{"id":2391,"date":"2021-10-27T07:24:49","date_gmt":"2021-10-27T05:24:49","guid":{"rendered":"https:\/\/interstellar.accountable.de\/?p=2391"},"modified":"2023-06-14T17:59:21","modified_gmt":"2023-06-14T15:59:21","slug":"speaking-finanzamt-explaining-the-most-common-letters-youll-get-from-the-german-tax-office","status":"publish","type":"post","link":"https:\/\/interstellar.accountable.de\/en\/blog\/speaking-finanzamt-explaining-the-most-common-letters-youll-get-from-the-german-tax-office\/","title":{"rendered":"Speaking Finanzamt: Explaining the most common letters you\u2019ll get from the German tax office"},"content":{"rendered":"\n<p><span style=\"font-weight: 400;\">Do you know that feeling? You are checking your mailbox, notice a letter from the tax office, and immediately think: What did I do wrong now? Do I have to pay anything extra? Or did I miss a deadline?<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">But actually, more often than not these letters are there to help you by reminding you of deadlines or informing you about changes to your tax status.&nbsp;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Now, we do know that these letters can sometimes be hard enough to understand even for native speakers, which is why we decided to do a little breakdown of the most common letters you will receive from the tax office if you are freelancing in Germany.&nbsp;<\/span><\/p>\n\n\n\n<p>In addition, we have created <a href=\"https:\/\/www.finanzamt-brief.de\/en\">a special AI tool<\/a>, that is explaining them to you!&nbsp;<\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Here\u2019s what we will look at:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"#1\"><span style=\"font-weight: 400;\">Letter after registering as a freelancer<\/span><\/a><\/li>\n\n\n\n<li><a href=\"#2\"><span style=\"font-weight: 400;\">Letter about your tax assessment<\/span><\/a><\/li>\n\n\n\n<li><a href=\"#3\"><span style=\"font-weight: 400;\">Letter about tax prepayments<\/span><\/a><\/li>\n\n\n\n<li><a href=\"#4\"><span style=\"font-weight: 400;\">Letters about VAT<\/span><\/a>\n<ul class=\"wp-block-list\">\n<li><a href=\"#5\"><span style=\"font-weight: 400;\">Ist- und Sollversteuerung<\/span><\/a><\/li>\n\n\n\n<li><a href=\"#6\"><span style=\"font-weight: 400;\">Change from small business owner to regular taxation<\/span><\/a><\/li>\n\n\n\n<li><a href=\"#9\"><span style=\"font-weight: 400;\">Change of VAT deadline<\/span><\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a href=\"#7\"><span style=\"font-weight: 400;\">Reminders and collection letters<\/span><\/a><\/li>\n\n\n\n<li><a href=\"#8\"><span style=\"font-weight: 400;\">The bottom line<\/span><\/a><\/li>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"1\">Letter after registering as a freelancer<\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">If you want to start freelancing in Germany, you will have to register with the tax office. This is done by filling out the <\/span><i><span style=\"font-weight: 400;\">Fragebogen zur steuerlichen Erfassung<\/span><\/i><span style=\"font-weight: 400;\">, or questionnaire for tax collection.&nbsp;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">\u27a1\ufe0fIf you want to save time, <\/span><a href=\"https:\/\/registrierung.accountable.de\/en\"><span style=\"font-weight: 400;\">simply fill out our digital version of the questionnaire<\/span><\/a><span style=\"font-weight: 400;\"> and submit it to your respective tax office.&nbsp;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">After submitting the document, you will have to sit still for a little bit, as you are not allowed to issue freelance invoices without your new tax number. It should take about 2-4 weeks for that number to arrive in your letterbox, depending on how busy your tax office is.&nbsp;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Here\u2019s what that letter looks like: <\/span><\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"902\" src=\"https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Steuernummer.png\" alt=\"\" class=\"wp-image-2261\" srcset=\"https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Steuernummer.png 1024w, https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Steuernummer-323x285.png 323w, https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Steuernummer-768x677.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>In this letter, you will find your new tax number &#8211; which means you can start working as a freelancer and issuing invoices for your new self-employed business.<\/p>\n\n\n\n<p>The letter also includes some helpful notes about your old tax number, which you shouldn\u2019t use anymore, even if you are only freelancing on the side and are still employed. You can use the new tax number for both your self-employed activities as well as your income tax declaration for wages from being employed.<\/p>\n\n\n\n<p>\u27a1\ufe0f<a href=\"https:\/\/interstellar.accountable.de\/en\/blog\/freelancing-in-germany-heres-what-you-need-to-know-about-tax-numbers\/\">Here\u2019s what you need to know about the different German tax numbers.