Appointments with public authorities often involve technical terms, deadlines, forms, and important verbal explanations. Anyone who is not confident in German can quickly face a real barrier in these situations, and an interpreter at public authorities can help bridge this communication gap.
Quick answer: A professional interpreter can facilitate verbal communication between the parties during an appointment with a public authority. However, whether an interpreter is required, who arranges one, and who bears the costs depends on the respective authority and the specific procedure. These questions should therefore be clarified directly with the competent authority before the appointment.
What does an interpreter do at a public authority?
An interpreter conveys spoken language between the participants in a conversation as accurately, neutrally, and completely as possible. At an appointment with a public authority, this means that questions from the caseworker are interpreted into the language of the person concerned, while their answers, requests, or explanations are interpreted into German.
It is important to make this distinction: interpreting is not legal advice. An interpreter does not explain the legal situation, give recommendations on how to proceed, or make substantive decisions. Their task is to convey what is said between the languages.
At which public authorities are interpreters used?
Interpreting services are used by a wide range of public authorities and institutions, including:
- Immigration authorities
- Jobcenters and other social benefit agencies
- Youth welfare offices
- Registry offices
- Municipal authorities and citizens’ offices
- Social institutions and counseling centers
- Other public authorities with direct public contact
For the police, courts, and asylum procedures, special legal or procedural rules on interpreting may apply in some cases and may differ from the general rules applicable to administrative authorities. These specific procedures are not covered in detail in this article.
How does an appointment with a public authority and an interpreter work?
The general process can be divided into the following steps:
- Check the appointment and requirements: Clarify whether and in what form the public authority provides or permits interpreting services and whether any special requirements apply.
- Specify the language: Provide the required language and, if relevant, the dialect or language variant.
- Arrange an interpreter: Depending on the procedure, the public authority may arrange an interpreter itself, or the person concerned may bring their own interpreter or commission a language service provider.
- Prepare the documents: Have the relevant documents and any required translations ready.
- Attend the appointment: The interpreter attends in person or joins by telephone or video, if this is possible for the appointment.
- Interpret the conversation: The communication is conveyed in segments or using the interpreting method best suited to the situation.
What information is needed when requesting an interpreter?
To ensure that a suitable interpreter is available on time, the following information should be provided whenever possible when making a request:
- Required language
- Dialect or language variant, if relevant
- Date
- Time
- City
- Full address
- Responsible public authority
- Contact person
- Type of appointment
- Expected duration
- Type of interpreting: on-site, by telephone, or by video
- Any special qualification requirements
- Case/file reference number, if required for organizational purposes and appropriate under data protection rules
Does the public authority have to provide an interpreter?
Not in general.
There is no general rule. Whether a public authority arranges an interpreter itself depends on the authority concerned and the specific procedure. Under Section 23 of the German Administrative Procedure Act (VwVfG), German is the official language. If applications, submissions, supporting documents, certificates, or other documents are submitted in a foreign language, the authority should generally require a translation. In justified cases, it may also require a certified translation or a translation prepared by a publicly appointed or sworn interpreter or translator.
This provision primarily concerns written documents in a foreign language. It does not create a general right to have a free oral interpreter provided for every conversation or appointment with a public authority.
Social administrative procedures are also subject to their own legal provisions. Whether and how oral interpreting will be arranged should therefore be clarified directly with the competent authority for the specific appointment.
Who pays for an interpreter at a public authority?
Here too, there is no single answer that applies to all appointments with public authorities.
In practice, several situations may occur, including:
- The public authority may arrange and pay for an interpreter based on the rules applicable to the specific procedure.
- The person concerned may arrange an interpreter themselves and bear the costs.
- The allocation of costs is determined by specific legal provisions or by an individual agreement.
Under Section 23 of the German Administrative Procedure Act (VwVfG), a public authority may, for example, obtain a required translation itself if the requested translation is not submitted in time. Subject to the legal requirements, the resulting costs may be charged to the person concerned.
However, no general rule can be derived as to who bears the cost of an oral interpreter for every appointment with a public authority. The question of costs should therefore be clarified, if possible, before the appointment.
Does an interpreter at a public authority have to be sworn in?
Not automatically for every appointment with a government agency.
A general certification under the Court Interpreter Act (GDolmG) is primarily relevant in the judicial context. Such certification is not generally required for appointments with government agencies.
The qualifications an interpreter needs for a specific appointment with a government agency depend on the agency in question and the procedure involved. Therefore, any special requirements should be clarified directly with the relevant agency before the appointment.
You can learn more about the requirements and areas of application for general certification in the article Sworn Interpreter in Germany: When Do You Need One?.
What is the difference between an interpreter and a translator when dealing with government agencies?
These two terms are often confused in a government context, but they refer to different activities:
- Interpreter translate that spoken word, for example, during a face-to-face meeting at a government agency.
- Translator transfer written documents, such as certificates, official notices, or forms.
You can find a detailed explanation in our article Interpreter or Translator: What's the Difference?.
