How to start, write and end a letter in German [formal + informal]

“Dear reader,

Today I picked up my pen to write to you about the long lost art of letter writing.”

We all know how to text and send quick emails full of abbreviations but when was the last time you sat down to write someone a letter with pen and paper? Taking the time to do this will show the other person you’ve put in some real effort, which is likely to get you what you want - whether you’re trying to impress a German love interest, writing a complaint letter to a German company or asking that nice German-speaking sales rep about the delicious perfume you didn’t get the chance to buy.

Getting those letters right demonstrates your commitment to effective cross-cultural communication and impresses the other person. So we’ll teach you exactly how to write a letter in German.

Why learn how to write a letter in German?

In German-speaking countries, it’s still fairly common to write letters, especially to formal offices or your bank. These are often the kind of important letters you want to get just right - but watch out!
Writing a letter in German is not just like writing an English letter in a different language.

There are a number of things to take into account that will be different - starting with the size. In Germany, all standard mail comes in the size A4, not letterbox. It’s what people print their documents on and the size you’ll see in all stationery.

Next up, you wanna get your format and tone of voice right, and make sure your greeting and sign off are appropriate. Luckily there are a number of fool-proof words and phrases you can learn or copy and once you get them right, you’ll come off as a sophisticated German-speaker.

Key letter writing vocabulary to keep in mind

Let’s get started with these important letter-related words.

Formatting a letter in German

If you’re talking to a friend or a loved one, you can obviously relax about formatting your letter - but for any other purposes, try to stick to the common format, with this step by step guide on how to write a formal or a business letter in German:

• Start by placing your address on the top left corner of the page
• Next, add the recipient's address, aligned on the top right corner. Remember to include their name, street, postal code, and city.
• On the top right, write the date in long format (19. Juni 2023)
• If you’re using reference numbers, include them below the recipient's address, on the right-hand side and feel free to put them in parentheses or square brackets
• Add a polite salutation like “Sehr geehrter/ Sehr geehrte” if you’re addressing a stranger, followed by “Herr/Frau” and the person’s last name
• State what you want. No matter how long German words usually are, keep your content short and to the point by avoiding unnecessary fluff
• Sign off with a greeting like “Mit freundlichen Grüßen”, plus your name, and make sure you sign the letter by hand, even if you typed out the rest

How to write the date on a letter in German

German dates are a little different from the American standard:

• The conventional date format is DD.MM.YYYY. So, if today is June 10, 2023, you would write it as 10.06.2023
• When writing dates within a paragraph, remember to capitalize the days of the week (Montag, Dienstag, etc.) and months (Januar, Februar, etc.)
• Also, Germans use a dot (.) as the separator, not of a comma (,)

How to write a formal or business letter in German

Formal letters in German require a professional tone and adherence to proper etiquette. When writing a formal letter to a stranger in German, remember to:

• Use the appropriate formal pronouns, such as "Sie" instead of "du"
• Maintain a clear and concise structure
• Stick to polite and respectful language, avoid slang
• Learn about German business vocab and etiquette

Formal letter greetings

How to start a formal letter in German

When it comes to crafting a formal letter, keep in mind why you’re writing the letter and what you’re hoping to get from the recipient.

Whether you’re applying for a job, writing an apology or trying to sell a product, we’ve collected just the right phrases to start your letter in German.

Cover letters when applying for a job

Letter of enquiry

Letter of complaint

Letter of apology

For more ways to apologize in German, check out this helpful guide!

Letter of response

Letter of sales / promotion

How to sign off or end a formal letter in German

If you need more inspiration for signing off a letter or an email, head to our guide on saying goodbye in German!

Example of a formal letter in German

Absender:
Sophie Schaller
An der Welle 3
60486 Frankfurt am Main

Empfänger:
Frau Milena Eichbaum
Leiterin der Parfumabteilung
Drogeriegeschäft Kranz
Hauptstraße 5
10178 Berlin

Frankfurt am Main, den 7. Juni 2023

Betreff: Anfrage bezüglich eines bestimmten Parfums

Sehr geehrte Frau Eichbaum,

Ich hoffe, diese Zeilen erreichen Sie in bester Gesundheit und Stimmung. Vor Kurzem hatte ich das Vergnügen, Ihr Geschäft zu besuchen, wo ich in den Genuss Ihrer exzellenten Beratung in der Parfumabteilung kam.

