Why registration is important
Before you start as a self-employed person, you must officially register your activity. Only then are you allowed to write invoices, deduct expenses for tax purposes, and be registered with the tax office. Registration involves several steps, but overall it is often much easier than expected and can be completed within 2-6 weeks. With registration, you lay the foundation for starting legally and tax-compliantly.
Step by step: How the registration process works
1. Classify your activity – Freelance or trade
First check whether your activity falls under the so-called liberal professions. Freelancers (e.g. designers, journalists, coaches, doctors, developers) do not need to register a trade — they register directly with the tax office.
If, on the other hand, you work in trade, manufacturing, or the service sector, you must register a trade with the responsible trade or regulatory office (varies by municipality).
2. Trade registration → only for tradespeople
If you work commercially, you register your trade at the responsible trade office of your city or municipality. This can be done in person, by mail, or online (many cities now offer digital registration).
You indicate what you offer, where you work, and when you start. After submission, you receive your trade certificate, usually directly on site or by mail.
Your data is automatically forwarded to the tax office, the Chamber of Industry and Commerce (IHK) or Chamber of Crafts (HWK), and if applicable, professional associations.
Sources:
What you need for trade registration: ID card or passport, address of your business (this can also be your private registered address), processing fee: usually 15–60 € (varies by municipality), any required permits (e.g. for crafts, gastronomy, security services). Tip: Check whether your city offers online registration!
3. Tax registration – Questionnaire via ELSTER
After trade registration — or directly if you are a freelancer — you must register with the tax office for tax purposes.
This is done via the Questionnaire for Tax Registration, which you can fill out online via Mein ELSTER.
Once the tax office has reviewed the questionnaire, you will receive your tax number — it is required to issue invoices.
What you need to specify in the questionnaire: Personal data (name, address, activity), estimate of revenue & profit (realistic but non-binding), decision: VAT obligation or small business exemption (§ 19 UStG), bank details for tax refunds or advance payments. Tip: Apply for your ELSTER access early — the activation code by mail can take up to 2 weeks.
Sources:
Next steps after registration
After registration with the trade office and/or tax office, your self-employment is officially registered — but a few important organizational points remain. These mainly concern your insurance coverage and any mandatory memberships.
Health insurance notification
As a self-employed person, you must take care of your health insurance independently. You choose between:
- Statutory health insurance (GKV) and
- Private health insurance (PKV)
If you don't notify them within a few weeks of starting your business, back payments or insurance gaps may occur.
For more information, see our guide XXX
Check chamber membership
Many self-employed people automatically become members of a chamber as soon as they register. This depends on the type of your activity:
- Chamber of Industry and Commerce (IHK): for most tradespeople (e.g. trade, services, start-ups)
- Chamber of Crafts (HWK): for craft professions (e.g. hairdressers, carpenters, electricians)
- Tax advisor chamber, architects' chamber, medical chamber etc. for regulated professions
Chamber membership is often mandatory. The chambers offer information and advisory services and usually require membership fees. The fees depend on revenue and activity (IHK often around 30–150 € per year for small businesses).
Sources:
- https://www.fuer-gruender.de/wissen/unternehmen-gruenden/unternehmen-anmelden/standeskammern/
- https://gruenderplattform.de/unternehmen-gruenden/berufskammern
Professional association or Artists' Social Insurance Fund (KSK)
Depending on your activity, registration with a professional association (BG) or the Artists' Social Insurance Fund (KSK) may also be necessary:
- Professional association (BG):
Every tradesperson must register with the responsible BG within one week of starting their business (§ 192 SGB VII). It is responsible for statutory accident insurance. → Registration is free; contributions depend on risk and income. → If you have employees, payment to the BG is mandatory — as a self-employed person, you may be able to get an exemption.
- Artists' Social Insurance Fund (KSK):
For self-employed artists, designers, journalists, authors, etc. If your activity is artistic or journalistic, you can register there and benefit from social security like employees: You pay only about half of the health, care, and pension insurance contributions; the other half is covered by the KSK. Registration is voluntary but subject to conditions (e.g. minimum annual income of approx. 4,000 €).
Sources:
- https://www.ihk.de/darmstadt/produktmarken/gruendung/basisinformationen/vers-2538334
- https://gruenderplattform.de/unternehmen-gruenden/berufsgenossenschaft-anmelden
- https://www.kuenstlersozialkasse.de/ueber-uns/die-kuenstlersozialkasse
Common pitfalls and practical tips
- When in doubt about your classification, ask the tax office — the information is legally binding and free!
- Notify your health insurance on time → avoid back payments or insurance gaps.
- Apply for your ELSTER access early.
- Document everything in writing (e.g. confirmations, your tax ID, trade certificate, etc.).