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[[_TOC_]]
# Incoming PhD
## Register as a PhD candidate at the faculty (Mathematics & Computer Sciences)
<table>
<tr>
<th>Steps</th>
<th>Prepare</th>
<th>You will got</th>
</tr>
<tr>
<td>Check Prerequisites</td>
<td>
* Qualifying degrees
* Confirmation from a professor who is willing to supervise you
* Proof of German proficiency when needed _(Normally not needed)_
</td>
<td>
</td>
</tr>
<tr>
<td>Contact the professor</td>
<td>
* Sign the Supervision Agreement [Betreuungsvereinbarung_MathInfo_template.pages](uploads/ce4515bb5d1f110b53bd44e0b488750e/Betreuungsvereinbarung_MathInfo_template.pages) together with the professor
</td>
<td>Supervision agreement</td>
</tr>
<tr>
<td>Apply at the dean's office</td>
<td>
* [Antrag__Zulassung_als_Doktorand (application for admission as a doctoral student).doc](uploads/82643ffaacef46b2544cb2f6d63695e7/Antrag__Zulassung_als_Doktorand.doc)
* signed Supervision Agreement
* supplementary materials according to [Promotionsordnung_2019 (Doctoral Regulations 2019).pdf](uploads/c9ea31064d06eeef72d80571a1a05d20/Promotionsordnung_2019.pdf)
* contact the dean's office: [Mrs. Susan Schmitt](mailto:schmitt@mathematik.uni-wuerzburg.de)
</td>
<td>Letter of acceptance from the doctoral committee</td>
</tr>
</table>
## Register as a PhD candidate at the faculty (Human Science)
<table>
<tr>
<th>Steps</th>
<th>Prepare</th>
<th>You will got</th>
</tr>
<tr>
<td>Check Prerequisites</td>
<td>
* Info: https://www.hw.uni-wuerzburg.de/forschung/promotion/
* [Guide](https://www.hw.uni-wuerzburg.de/fileadmin/06000000/Fakultaet/Forschung/Promotion/LeitfadenPromotion.pdf)
* [Doctoral Regulations](https://www.uni-wuerzburg.de/fileadmin/39030000/download/public/promotionsordnungen/Promotionsordnung_Humanwissenschaften-aes1-20181212-netz.pdf)
* Qualifying degrees
* Confirmation from a professor who is willing to supervise you
* Proof of German proficiency when needed _(Normally not needed)_
</td>
<td>
</td>
</tr>
<tr>
<td>Contact the professor</td>
<td>Contact a professor who is willing to supervise you</td>
<td>
</td>
</tr>
<tr>
<td>Apply at the dean's office</td>
<td>
* sign the[2Zulassungsantrag_Promotionsgremium\_-vereinbarung (application for admission and agreement).docx](uploads/c0fab01b1319c03e07c9ba77d88a285c/2Zulassungsantrag_Promotionsgremium\_-vereinbarung.docx)
* sign the Declaration on § 5 Doctoral Regulations [3ErklaerungParagraf5.pdf](uploads/2a6f1931aeed238879c8c12bfe556ff4/3ErklaerungParagraf5.pdf)
* sign the Leaflet on the application for admission[4MerkblattAntragDoktorandIn.pdf](uploads/894cc0f9b641e6da0304b58007bc4b1d/4MerkblattAntragDoktorandIn.pdf)
* Routing slip qualification program [5Laufzettel_Qualifikationsprogramm.docx](uploads/424870ef44971b7b453af67eaaec0005/5Laufzettel_Qualifikationsprogramm.docx)
* supplementary materials according to [Doctoral Regulation](https://www.uni-wuerzburg.de/fileadmin/39030000/download/public/promotionsordnungen/Promotionsordnung_Humanwissenschaften-aes1-20181212-netz.pdf)
</td>
<td>Letter of acceptance from the doctoral committee</td>
</tr>
</table>
##
## Enroll as an International PhD student (Not Mandatory)
<table>
<tr>
<th>Steps</th>
<th>Prepare</th>
<th>You will get</th>
</tr>
<tr>
<td>Check prerequisites</td>
<td>
* Same as applying as a PhD candidate
* letter of acceptance from the doctoral committee
</td>
<td>
</td>
</tr>
<tr>
<td>
Apply at the [International Students Office](https://www.uni-wuerzburg.de/en/international/home/)
(German students should apply at the student office(studierendenkanzlei@uni-wuerzburg.de))
</td>
<td>
* Fill out the [application form](https://www.uni-wuerzburg.de/fileadmin/32020000/Auslandsamt/Studium_in_Wuerzburg/Studium_mit_Abschluss/Bewerbung/Antraege/PH.D.Antrag_auf_Zulassung.pdf)
* Supplementary materials according to the [application form](https://www.uni-wuerzburg.de/fileadmin/32020000/Auslandsamt/Studium_in_Wuerzburg/Studium_mit_Abschluss/Bewerbung/Antraege/PH.D.Antrag_auf_Zulassung.pdf)
* Hand in your application before each semester's [deadlines](https://www.uni-wuerzburg.de/en/studying-at-jmu/studienangelegenheiten/dates-and-deadlines/).
