New Online Application Rules for German Work Permits starting April 2025: A Guide for HR Professionals

New Online Application Rules for German Work Permits Starting in April 2025: A Guide for HR Professionals

As an HR professional managing international talent, keeping up with German immigration policies is essential to support your employees effectively. Starting April 2025, significant changes took effect in the application process for various German work permits, including the EU Blue Card (Blaue Karte EU) and other key residence titles. Berlin’s Landesamt für Einwanderung (LEA) mandated that several permit applications be submitted via an online application form, streamlining the process for skilled professionals. This guide offers all the critical details—eligibility, process, requirements, documents, where to apply, salary thresholds, processing times, and fees—to help your employees navigate these updates seamlessly

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What has changed in April 2025?

Since April 2, 2025, the following residence permit applications shifted to mandatory online submission alongside the existing EU Blue Card online application requirement:

• Skilled Worker (Fachkraft mit akademischer oder Berufsausbildung
• Best Friend (Beschäftigung bestimmter Staatsangehöriger)
• Researcher (Beschäftigung zum Zweck der Forschung)
• Job Seeker Permit (Arbeitsplatzsuche im Anschluss an eine Ausbildung oder ein Studium in Deutschland)
• Working Holiday (​​Teilnahme am Working-Holiday- oder Youth-Mobility-Programm)
• Au Pair (Beschäftigung als Au-pair)
• Voluntary Service Participation (Teilnahme an einem Freiwilligendienst)

Regular employment permits (Arbeitserlaubnis) moved to online submissions as of April 2, 2025. While traditional applications via the contact form of respective “B” and “E” departments were initially accepted, the LEA has likely fully enforced online submissions by now, aligning with its policy for EU Blue Cards and permanent residency applications (Niederlassungserlaubnis). For the latest details on this phased rollout, check the official Berlin.de Service Portal.

For more information about the sequence of online application procedure introduction please check here. 

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Why This Matters for HR

These changes digitized and expedited the immigration process, cutting down on paperwork and wait times for your employees. As an HR professional, understanding these updates ensures you can guide your non-EU talent through the Aufenthaltserlaubnis  (residence permit) application process efficiently, helping them stay compliant and productive in Germany.

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Eligibility for Work Permit Online Applications

Each permit type retains specific eligibility criteria:

• EU Blue Card (Blaue Karte EU): Targets highly skilled non-EU nationals with academic degree (or equivalent) and a job offer meeting the minimum salary threshold.
• Skilled Worker: Requires recognized vocational training or a university degree aligned with the job role.
• Researcher: Applies to individuals with a research contract from a recognized German institution.
• Job Seeker Permit: Allows qualified professionals with a German educational certificate to stay in Germany for up to 18 months to find employment.

For detailed eligibility criteria, refer to the Make it in Germany portal

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Application Process: Step-by-Step for HR

1. Prepared Documentation: Your employee needed all required documents (see below) in digital format (PDF, JPG, JPEG, or PNG; max 50 MB total).
2. Accessed the Online Portal: Applications went through the Berlin.de Service Portal for Berlin. Please check the procedure on the relevant Ausländerbehörde (Foreigners’ Authority) website for other regions.
3. Completed the Form: The online application was filled out, with documents uploaded as prompted.
4. Paid the Fee: Fees were settled online via card (Visa, Mastercard, or PayPal). Girocard payments or later payments with cash weren’t accepted.
5. Submitted & Tracked: After submission, your employee received a PDF confirmation, extending their current permit’s validity until a decision was made.
6. Attended the appointment: immigration office will reach out with the appointment several weeks after the online application. Once the in-person appointment is attended, the authority orders a residence permit card, that is usually ready for collection 6 weeks after.

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Requirements and Documents Needed

To avoid delays, your employee prepared these documents:

• Valid Passport: Scanned copy (color) and original for verification.
• Current proof of legal stay: Scanned copy of valid visa or residence permit
• Job Contract/Offer: Signed by the German employer, specifying salary and role.
• Entry stamp: customs stamp received when crossing the border (required only for the first-time applications)
• Qualifications: University degree or vocational training certificate (recognized in Germany via Anabin).
• Health Insurance: Proof of German-compliant coverage (public or private).
• Form “Erklärung zum Beschäftigungsverhältnis”: Employer-filled declaration of employment (downloaded from Berlin.de).
• Proof of residency: Address registration certificate received at the town hall.
• Rental agreement: agreement signed with a landlord.
• Proof of rent amount: bank statements showing the last rental payments
• Salary payslips: first two and last two salary payslips received during the employment in Germany (required for permit prolongation only)
• Employer certificate: letter from employer confirming length of employment  (required for permit prolongation only)

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For regulated professions (e.g., doctors, engineers), a professional practice permit (Berufsausübungserlaubnis) was included.

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Where to Apply and Appointment Details

• Where: If available, applications were submitted via the online portal of the local Ausländerbehörde. For Berlin, employees used ServicePortal Berlin. Outside Berlin, they checked the respective city’s foreigners’ authority website (e.g., Munich’s KVR).
• Appointments: No in-person appointment was needed for initial online submissions. Biometric data (fingerprints, photo) require a later visit due to the appointment provided by Landesamt für Einwanderung (Berlin Foreigner’s office) several weeks after the application submission.

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Processing Time and Fees

• The right time to apply: 8 weeks before current residence title (visa or residence permit) expiry
• Processing Time: Took 1-3 months, depending on document completeness and Ausländerbehörde workload. EU Blue Card applications could take up to 90 days per EU law.
• Fees:
  
  • EU Blue Card: €100 (first issuance).
  • Other permits: €75-€100, paid online.
  • Extensions: €93-€96 (depending on duration).

HR Tip: Employees who applied early bridged gaps between permit expiration effectively.

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Why Did They Go Online? Benefits for Your Employees

The shift to online applications avoided common mistakes made by applicants and reduced processing delays. Your employees received a downloadable PDF proof of application, ensuring legal stay continuity while awaiting approval. This aligned with Germany’s push for digital efficiency in immigration, benefiting both employers and skilled workers.

Next Steps for HR

• Review your employees’ permits types and validity to ensure compliance with the new system.
• Bookmark official resources like Make it in Germany and Berlin.de for ongoing updates.
• Plan ahead for biometric appointments in high-demand areas if still pending.

By staying informed, employers can ensure a smooth transition for your non-EU talent under these rules that took effect in April 2025.