Deadlines, notices and applications

Official correspondence and applications in Germany

Optima handles official correspondence and coordinates applications for foreign companies in Germany. We record letters and deadlines, assemble documents and coordinate replies with clients and the relevant specialist partners.

Tax OfficeNotices, queries, registrations
Customs/FKSInspections, reports, evidence
Social InsuranceHealth insurers, DRV, Berufsgenossenschaften
MunicipalitiesTrade office and local authorities

Correspondence and application services

Mail Intake and Deadlines

We receive official mail, scan and file it, record deadlines and inform the client in plain language.

Tax Office

Tax registration, VAT ID, tax number, bookkeeping queries, notices, advance payments and evidence requests.

Customs and FKS

Preparation of documents for construction-site inspections, posting, minimum-wage documentation and sector-specific record-keeping requirements.

Health Insurers and Social Insurance

Clarification of registrations, contribution accounts, queries, DEÜV filings, A1 matters and employer documents.

Berufsgenossenschaften

Registration, company data, wage reports, risk classes and correspondence with the responsible Berufsgenossenschaften.

Applications and Certificates

Coordination of exemption certificates, trade registrations, EORI, VAT matters and other company-related procedures.

Handling an official enquiry

01

Capture the letter

Official mail is scanned, classified and assigned to the mandate.

02

Record the request and deadline

We record whether the letter is an information notice, payment demand, query or decision, and the deadline it specifies.

03

Collect documents

Receipts, contracts, payroll records, register data or tax-advisor information are requested and prepared.

04

Coordinate the reply

Optima prepares commercial replies or coordinates tax advisors, lawyers or notaries when the matter falls within their professional remit.

Applications and registrations

  • Tax registration after company formation or business start
  • VAT ID, EORI and further registrations for trade and import
  • § 48b EStG exemption certificate for construction services
  • Registration with Berufsgenossenschaften (statutory accident insurers) and social-insurance bodies
  • Trade registrations, changes and updates with authorities
  • Replies to queries about bookkeeping, payroll, construction sites or evidence

Companies we support

This support is designed for managing directors based abroad, Polish companies with a German postal address, construction companies, property companies, e-commerce businesses and subsidiaries that regularly receive official mail from German authorities.

If a matter requires legal or tax advice, we involve licensed professionals. Optima handles administrative preparation and coordinates documents, responsibilities and deadlines.