</td>
<td>International student office will contact you</td>
</tr>
</table>
# Incoming International Employee
<table>
<tr>
<th>Step</th>
<th>
</th>
<th>
</th>
</tr>
<tr>
<td>
**Important Pre-Arrival Info**
</td>
<td>
For incoming employees, please refer to [Checklists and formalities before coming to Germany](#checklists-and-formalities-before-coming-to-germany) for details regarding visas.
</td>
<td>
</td>
</tr>
<tr>
<td>General Info</td>
<td>
https://gitlab2.informatik.uni-wuerzburg.de/hci/staff-and-stuwo/orga/-/wikis/onboarding-new-employees
</td>
<td>
</td>
</tr>
<tr>
<td>Sign the contract (no digital version)</td>
<td>
For details, please refer to https://gitlab2.informatik.uni-wuerzburg.de/hci/staff-only/teams/hci-workflow-support-info/-/wikis/Home#resources-for-new-colleagues
* contract
* copy of documents (? **need to find out**)
* health insurance application
</td>
<td>
</td>
</tr>
<tr>
<td>Set up new employees with IT access.</td>
<td>
please refer to https://gitlab2.informatik.uni-wuerzburg.de/hci/staff-and-stuwo/orga/-/wikis/onboarding-new-employees
</td>
<td>
</td>
</tr>
<tr>
<td>
</td>
<td>
</td>
<td>
</td>
</tr>
</table>
# Incoming International Guest Researcher
<table>
<tr>
<th>Step</th>
<th>Prepare</th>
<th>
</th>
</tr>
<tr>
<td>General Info</td>
<td>
https://www.uni-wuerzburg.de/en/university/study-and-research/
</td>
<td>
</td>
</tr>
<tr>
<td>Information and contacts</td>
<td>
**Contact:**
* <span dir="">Dr. Angelika Schartl</span>
* <span dir="">T (0931) 281099</span>
* **angelika.schartl@arcor.de**
https://www.uni-wuerzburg.de/en/university/study-and-research/visiting-scholars/help-for-foreign-guests/
</td>
<td>
</td>
</tr>
<tr>
<td>Registration</td>
<td>
https://www.uni-wuerzburg.de/en/welcomecentre/registration/registration/
</td>
<td>
</td>
</tr>
<tr>
<td>
(Optional) Find accommodation at the [Guest house](https://www.uni-wuerzburg.de/en/university/study-and-research/visiting-scholars/guesthouse/)
</td>
<td>
* check room [price](https://www.uni-wuerzburg.de/en/university/study-and-research/visiting-scholars/guesthouse/) and availability
* Ask if rooms are available in advance:
* <span dir="">Phone: +49 931 31-89423 or 31-82032</span>
* <span dir="">Fax: +49 931 31-82000</span>
* **koerperschaft@uni-wuerzburg.de**
* Fill out and send the application form: <span dir="">English (</span>[**Word-Doc, 99 kb**](https://www.uni-wuerzburg.de/fileadmin/32060000/2023/Booking_Application_2023.doc)<span dir="">) German (</span>[**Word-Doc, 99 kb**](https://www.uni-wuerzburg.de/fileadmin/32060000/2023/Reservierungsantrag_2023.doc)<span dir="">)</span>
* More information for [accommodation](https://www.uni-wuerzburg.de/en/welcomecentre/accommodation/)
</td>
<td>
</td>
</tr>
<tr>
<td>Welcome Center (Optional)</td>
<td>
* https://www.uni-wuerzburg.de/en/welcomecentre/start-page/
* <span dir="">e-mail </span>**welcomecentre@uni-wuerzburg.de**
* <span dir="">phone 0931 31 84356</span>
* **Welcome guide (we send them via email)**: https://gitlab2.informatik.uni-wuerzburg.de/hci/students/hci-international-relations-info/-/wikis/uploads/167e7de2ed5e2780b42206902163564a/Welcome_Guide_2019.pdf
</td>
<td>
</td>
</tr>
<tr>
<td>Apply for a University guest card (optional)</td>
<td>
We request at Waltraud Gierscher (waltraud.gierscher@uni-wuerzburg.de)
</td>
<td>
</td>
</tr>
</table>
# Incoming International students/exchange students (ERASMUS)
## For students taking a degree program
<table>
<tr>
<th>Steps</th>
<th>
</th>
<th>
</th>
</tr>
<tr>
<td>General Info</td>
<td>
https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/degree-programmes/application/#c367197
</td>
<td>
</td>
</tr>
<tr>
<td>
**Bachelor** application for admission
</td>
<td>
https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/degree-programmes/application/bachelor-teaching-degree-law-state-examination/ (?)