<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"2\">Letter about your tax assessment<\/h2>\n\n\n\n<p>As a freelancer in Germany, you are obligated to file an annual tax declaration. After submitting your details, you will have to wait for the final tax assessment of the tax office. How long you have to wait is again depending on how busy the tax office is. In larger cities like Berlin, Munich, or Cologne, it can take a bit longer, whereas smaller cities might be quicker in their assessment. So be prepared to wait for anything between 3 weeks and 2 months.<\/p>\n\n\n\n<p>When the tax office has assessed your income tax declaration, they will issue a letter to you explaining their assessment. The letter will include the respective tax tiers they used to calculate your taxable income as well as information about which deduction they accepted to reduce your income tax obligations.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"686\" height=\"835\" src=\"https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Steuerbescheid.jpg\" alt=\"\" class=\"wp-image-2259\" srcset=\"https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Steuerbescheid.jpg 686w, https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Steuerbescheid-246x300.jpg 246w\" sizes=\"auto, (max-width: 686px) 100vw, 686px\" \/><\/figure>\n\n\n\n<p><span style=\"font-weight: 400;\">Additionally, this tax assessment includes calculations on how much you are obligated to pay for the solidarity surcharge, or <\/span><i><span style=\"font-weight: 400;\">Solidarit\u00e4tszuschlag (Soli)<\/span><\/i><span style=\"font-weight: 400;\"> in German.&nbsp;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">\ud83d\udca1As of 2021, the exemption threshold for the solidarity surcharge has been lifted substantially. <\/span><a href=\"https:\/\/interstellar.accountable.de\/en\/blog\/solidarity-surcharge\/\"><span style=\"font-weight: 400;\">Find out how much money this will save you here.&nbsp;<\/span><\/a><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Furthermore, your tax assessment letter will also include an overview of how much you might have already paid the tax office and how much money you are still owing. Already issued transactions will be offset with the open amount, so you will only have to pay the difference to the tax office.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Also, please note the deadlines for your open payments, as any delays might lead to fines<\/span><span style=\"font-weight: 400;\">. <\/span><a href=\"#7\">You can learn more about reminders and collection letters below.<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"3\">Letter about tax prepayments<\/h2>\n\n\n\n<p>If you are working for yourself, your tax is not automatically subtracted from your income as it would be if you were employed. Instead, you are responsible to calculate your tax liability on your own, and save money throughout the year to then pay your owed income tax at the end of the financial year.<\/p>\n\n\n\n<p>This can quickly become a big worry in the back of your head &#8211; and the tax office has to wait for their money as well.<\/p>\n\n\n\n<p>Which is why self-employed people in Germany usually have to pay tax prepayments based on their income from the previous year. The tax office will issue a letter telling you how much they have assessed, including the dates these payments will be due for payment.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"937\" src=\"https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Steuervorauszahlungen.png\" alt=\"\" class=\"wp-image-2263\" srcset=\"https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Steuervorauszahlungen.png 1024w, https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Steuervorauszahlungen-323x296.png 323w, https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Steuervorauszahlungen-768x703.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><span style=\"font-weight: 400;\">This is one of the more important letters, as it states the exact amounts you will have to pay as well as the due dates. So make sure to keep this letter in a safe spot &#8211; or at the very least take a photo of it!<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">\u27a1\ufe0f<\/span><a href=\"https:\/\/interstellar.accountable.de\/en\/blog\/understanding-the-finanzamt-the-prepayment-letter\/\"><span style=\"font-weight: 400;\">You can find more detailed information about the prepayment letter in this article. <\/span><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"4\">Letters about VAT<\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">If you are working for yourself, you are probably familiar with the term VAT, or value added tax. In Germany, this is called <\/span><i><span style=\"font-weight: 400;\">Umsatzsteuer<\/span><\/i><span style=\"font-weight: 400;\">.