A request for additional documents should not automatically be seen as a refusal. First find out what is missing and how it relates to your earlier submission.

Compare the request with your records

Find the version of the documents you submitted and the proof of sending. Check whether a document is missing, a file is illegible or a different form is required. If you have already sent the document, ask a precise question quoting the date and the reference number.

Reply point by point

Make a list of the new attachments and explain what you are sending. For documents you cannot provide, clarify how to proceed in good time. Do not assume that a phone call has automatically changed a written requirement or deadline.

How to tell a missing document from an unsuitable format

Read exactly what is being requested: a new document, a missing part or the same document in a different form. Compare the letter with the list of your previous submission. If you previously sent a photo and a different form is now required, simply sending the same file again will not solve the problem. If you have already sent the document in full, ask for clarification, quoting the date and reference number. Do not start an argument over a single title: different documents can have similar translations but serve different functions in the procedure.

How to put together a new set without confusion

Create a separate folder for your reply to this specific request. Name the attachments and link them to the points in the letter. Do not overwrite the records of your original submission: you may need the history for later questions. Check the deadlines and the permitted way of sending. For documents you cannot yet provide, clarify the procedure in advance; asking for a delay or a substitute is not the same as receiving consent. After sending, keep the confirmation and update your log so that others can see which requirements have been met and which are still awaiting a reply.

What to check

  • Keep the entire additional request.
  • Note the required form of the documents.
  • Check the deadline and how to reply.
  • Link the new set to your original application.

Example situation

If the complete document has been requested, sending the same first page again will not solve the problem. Check that all annexes and reverse sides were included.

Next step

Understanding exactly why documents were requested helps you fill the specific gap instead of repeating your earlier submission.

Official information on this topic

Checklists and examples are organisational recommendations. Requirements depend on the procedure, the city and your situation; check them with the relevant office before you act. Please discuss legal and tax questions with an authorised professional.

This article was prepared with the help of AI. The example illustrates the approach and does not describe a client case.