</td>
<td>Letter of admission</td>
</tr>
<tr>
<td>
**Master** application for admission
</td>
<td>
https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/degree-programmes/application/master-and-llm/
</td>
<td>Letter of admission</td>
</tr>
<tr>
<td>Application deadline</td>
<td>
* Winter Semester: June 15th _(please double check date _[_here_](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/degree-programmes/application/#c367197)_)_
* Summer Semester: January 15th _(please double check date _[_here_](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/degree-programmes/application/#c367197)_)_
</td>
<td>
</td>
</tr>
<tr>
<td>Before arrival</td>
<td>
* Info: https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/degree-programmes/before-arrival/
* Apply for a [visa](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/visa/) if not from EU/EEA
* [Health insurance](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/insurances/) covering the full duration of the stay
* EU and UK students: <span dir="">Apply for a European Health Insurance Card "EHIC" resp.</span>
* Students from Switzerland or Turkey: a document stating the coverage needs to be presented to the AOK (or other German companies) student service, who will then check if it is valid and sufficient
* Students from other countries: see [here](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/insurances/) for more details.
* provide all documents in **ENGLISH**
* Find [accommodation](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/degree-programmes/before-arrival/living/)
</td>
<td>
</td>
</tr>
<tr>
<td>Enrollment</td>
<td>
* Info: https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/degree-programmes/before-arrival/enrolment-semester-fees/
* Enrollment is required every semester, and it is the student's responsibility to enroll themselves.
* <span dir="">The</span> [**online portal for enrolment**](https://wuestudy.zv.uni-wuerzburg.de/qisserver/pages/cs/sys/portal/hisinoneStartPage.faces?chco=y&noDBAction=y&init=y) <span dir="">opens 2 or 3 months before the semester starts</span>. You will receive the login credentials for Wuestudy **by post (?)** after completing the application process above
* Prepare documents mentioned in the **letter of admission**.
* The signed enrollment form [Zulassung_Application_form_for_exchange_students_Bewerbung_für_Programmstudenten.pdf](/uploads/9ad24f453e2dfc550b4e89e41268ac13/Zulassung_Application_form_for_exchange_students_Bewerbung_f%C3%BCr_Programmstudenten.pdf)
* Students also need to enroll for modules and exams by themselves
</td>
<td>
</td>
</tr>
<tr>
<td>After arrival</td>
<td>
* Info: https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/degree-programmes/after-arrival/
* [registration at the City Hall (Rathaus)](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/registration-with-the-city-of-wuerzburg/)
* [Get a resident permit](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/resident-permit/)
* [Pick up your student card](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/student-card/)
</td>
<td>
</td>
</tr>
<tr>
<td>Fee and payment</td>
<td>
* Semester fee: https://www.uni-wuerzburg.de/studium/studienangelegenheiten/beitraegeundgebuehren/
* <span dir="">Two options for payment transactions</span>: SEPA or Bank transfer. https://www.uni-wuerzburg.de/studium/studienangelegenheiten/beitraegeundgebuehren/zahlungswege/#c80541
</td>
<td>
<span dir="">To cancel your sepa contact </span>**<span dir="">sepa@uni-wuerzburg.de</span>**
</td>
</tr>
<tr>
<td>Access to IT, library, bank account</td>
<td>
https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/bank-account-library-it-services/
</td>
<td>
</td>
</tr>
<tr>
<td>Contacts</td>
<td>
<span dir="">Doris Laug</span>: international.students@uni-wuerzburg.de
<span dir="">Ulla Hornung</span>: international.students@uni-wuerzburg.de
</td>
<td>
</td>
</tr>
</table>
## For exchange students
<table>
<tr>
<th>Steps</th>
<th>
</th>
<th>
</th>
</tr>
<tr>
<td>General info</td>
<td>
https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/exchange-students/
https://www.uni-wuerzburg.de/en/studying-at-jmu/studienangelegenheiten/guest-students/
https://mcs.phil2.uni-wuerzburg.de/international/incoming/
</td>
<td>
</td>
</tr>
<tr>
<td>check prerequisites</td>
<td>
Same as a regular student,
or:
* <span dir="">have a </span>_Mittlere Reife_<span dir=""> or an equivalent or higher secondary school leaving qualification</span>
* <span dir="">who can demonstrate that strong grounds exist for which they are seeking admission as a guest student</span>
</td>
<td>
</td>
</tr>
<tr>
