Application: templates and forms

An Italian letter, in Italian, from a member of a supplementary health fund, a mutual fund or a health insurance policy, claiming back visits, tests, treatment or hospital stays already paid: it lists the invoices and prescriptions enclosed, gives the IBAN and asks to be told in writing of any missing documents. It is for funds that accept claims by post or PEC, or to chase a claim that has stalled; if the fund has its own members’ area or form, use those. It holds health data, so it is sold blank and filled in by hand.

An application to the district authority, the city's Magistrat or the Land police directorate to pay a fine from an Austrian penalty order or penalty decision later or in instalments (§ 54b Abs 3 of the Austrian Administrative Penal Act, VStG): with the file number, the amount, your payment proposal, your financial circumstances and why the difficulty is temporary. If paying at once is unreasonable for economic reasons, the authority must grant a suitable deferral or instalments. In German, ready to print, sign and send with proof of income and outgoings.

An Italian request, in Italian, that anyone can make without giving reasons, for data and documents held by a public body (art. 5(2) of legislative decree 33/2013, Italy’s freedom of information act), within the limits of art. 5-bis. The body answers within 30 days; a refusal can be reviewed by its transparency officer. Release is free apart from the cost of copies on paper or media: no revenue stamp. Many bodies have a free form in their ‘Amministrazione trasparente’ section. Send it by PEC or e-mail.

An application to a Polish head teacher for a duplicate of a lost or damaged certificate — a school-leaving, end-of-year or matura certificate: the type and the year issued, the surname at the time, date of birth, class or programme, the reason, proof of the 26 zł fee, and how it will be collected. A duplicate has the force of the original, and if the school no longer exists, the body holding its records issues it.

For anyone who received from the Comune an executive assessment or another demand for IMU, TARI or another local tax and cannot pay it all at once. Many Comuni have their own free form: if there is one, use it. Instalments follow the Comune’s regulation or, failing that, Italian Law no. 160 of 27 December 2019: up to 72 monthly instalments depending on the amount, and a regulation must allow at least 36 for debts above € 6,000.01. The request declares a temporary financial difficulty and is exempt from stamp duty.

The written request to a school in Cyprus for a copy of the leaving certificate (apolytirio), a certificate of studies with the marks for each year, or a certificate of attendance: the graduate's details as the school keeps them, the name while at school if it has changed, the year of graduation, the number of copies and the purpose. If the records are now kept elsewhere, it asks for the request to be passed on to whoever keeps them. It serves for a job, a university application or recognition abroad.

Interrupting studies is granted on particular grounds — health, family, work abroad, maternity — and almost always requires a document. What the application asks expressly is which examinations remain outstanding and how they are to be made up, because on returning a student is reinstated into a specific year, not where they remember being.

In the admissions ranking for a nursery or kindergarten, working parents prove their employment with a certificate from the employer. It is most often sent back not over its content but over a missing formality. So this request spells out what the certificate must carry: the employer's company number, an outgoing reference number, a date, a signature and a stamp. File it early — the rankings have deadlines, the payroll office does not.

Your access request to a company, association or body in Austria: whether and which data about you are processed, for what purposes, where they came from, to whom they go and how long they are kept, with a free copy (Art 15 GDPR). The answer is due within one month, extendable by two months with reasons (Art 12(3) GDPR). If none comes, you can complain to Austria's data protection authority, the Datenschutzbehörde (§ 24 DSG), which provides its own form free of charge. No copy of an identity document as a condition. In German.

The written request to the Social Insurance Services in Cyprus for a statement of one's insurance record: periods of insurance, insurable earnings, contributions and employers for the period you choose. It serves to check that an employer paid the contributions, before a claim for a benefit or pension, or for use in another country. It is also made as a request for access to personal data under art. 15 of the General Data Protection Regulation. With a verified CY Login account the statement can also be seen on gov.cy; this letter is for asking in writing, at the district office, a Citizen Service Centre or by email.

The request to a Greek school for a certificate of studies, a certificate of attendance or a copy of the school-leaving certificate (apolytirio): the graduate's details as the school keeps them (father's and mother's names, date of birth, name while at school), the year of graduation, the document wanted, the number of copies and the purpose. Graduates from the 2016–2017 school year on can get their apolytirio from gov.gr; this request serves older titles and certificates that are not there.

An Italian request, in Italian, from a parent or an adult student to the school office for a certificate of enrolment or attendance for private use: an employer, a bank, a sports body, a foreign authority. Many schools issue certificates through the electronic register; with public offices, and now with private parties too, a self-declaration is enough. It has the space for the 16 € revenue stamp (sold at tobacconists; @e.bollo online), which is not applied where the use is exempt. Hand it in at the school office or send it by PEC.

