The online system of the KVR Munich is not working properly

It's a moment of relief that many expats and companies have been working towards for weeks: logging into the online portal of the Munich Immigration Office, the District Administration Office (KVR) , finally shows a change. Where previously it said "in progress," the word "Completed" now appears in a friendly green . The tension dissipates, and travel planning begins for the next overseas assignment or the intern's home leave. But the relief often turns into frustration faster than those affected would like. Days pass, the mail remains empty, and there's no confirmation in the email inbox. In our daily practice as visa lawyers, we increasingly see that the digital display from the Munich KVR hardly corresponds to the legal or factual reality anymore. What was touted as progress in administration turns out, for many, to be a dead end of technical failure and bureaucratic opacity that can have far-reaching consequences for residency status.

Discrepancy between advertisement and reality

The core problem our clients are currently facing is the lack of clarity in the status updates within the Munich system. In theory, when a procedure is marked as completed online, this means that an administrative act has been carried out – either the permit has been granted or the application has been rejected. In reality, however, we observe a dangerous discrepancy. The status changes, but the necessary documents, such as the electronic residence permit card (eAT) or even just a preliminary certificate, never reach the applicants. In some cases, this is due to internal interface problems between the software and the Federal Printing Office's printing center; in others, the "Completed" status seems to simply mean that the process has been transferred internally to another system without any final decision actually being communicated to the citizen. This situation is disastrous for those affected, as they feel trapped in a legal gray area: Is their stay now legally extended, or do they risk problems during a police check or at the airport because they lack physical proof of their status?

When the willingness to travel becomes a legal risk

The situation becomes particularly critical when, as is so often the case with interns or international professionals , urgent trips abroad are imminent. Here, digital unreliability clashes with strict immigration law. Anyone crossing the border without a valid document or corresponding certificate not only risks being denied re-entry but also jeopardizes their existing residence permit . In our consulting practice, we often see desperate attempts to contact the authorities via the official contact form come to nothing. The automated responses promise weeks of delay, while the deadlines for departure relentlessly approach. In such moments, simply hoping for a swift arrival of the mail is not a good approach. A proactive strategy is needed to be able to unequivocally prove the status of the "legal fiction " – that is, the continued validity of the existing right of residence during the processing period. Without a physical document in hand, the digital "Completed" notification is simply worthless to border officials or airlines.

The route via the emergency appointment and the fictitious residence permit

If the online system fails and communication breaks down, often the only option is an emergency appointment . Munich offers special time slots for cases where there is an urgent need to travel and the visa is about to expire or the process has stalled. In these cases, we strongly advise our clients not to passively wait for a response from the contact form , as processing times are currently unpredictable. Instead, the application for a provisional residence permit (Fiktionsbescheinigung) under Section 81 Paragraph 4 of the German Residence Act (AufenthG) must be expedited. It is crucial that the applicant provides complete documentation of the application process to date. This includes a screenshot of the online submission, confirmation of payment of the fees, and ideally, proof of the current, misleading status displayed in the portal. These documents serve as a shield for the authorities, demonstrating that the delay is not the applicant's responsibility. However, securing an emergency appointment is not guaranteed; The urgency must be credibly demonstrated, for example through booking confirmations or letters from the employer.

Strategic protection through legal documentation

In the worst-case scenario , a lawyer must be consulted . Our collaboration with the Munich District Administration Office (KVR) has shown that thorough documentation is the only protection against the shortcomings of the technology. We recommend that companies and individuals meticulously record every step in the online portal with screenshots. Since the system does not provide a reliable history and status messages can disappear or change without warning, this self- preservation of evidence is essential . Should the situation escalate and an action for failure to act or preliminary injunction proceedings before the administrative court become necessary, this documentation will form the foundation of our argument . Unfortunately, in today's world, it is no longer sufficient to rely on the proper functioning of government IT infrastructure. As a law firm, we often act as intermediaries, resolving processing bottlenecks through targeted legal intervention. Often, an official letter on our lawyer's letterhead, outlining the legal consequences of inaction, results in a significantly faster response than the online contact form used hundreds of times.

Conclusion: Vigilance despite digital confirmation

In summary, the online portal of the Munich KVR (Citizen Service Center) is currently experiencing significant teething problems , which can have serious consequences for users. A "Completed" status should be treated with caution without receiving the physical document or written confirmation. We strongly advise against making binding travel decisions based on this status. If no response is received, the only legally secure course of action is to apply for a temporary residence permit (Fiktionsbescheinigung) via an emergency appointment within the 7-day window before the permit expires or before departure. Do not rely on the technology, but rather on complete documentation of your applications. We are ready to provide the necessary legal certainty in these complex cases and ensure that your international mobility is not jeopardized by an erroneous status update.