The reporting procedure

Here is how the handling of your report proceeds, step by step.

1. Submit a report

You choose one of three reporting channels: the written form, the AI-assisted phone line, or a request for an in-person meeting. With the written channel, you immediately receive a random case ID and set a password.

2. Acknowledgement within 7 days

The reporting office acknowledges receipt of your report within seven days (§ 17 (1) no. 1 HinSchG). You can check the status at any time in the case portal.

3. Review and processing

The ombuds office reviews the plausibility of the report, may ask follow-up questions via the confidential message channel if needed, and initiates appropriate follow-up measures.

4. Feedback within 3 months

You will receive feedback on the outcome of the review and the follow-up measures taken or planned no later than three months after the report was received (§ 17 (1) no. 4 HinSchG). For complex cases, we will inform you of the interim status.

5. Conclusion and retention

After conclusion of the proceedings, your case remains fully documented for three years (§ 11 (5) HinSchG) and is then automatically and irrevocably deleted.