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">If you don\u2019t know anything about VAT yet, maybe these articles can be of help:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/interstellar.accountable.de\/en\/blog\/managing-your-taxes-as-a-freelancer-in-germany\/\"><span style=\"font-weight: 400;\">Managing your taxes as a freelancer in Germany<\/span><\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/interstellar.accountable.de\/en\/blog\/how-to-file-your-german-vat-return\/\"><span style=\"font-weight: 400;\">How to file your German VAT return<\/span><\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/interstellar.accountable.de\/en\/blog\/how-does-vat-work-for-clients-outside-germany\/\"><span style=\"font-weight: 400;\">How VAT work for clients outside Germany<\/span><\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/interstellar.accountable.de\/en\/blog\/which-vat-rate-should-i-charge-my-german-clients\/\"><span style=\"font-weight: 400;\">Which VAT rate you should charge your German clients<\/span><\/a><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">You will probably receive at least two letters from the tax office regarding VAT: One letter for you to choose which type of taxation to apply, and a notification in case you are registered as a small business owner and your income has exceeded the VAT exemption threshold.&nbsp;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Let\u2019s take a closer look at those two letters.<\/span><\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"5\">Actual and debit taxation<\/h3>\n\n\n\n<p>There are two ways to organise your accounting: By actual and debit taxation, or Ist- und Sollversteuerung in German. The Sollversteuerung (debit taxation) is \u201ctaxation according to agreed charges\u201d, while Istversteuerung (actual taxation) is \u201ctaxation according to received charges.\u201d<\/p>\n\n\n\n<p>Or in more simple terms, if you choose to be taxed by debit taxation, you will have to pay VAT based on the issued invoice date. This of course means that if your client hasn\u2019t paid the invoice yet, you still have to pay the VAT rate to the tax office.<\/p>\n\n\n\n<p>The actual taxation however calculates your VAT charges based on the date your invoices have been paid.<\/p>\n\n\n\n<p>Upon your freelance registration, you have to choose one of the two taxation types. Your choice will then be acknowledged by the tax office in a letter:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1017\" height=\"903\" src=\"https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Ist-oder-soll.png\" alt=\"\" class=\"wp-image-2255\" srcset=\"https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Ist-oder-soll.png 1017w, https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Ist-oder-soll-323x287.png 323w, https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Ist-oder-soll-768x682.png 768w\" sizes=\"auto, (max-width: 1017px) 100vw, 1017px\" \/><\/figure>\n\n\n\n<p>This letter includes a note about the respective deadlines for your choice of taxation (the letter above references actual taxation) as well as an explanation as to why this type of taxation is applicable to you.<\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">\u27a1\ufe0f<\/span><a href=\"https:\/\/interstellar.accountable.de\/en\/blog\/understanding-the-finanzamt-the-istversteuerung-letter\/\"><span style=\"font-weight: 400;\">Find a more detailed translation of this letter here.<\/span><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"6\">Change from small business owner to regular taxation<\/h3>\n\n\n\n<p>If you are registered as a small business owner, or Kleinunternehmer in German, you will be exempt from paying and charging VAT on your invoices. However, if you exceed the income threshold for small business owners, you automatically have to start charging and paying VAT &#8211; and you will also get a letter from the tax office informing you about your change of status.<\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">\u27a1\ufe0f<a href=\"https:\/\/interstellar.accountable.de\/en\/blog\/when-is-a-freelancer-a-kleinunternehmer\/\">Don\u2019t know anything about the small business owner rule? Find out more in this article.<\/a><\/span><\/p>\n\n\n\n<p><strong>Please note:<\/strong> Before 2020, the income threshold was 17,500\u20ac, as you can see mentioned in the letter above. As of 01\/01\/2021, this threshold has been increased to 22,000\u20ac.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"586\" height=\"352\" src=\"https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Wechsel.jpg\" alt=\"\" class=\"wp-image-2265\" srcset=\"https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Wechsel.jpg 586w, https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/Wechsel-323x194.jpg 323w\" sizes=\"auto, (max-width: 586px) 100vw, 586px\" \/><\/figure>\n\n\n\n<p>In this letter, the tax office is noting that you have earned more than you are allowed under the Kleinunternehmerregelung (small business owner rule). This means you will automatically switch over to standard taxation, and will have to charge and pay VAT.<\/p>\n\n\n\n<p>Depending on when you receive this letter, it is possible that you will have an extended deadline to issue your first VAT return.<\/p>\n\n\n\n<p><strong>Please note:<\/strong> Even if you get this letter some time during the year, you will have to pay VAT for the whole financial year. That\u2019s why you should always monitor your income and start charging VAT as soon as you exceed the small business owner threshold.<\/p>\n\n\n\n<p>\ud83d\udca1An awesome way to track your income and your expenses is using the automatic photo recognition in our app. Simply upload a picture of your invoices, and Accountable will keep track of your income for you.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"9\">Change of VAT deadline<\/h3>\n\n\n\n<p>If your VAT from the previous year is exceeding a certain amount, you will receive a letter from the tax office. This letter will inform you about a change in deadline for when you have to submit your VAT returns.