For someone tax-resident in France who is asked by a foreign state, bank or employer for a certificate of tax residence, to apply a tax treaty and avoid double taxation. The request can be made free through the secure messaging of your personal space on impots.gouv.fr. This French letter to the individual tax office (SIP) is for sending it by post or reusing its wording: year, foreign state, form 731 or the foreign form to be certified.

The written request for an apostille on an Austrian public document — or for its legalisation for a country outside the Hague Convention. Who apostilles depends on who issued it: the Land (birth and marriage certificates, registration and criminal record certificates, for instance), the president of the regional court (court and notarial documents) or the Foreign Ministry. With the document, the country it is for and how it comes back. Where a Land has its own form, as Salzburg does, use that. In German, ready to print and sign.

The request to a Romanian school for a transcript — the marks for each year of study — or a duplicate of a lost or damaged certificate: the years and class, the document wanted, its purpose and the name used while studying. For a duplicate of a lost diploma, the loss is first published in the Monitorul Oficial and a notarial declaration made, and the request attaches both.

The letter asking your former school in Germany for a replacement (Zweitschrift) of a lost or damaged certificate, such as the Abitur certificate or a school-leaving certificate. It names the certificate, the year it was issued, the years at the school and your name at the time, asks for your present name after a change of name, and asks about any fee beforehand. If the school has closed, it goes to the school that keeps its records or to the school administration of its operator. Each Land sets its own fees and procedure; in Brandenburg the school offices take applications on their own form. In German, ready to print, sign and send.

The written request to an Austrian school for a copy or a duplicate of a school report — the annual report, a leaving certificate or the Matura certificate (Reifeprüfungszeugnis) — when the original is lost, damaged or destroyed or another copy is needed. It gives the report, the school year, the years at the school, the date of birth and the name used at school, so the school can find its records. The school will tell you whether there is a charge; the letter asks, and asks who holds the records if the school no longer does. In German.

The request to Austria's tax office, the Finanzamt Österreich, to extend the deadline for an income tax, VAT or other tax return under § 134 Abs 2 of the Austrian Federal Fiscal Code (BAO): with the return, the year, the current and the requested deadline, and the reasons. It must be filed before the deadline runs out; if it is refused, the office sets a further period of at least one week. Missing the deadline without excuse risks a late-filing surcharge of up to 10% (§ 135 BAO). By post, fax or FinanzOnline: an e-mail is no submission at all (§§ 85, 86a BAO). In German.

For a parent, or an adult pupil, who needs a certificate of school attendance (for the CAF, an employer, a grant body), a leaving certificate after a move, the transfer of the school file to the new school, or a copy of the school report book. The certificate is often a free download from the school's digital workspace (ENT), and the report book from ÉduConnect: check there first. In French, the letter to the head identifies the pupil, the document wanted and who it is for.

Where a diploma is lost, destroyed or damaged, a duplicate is issued from the register held by the school or university. The application identifies exactly which diploma is wanted — year of completion, course, registration number if known — because the issuer searches an archive rather than a name. A fee is usually payable and a declaration of the circumstances required.

Your request to the German tax office (Finanzamt) to bring the quarterly income tax advance payments into line with lower income under § 37(3) of the German Income Tax Act (EStG) — after fewer orders, higher business costs, parental leave, illness or the end of an activity. The letter gives the year, the current and the requested payment and the expected income, explains the change, covers the solidarity surcharge and church tax, and asks for overpaid amounts to be refunded. For the self-employed, freelancers and landlords. In German.

An Italian letter, in Italian, to a company, bank, employer, app or public body asking whether it processes your personal data and for a copy, with purposes, recipients, retention periods and source (art. 15 of Regulation (EU) 2016/679). The controller must answer within one month, and the first copy is free. The Italian data protection authority (Garante) publishes a free model on its website. Send it by PEC, by e-mail to the privacy address in the privacy notice, or by registered post with proof of receipt.

For finding out what a company, administration or association based in France knows about you. The CNIL publishes a free model letter; this letter, in French, follows the same right and goes further: confirmation of processing, a copy of the data, purposes, recipients, retention period, source and automated decisions (article 15 of the GDPR), an answer within one month (article 12), first copy free. It announces a complaint to the CNIL if there is no reply. Send it by post or through the channel named in the privacy policy.

Used where an original document has been lost, stolen or destroyed — a diploma, a certificate, an employer's letter. The particulars of the lost document and the reason for the loss are stated.