<td>Check accessibility and restrictions for applying for courses</td>
<td>
Courses in several programmes cannot be chosen, check the [list](https://www.uni-wuerzburg.de/en/studying-at-jmu/studienangelegenheiten/application-and-enrollment/bewerbungundzulassunguebersich/) and [Webpage](https://www.uni-wuerzburg.de/en/studying-at-jmu/studienangelegenheiten/guest-students/)
(Optional) If want to choose course at <span dir="">Language Centre (ZfS)</span>:
* contact Zfs for registration there and a confirmation
* submit this confirmation when applying for admission (next step)
Modules from HCI: https://mcs.phil2.uni-wuerzburg.de/international/incoming/
</td>
<td>
</td>
</tr>
<tr>
<td>Application for admission</td>
<td>
* fill out the [**Application for Admission as a Guest Student and SEPA Core Direct Debit Mandate**](https://www.uni-wuerzburg.de/fileadmin/32020000/Ref_2.2\_-\_SG_1/Formulare/Anmeldung_Gaststudierender_mit_Lastschrift_EN.pdf)
* If you have enrolled before, use the [**Re-Enrolment / Registration for Additional Courses for Guest Students**](https://www.uni-wuerzburg.de/fileadmin/32020000/Ref_2.2\_-\_SG_1/Formulare/Rueckmeldung-Nachbelegung_Gaststudierender_mit_Lastschrift_EN.pdf)
* Send the application with supplementary materials **by Post** or **in person** (not email). Check the [address and Office hour](https://www.uni-wuerzburg.de/en/studying-at-jmu/studienangelegenheiten/home/)
* Application [deadline](https://www.uni-wuerzburg.de/en/studying-at-jmu/studienangelegenheiten/dates-and-deadlines/application-deadlines/)
</td>
<td>
</td>
</tr>
<tr>
<td>Before arrival</td>
<td>
Info: https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/exchange-students/before-arrival-exchange-students/
preparation:
* [Learning Agreement](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/exchange-students/before-arrival-exchange-students/learning-agreement-engl/)
* [checklist](https://www.uni-wuerzburg.de/fileadmin/32020000/Auslandsamt/Studium_in_Wuerzburg/exchange/Vor_der_Abreise/Checklist_for_Exchange_Students_english_Corona.pdf)
* [find a tutor](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/assistance/student-tutors/)
* <span dir="">Apply for a </span>[<span dir="">visa</span>](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/visa/)<span dir=""> if not from EU/EEA</span>
* [<span dir="">Health insurance</span>](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/insurances/)<span dir=""> covering the full duration of the stay</span>
* <span dir="">EU and UK students: Apply for a European Health Insurance Card "EHIC" resp.</span>
* <span dir="">Students from Switzerland or Turkey: a document stating the coverage needs to be presented to the AOK (or other German companies) student service, who will then check if it is valid and sufficient</span>
* <span dir="">Students from other countries: see </span>[<span dir="">here</span>](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/insurances/)<span dir=""> for more details.</span>
* <span dir="">provide all documents in **ENGLISH**</span>
* <span dir="">Find </span>[<span dir="">accommodation</span>](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/degree-programmes/before-arrival/living/)
</td>
<td>
</td>
</tr>
<tr>
<td>
[After arrival](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/exchange-students/after-arrival-exchange-students/)
</td>
<td>
* [<span dir="">registration at the City Hall (Rathaus)</span>](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/registration-with-the-city-of-wuerzburg/)
* [<span dir="">Get a resident permit</span>](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/resident-permit/)
* [<span dir="">Pick up your student card</span>](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/student-card/)
</td>
<td>
</td>
</tr>
<tr>
<td>Fee and payment</td>
<td>
* Check [tuition fee](https://www.uni-wuerzburg.de/en/studying-at-jmu/studienangelegenheiten/guest-students/)
* Sign the SEPA (in the previous step)
</td>
<td>
To cancel your sepa contact **sepa@uni-wuerzburg.de**
</td>
</tr>
<tr>
<td>Transcript of record (grade transfer)</td>
<td>
Info: https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/exchange-students/after-arrival-exchange-students/transcript-of-records-fuer-auslaendische-studierende/
<span dir="">Your academic results during your stay in the Julius-Maximilians-Universität Würzburg will be recorded in the Transcript of Records and it will be sent to you and your home University.</span> See [here](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/exchange-students/after-arrival-exchange-students/transcript-of-records-fuer-auslaendische-studierende/) for more details.