Zu meinem Bedauern musste ich meine Suche nach dem perfekten Duft unterbrechen, da ich einen unerwarteten Anruf erhielt und das Geschäft vorzeitig verließ. Da wir während meiner Beratung mehrere Parfums ausprobiert haben, ist mir leider der Name des Parfums entfallen, das mir so gut gefiel.

Ich erinnere mich noch vage daran, dass es eine blaue Flasche hatte und herrlich nach Jasmin und Vanille duftete, mit einer weiteren Note, die mich an den Strand erinnerte. Ich wäre Ihnen sehr dankbar, wenn Sie mir helfen könnten, dieses spezielle Parfum zu identifizieren.

Ich freue mich auf Ihre Antwort und bedanke mich im Voraus für Ihre Hilfe!

Mit freundlichen Grüßen,

Sophie Schaller

Translation:

Sender:
Sophie Schaller
An der Welle 3
60486 Frankfurt am Main

Recipient:
Frau Milena Eichbaum
Leiterin der Parfumabteilung
Drogeriegeschäft Kranz
Hauptstraße 5
10178 Berlin

Frankfurt am Main, June 7, 2023

Subject: Inquiry regarding a specific perfume

Dear Mrs. Eichbaum,

I hope these lines reach you in the best of health and spirits. I recently had the pleasure of visiting your store, where I had the honor of receiving your excellent advice in the perfume department.

To my regret, I had to interrupt my search for the perfect fragrance as I received an unexpected phone call and left the store early. Unfortunately, since we tried several perfumes during my consultation, I forgot the name of the perfume that I liked so much.

I vaguely remember that it had a blue bottle and smelled delightfully of jasmine and vanilla, with another note that reminded me of the beach. I would be very grateful if you could help me identify this particular perfume.

I look forward to your reply and thank you in advance for your help!

With kind regards,

Sophie Schaller

How to write an informal letter in German

If you have German-speaking friends, I’m sure it would absolutely make their day if they got a handwritten letter from you!

It can be to a new acquaintance you met in transit at the Frankfurt airport or the coworker from your company’s German team that you’ve recently befriended.

Or you can go online and find a German-speaking pen pal, which is a super fun way to practice your German language skills!

Informal letters give you the liberty to write in a more personal and relaxed tone. They commonly start with a friendly greeting like "Liebe/r" (Dear) or "Hallo" (Hello) and end with casual sign-offs such as "Viele Grüße" (Many Greetings) or "Bis bald" (See you soon) - and in between you can get creative and say whatever comes to mind.

Informal letter greetings

When crafting an informal letter to a friend or a loved one, don’t worry about a formal greeting!

How to start an informal letter in German

You’re not trying to open a new bank account or complain about a service. This is a letter to a regular person in your life, so just write the way you’d talk to them!

How to sign off or end an informal letter in German

Sign off your letter with one of these phrases and don’t forget your name after that!

How to write an email in German

If this all sounds like a little too much work and you’re wondering how to write a German email instead, keep these things in mind:

• Punctuality: Most Germans value punctuality, so try to respond to emails in a timely manner
• Formality: Even in emails, it's common to use formal greetings and sign-offs if you don’t know the other person well
• Structure: Like traditional letters, German emails also tend to follow a specific structure with a greeting, body, and conclusion
• Politeness: Germans generally prefer directness in communication, but it's essential to stay polite. Consider using phrases like "Ich würde mich freuen, wenn..." (I would appreciate it if...) to make requests more courteous
• Fonts: Stick to professional, easy-to-read fonts such as Arial or Times New Roman. Avoid colored fonts and excessive use of bold or italic text
• Emojis: Generally avoid emojis in formal emails to strangers but if you do know the other person, go ahead. Using emojis in writing is like smiling while talking!

“Alles Liebe”

As you set out to write your own letters and emails in German, remember that each one of them is an opportunity to deepen connections, express your thoughts, and participate in a cultural exchange. So, grab that pen or start typing, and let your words brighten someone’s day!

P.S.: If you’re looking for more inspiring articles that all read like little love letters to the German language, find our German vocabulary blog!