<\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">\u27a1\ufe0f <\/span><a href=\"https:\/\/interstellar.accountable.de\/en\/blog\/understanding-the-finanzamt-change-of-vat-period-letter\/\"><span style=\"font-weight: 400;\">You can find a more detailed explanation of this letter in this article.<\/span><\/a><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"2206\" height=\"2560\" src=\"https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/submit-vat-quarterly-2-scaled.jpg\" alt=\"\" class=\"wp-image-2276\" srcset=\"https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/submit-vat-quarterly-2-scaled.jpg 2206w, https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/submit-vat-quarterly-2-259x300.jpg 259w, https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/submit-vat-quarterly-2-883x1024.jpg 883w, https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/submit-vat-quarterly-2-768x891.jpg 768w, https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/submit-vat-quarterly-2-1324x1536.jpg 1324w, https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/submit-vat-quarterly-2-1765x2048.jpg 1765w\" sizes=\"auto, (max-width: 2206px) 100vw, 2206px\" \/><\/figure>\n<\/div>\n\n\n<h2 class=\"wp-block-heading\"><b>Reminders and collection letters&nbsp;<\/b><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">It is totally normal to forget a deadline or miss a payment once in a while. Usually, the tax office will remind you if they are missing certain documents or are waiting for open payments. But if you ignore these letters for too long, chances are you will receive a collection letter.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">\u27a1\ufe0f<\/span><a href=\"https:\/\/interstellar.accountable.de\/en\/blog\/what-happens-if-you-miss-a-vat-deadline\/\"><span style=\"font-weight: 400;\">Find out what happens if you miss a VAT deadline<\/span><\/a><\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"691\" height=\"832\" src=\"https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/mahnung.jpg\" alt=\"\" class=\"wp-image-2257\" srcset=\"https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/mahnung.jpg 691w, https:\/\/interstellar.accountable.de\/wp-content\/uploads\/2021\/09\/mahnung-249x300.jpg 249w\" sizes=\"auto, (max-width: 691px) 100vw, 691px\" \/><\/figure>\n\n\n\n<p><span style=\"font-weight: 400;\">In this example, the taxpayer forgot to pay VAT, which is why the tax office issued a 12.50\u20ac fine. The fine now has to be paid on top of the required VAT.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">If you don\u2019t pay this amount by the set date, you will be issued with additional fines. <\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">\u27a1\ufe0f<\/span><a href=\"https:\/\/interstellar.accountable.de\/en\/blog\/freelancing-in-germany-put-these-dates-in-your-calendar\/\"><span style=\"font-weight: 400;\">Freelancing in Germany? Put these tax dates in your calendar!<\/span><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"8\">The bottom line: Don\u2019t be scared of letters from the tax office<\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Alright, now you know the most common letters from the tax office. So next time you see that familiar envelope, don\u2019t panic and just refer back to this article.&nbsp;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">And if you do receive a letter you don\u2019t understand, or that maybe isn\u2019t justified in your opinion, it can definitely pay off to get help from a tax expert or accountant.In addition to that, Accountable offers multiple options for accounting and bookkeeping, and also for quickly communicating with the tax office. You can register your new freelance business online via our website, and you can also track your income and expenses <\/span><a href=\"https:\/\/interstellar.accountable.de\/en\/\"><span style=\"font-weight: 400;\">in our free app<\/span><\/a><span style=\"font-weight: 400;\"> and automatically generate and submit your VAT returns. <\/span><\/p>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Do you know that feeling? You are checking your mailbox, notice a letter from the tax office, and immediately think: What did I do wrong now? Do I have to pay anything extra? Or did I miss a deadline? But actually, more often than not these letters are there to help you by reminding you [&hellip;]<\/p>\n","protected":false},"author":14,"featured_media":2392,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"_themeisle_gutenberg_block_has_review":false,"footnotes":""},"categories":[184,27,185,181],"tags":[123],"class_list":["post-2391","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-become-self-employed","category-important-things-to-know","category-manage-your-taxes","category-vat","tag-finanzamt-en"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.5 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Speaking Finanzamt: Explaining the most common letters you\u2019ll get from the German tax office | Accountable<\/title>\n<meta name=\"description\" content=\"We created a little breakdown of the most common letters 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