Writing a formal letter in German requires attention to specific conventions and structures that may differ from English letter writing. Whether you're applying for a job, writing to a government office, or corresponding with a business partner, mastering the formal German letter format is essential for professional communication.
Why Formal Letter Structure Matters in German
German business culture places high value on formality and proper structure in written communication. A well-structured formal letter demonstrates professionalism and respect for German business etiquette. It can make the difference between getting a response and having your letter ignored.
Essential Components of a German Formal Letter
1. Your Address (Absender)
Your address goes in the top-right corner of the letter. Include your full name, street address, postal code, and city.
2. Date (Datum)
The date is written below your address, aligned to the right. In German, the format is: Tag. Monat Jahr (Day. Month Year)
Example: 15. September 2025
3. Recipient's Address (Empfänger)
The recipient's address goes on the left side, below the date. Include the company name, recipient's name, and full address.
4. Subject Line (Betreff)
Always include a clear subject line that summarizes the purpose of your letter. This helps the recipient understand the letter's content immediately.
5. Formal Greeting (Anrede)
Common Formal Greetings:
- Sehr geehrte Damen und Herren - Dear Sir or Madam (when you don't know the recipient's name)
- Sehr geehrter Herr [Last Name] - Dear Mr. [Last Name]
- Sehr geehrte Frau [Last Name] - Dear Ms./Mrs. [Last Name]
- Sehr geehrte Frau [Last Name], sehr geehrter Herr [Last Name] - When writing to multiple people
6. Letter Body (Hauptteil)
The body of your letter should be structured in clear paragraphs:
- Opening paragraph: State the purpose of your letter clearly
- Main paragraphs: Provide detailed information, arguments, or requests
- Closing paragraph: Summarize your main points and indicate next steps
7. Formal Closing (Grußformel)
Common Formal Closings:
- Mit freundlichen Grüßen - With kind regards (most common)
- Mit besten Grüßen - With best regards
- Hochachtungsvoll - Yours respectfully (very formal)
8. Signature (Unterschrift)
Leave space for your handwritten signature, followed by your typed name below.
Complete Example: Job Application Letter
Musterstraße 123
12345 Berlin
15. September 2025
Musterfirma GmbH
Frau Schmidt
Hauptstraße 456
54321 München
mit großem Interesse habe ich Ihre Stellenausschreibung für die Position als Marketing Manager in der Musterfirma GmbH gelesen. Als erfahrener Marketing-Experte mit über fünf Jahren Berufserfahrung in der digitalen Marketingbranche bewerbe ich mich um diese spannende Position.
In meiner aktuellen Position bei der ABC Marketing Agentur habe ich erfolgreich mehrere digitale Marketingkampagnen geleitet, die zu einer Steigerung des Umsatzes um 25% geführt haben. Meine Expertise umfasst Social Media Marketing, Content Marketing und Datenanalyse.
Ich bin überzeugt, dass meine Qualifikationen und meine Leidenschaft für innovative Marketingstrategien einen wertvollen Beitrag zu Ihrem Team leisten können. Gerne würde ich die Gelegenheit nutzen, in einem persönlichen Gespräch mehr über die Position und Ihre Erwartungen zu erfahren.
Über eine Einladung zu einem Vorstellungsgespräch würde ich mich sehr freuen.
Max Mustermann
Important Tips for German Formal Letters
Language and Tone
- Use formal language (Sie-form) throughout the letter
- Be direct and concise - Germans appreciate clarity
- Avoid contractions and colloquial expressions
- Use proper German punctuation and capitalization
Formatting Guidelines
- Use a professional font (Arial, Times New Roman, or Calibri)
- Set margins to 2.5 cm on all sides
- Use single spacing within paragraphs, double spacing between paragraphs
- Keep the letter to one page when possible
Common Mistakes to Avoid
- Don't use "Du" instead of "Sie" in formal correspondence
- Avoid overly casual greetings like "Hallo" or "Hi"
- Don't forget the subject line (Betreff)
- Make sure to include all required address information
- Don't use English-style date formats
Different Types of Formal Letters
Business Letters (Geschäftsbriefe)
For correspondence with companies, suppliers, or business partners. Use the most formal tone and include all business details.
Official Letters (Behördenbriefe)
For communication with government offices, authorities, or official institutions. These require the highest level of formality.
Application Letters (Bewerbungsschreiben)
For job applications, scholarship applications, or university applications. These should be tailored to the specific position or opportunity.
Complaint Letters (Beschwerdebriefe)
For formal complaints or requests for resolution. Maintain a respectful but firm tone.
Practice Makes Perfect
Writing formal letters in German takes practice. Start by studying examples, then try writing your own letters for different situations. Consider having a native German speaker review your letters to ensure they meet the expected standards.
Remember that formal letter writing is not just about following rules—it's about communicating effectively and professionally in a way that respects German business culture and expectations.