What happens to documents in foreign languages when submitted to government agencies?
If applications, submissions, supporting documents, certificates, or other documents in a foreign language are submitted to a government agency, a translation may be or should be required under the relevant legal provisions.
Pursuant to Section 23 of the Administrative Procedure Act (VwVfG), a certified translation or a translation prepared by a duly authorized translator may also be required in justified cases.
The specific type of translation required depends on the relevant authority and the particular procedure. Therefore, before commissioning a document translation, you should check what requirements the receiving agency has.
For more information on the requirements for official document translations, please see our article on the topic certified translation.
In-person, telephone, or video interpreting for government agencies?
Depending on the type of appointment, different forms of language mediation may be appropriate.
On-site interpreting
On-site interpreting is particularly well-suited for more complex, longer, or face-to-face meetings where it makes sense for an interpreter to be present in person.
Telephone Interpreting
Telephone interpreting can be a practical solution for shorter or administrative calls, provided that the relevant government agency allows for this form of language assistance.
Video Interpreting
Video interpreting enables visual communication in addition to verbal communication and can serve as a location-independent alternative to in-person interpreting.
Not every government agency accepts all three forms equally. Therefore, you should check with the relevant agency in advance to determine whether in-person, telephone, or video interpreting is available for a specific appointment.
How do you prepare for an appointment with a government agency that requires an interpreter?
Good preparation helps ensure that the meeting is conducted in as structured a manner as possible.
- Carefully review the appointment confirmation
- Ask the agency about specific requirements
- Prepare the relevant documents
- Clarify in advance whether any translations are needed
- Specify the language and dialect correctly
- Allow enough time for the appointment
- Notify the interpreter well in advance of any schedule changes
For important or complex appointments, it may also be helpful to briefly mention the general topic of the meeting when making the request. This makes it easier to determine which type of language mediation and which qualifications are appropriate for the assignment.
Why might it be a good idea to hire a professional interpreter?
Appointments with government agencies often involve technical terms, complex issues, and important deadlines and instructions. Neutral and structured language mediation can help ensure that information is conveyed as accurately as possible between the parties involved.
A professional interpreter can, in particular, help convey questions and answers in full and facilitate communication between government agencies and the person they are speaking with.
However, even a professional interpreter cannot guarantee that all misunderstandings regarding language or content will be completely ruled out.
Request an interpreter for appointments with government agencies through StartDE
StartDE Consulting assists individuals, companies, government agencies, and institutions in organizing professional language services for government and institutional appointments.
Depending on the request, interpreters can be provided on-site, by phone, or online via video.
When submitting a request, please include the following information if possible:
- Required language
- Date and Time
- City and Address
- Responsible public authority
- Type of appointment
- Desired type of deployment
- specific qualification requirements, if applicable
Based on this information, it is possible to determine whether a language interpreter suitable for the specific assignment is available.
Legal Basis
The legal notes in this article refer, among other things, to the regulations governing the official language of Germany and the handling of foreign-language documents in administrative proceedings.
Note: Requirements regarding language mediation and foreign-language documents may vary depending on the government agency, the procedure, and the legal basis. Therefore, when scheduling a specific appointment, you should check the current guidelines of the relevant agency.
Frequently Asked Questions About Interpreters at Government Agencies
Does the public authority have to provide an interpreter?
The same rule does not apply to every appointment with a government agency. Whether the agency will provide an interpreter and what requirements apply depend on the agency and the specific procedure. Therefore, you should clarify this directly with the relevant agency before your appointment.
Who pays for an interpreter at an appointment with a government agency?
There is no one-size-fits-all answer to this question. The rules regarding costs may vary depending on the agency and the procedure. Therefore, before making a reservation, you should clarify whether the agency will arrange for a language mediator or whether you must hire and pay for the interpreter yourself.
Do I need an interpreter at the Immigration Office?
If clear communication in German is not possible, professional language mediation may be helpful for the conversation. Whether the Foreigners’ Registration Office will provide an interpreter or whether you are permitted to bring your own interpreter—or if this is required—should be clarified before your appointment with the relevant authority.
Does an official interpreter have to be certified?
This is not automatically the case for every appointment with a government agency. However, certain procedures or agencies may have specific requirements regarding the interpreter’s qualifications. Therefore, you should check which requirements apply to the specific appointment before hiring an interpreter.
Can an interpreter participate online during an appointment with a government agency?
Depending on the appointment, telephone or video interpreting can be a practical alternative to in-person interpreting. However, you should check with the relevant agency beforehand to see if it accepts digital participation.
What information does StartDE need for an interpreter request?
It is particularly helpful to include the language, date, time, city, government agency, type of appointment, desired type of assignment, and, if applicable, any specific qualification requirements. The more detailed the information, the more accurately availability can be assessed.
What is the difference between interpreting and translating for government agencies?
An interpreter conveys spoken communication during a meeting. A translator, on the other hand, works with written documents such as certificates, attestations, or official documents.
