: You will receive the benefit for now, but the final review will take place later.
„Der Bescheid wird aufgehoben.“: In plain words: An earlier decision no longer applies, in whole or in part.
„Die Leistung wird mit Wirkung zum … entzogen.“: In plain words: The previous benefit is to end, in whole or in part, from the date stated.
„Es besteht eine Überzahlung.“: In plain words: The authority believes that you received more money than it thinks you were entitled to.
„Der überzahlte Betrag ist zu erstatten.“: In plain words: The authority is asking for the money it calculates was overpaid to be paid back.
„Die Forderung wird mit Ihren Ansprüchen verrechnet.“: In plain words: The authority wants to offset an amount it is claiming from you against money that would otherwise be paid out to you.
„Der Bescheid ist bestandskräftig.“: In plain words: The usual way of challenging the notice is generally over. Whether other legal options still exist depends on the individual case.
„Von einer weiteren Bearbeitung wird abgesehen.“: In plain words: The office does not want to pursue the matter any further for now. The reason should be clear from the context.
„Eine Zuständigkeit ist hier nicht gegeben.“: In plain words: The office you wrote to believes that it is not responsible for your request.
„Der Vorgang wurde an die zuständige Stelle weitergeleitet.“: In plain words: Your documents were sent to another office that is considered responsible.
„Von dem eingeräumten Ermessen wurde Gebrauch gemacht.“: In plain words: The law allowed the authority several possible decisions, and it chose one of them.
„Eine Ermessensentscheidung war nicht zu treffen.“: In plain words: The authority believes that the law leaves it no room for discretion on this point.
„Der Antrag gilt als zurückgenommen.“: In plain words: In the authority's view, your application is treated as if you were no longer pursuing it. The letter should explain why.
„Das Verfahren wird wegen fehlender Mitwirkung beendet.“: In plain words: The authority believes that necessary cooperation is missing and that the procedure therefore cannot continue.
„Der Widerspruch hat keine aufschiebende Wirkung.“: In plain words: Even though you have lodged an objection, the contested decision can generally still be carried out for now.
„Die sofortige Vollziehung wird angeordnet.“: In plain words: The authority wants the decision to be carried out immediately, even though a legal remedy may still be pending.
„Die Kostenentscheidung beruht auf …“: In plain words: Here the authority explains the legal basis on which it decided about costs.

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