Note: you have to register for the exam yourselves before taking an exam.
</td>
<td>
</td>
</tr>
<tr>
<td>Access to IT, library, bank account</td>
<td>
https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/bank-account-library-it-services/
</td>
<td>
</td>
</tr>
</table>
# Checklists and formalities before coming to Germany
<table>
<tr>
<th>Steps</th>
<th>
</th>
<th>
</th>
</tr>
<tr>
<td>Checklists</td>
<td>
[**Checklist: Formalities before your arrival**](https://www.uni-wuerzburg.de/fileadmin/ext00264/Allgemeine_Informationen/Checklist-\_Formalities_before_your_arrival.pdf)
</td>
<td>
</td>
</tr>
<tr>
<td>Visa Applications Support (if applicable)</td>
<td>
* Info: https://www.uni-wuerzburg.de/en/welcomecentre/new-at-the-university/visa-and-residence/
* International **students** and **PhD students**: contact [\*\*International Office \*\*](https://www.uni-wuerzburg.de/en/international/kontakt/)for support. Basic information [here](https://www.uni-wuerzburg.de/en/international/studying-in-wuerzburg/information-for-all-foreign-students/visa/).
* International **PhD students** can also register at the welcome center ([**registration form**](https://www.uni-wuerzburg.de/en/welcomecentre/registration/registration/)**)** to receive support.
* **Guest researchers:** contact the [Welcome Center](mailto:welcomecentre@uni-wuerzburg.de)[ ](welcomecentre@uni-wuerzburg.de)or department (**us?**)
* **Employees** (including professors and research associates)**:** contact the department and register at the welcome center ([**registration form**](https://www.uni-wuerzburg.de/en/welcomecentre/registration/registration/));<span dir=""> </span>[**Visa information for employees**](https://www.uni-wuerzburg.de/fileadmin/ext00264/Allgemeine_Informationen/uni_wue_visuminfo_flyer_vers2020.pdf)
* [Further Information on Rights of Residence](https://www.uni-wuerzburg.de/en/welcomecentre/new-at-the-university/visa-and-residence/)
*
**Important:** <span dir="">if your stay at the University of Würzburg includes a </span>**working contract**<span dir=""> you need to apply for a </span>**work visa**<span dir=""> (</span>**National Visa Category D**<span dir=""> including the </span>**work visa**<span dir="">) at your respective German embassy </span>**BEFORE**<span dir=""> you enter Germany</span>; in the case when you need a **signed contract** (which can only be signed upon arrival) for the work visa, please request a Hosting Agreement to apply [a Visa for the purpose of research](https://www.make-it-in-germany.com/de/visum-aufenthalt/arten/weitere/forschen) under [**<span dir="">§ 18d Residence Act</span>**](https://www.gesetze-im-internet.de/aufenthg_2004/\__18d.html)**.**
Apply for a [**Hosting Agreement**](https://www.bamf.de/SharedDocs/Anlagen/EN/Forschung/Forschungseinrichtungen/08muster-aufnahmevereinbarung-deutsch-englisch.html?nn=282388) <span dir="">("Forschungsvereinbarung" or "Aufnahmevereinbarung")</span>: contact the **department** (us?)
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<td>Upon arrival</td>
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For detailed information see [here](https://www.uni-wuerzburg.de/fileadmin/ext00264/Allgemeine_Informationen/Checklist-\_Formalities_upon_your_arrival.pdf)
* registering with the Citizens' Office
* opening a bank account
* taking out health insurance
* signing your employment contract
* registering with the Department for Nationality Issues and Foreigner Affairs to get your work permit or extend your residence permit
* decide on the potential use of benefits offered to civil servants (such as the occupational pension scheme or the job ticket for public transport)
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<td>Before departure (leaving Germany)</td>
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For detailed information see [here](https://www.uni-wuerzburg.de/fileadmin/ext00264/Allgemeine_Informationen/Checklist-\_Formalities_before_your_departure.pdf)
* giving notice of departure at the Citizens' Office
* keeping cancellation periods for your apartment, telephone and internet contracts, job ticket and other subscriptions
* closing your bank account
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