How to write letters in German and templates for letters and emails

Writing messages in German is an important skill that should be learned and mastered in daily life in general. Messages, personal and official letters, as well as emails, are extensively used in Germany, whether through email or social media platforms.

For several reasons, such as sending an inquiry message about something like an appointment, asking about friends and family, as well as offering congratulations.

You can also send a letter or message to a friend who has moved to a distant place, or if you want to inquire about someone’s well-being, or inform a close relative or friend about your personal experiences.

Please send an apology message for something, and there are several fundamentals that must be followed when writing messages in German. We will learn about them in the following lines through the German encyclopedia, Almanypedia, at

As part of our ongoing efforts to provide the best information and easiest explanations for anyone interested in learning the German language, we have explained lessons from the “Mention” book and provided some other notes that enhance the learning process and make it more enjoyable.

Writing letters in German

Writing letters in German

Initially, messages are divided into personal messages and official messages, each with its own characteristics and features. Personal messages are largely dedicated to a single person, such as a love letter from a young man to a girl, and can be sent to family, friends, and neighbors. The formality of the relationship between the sender and the recipient determines the nature of the message.

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While official messages are written on occasions and in speeches that are highly formal, such as when applying for a job, writing a business letter, sending a complaint, or inquiring about specific details, formal greetings are particularly important when addressing presidents, prime ministers, and high-ranking officials. Additionally, making reservations for places like a restaurant or cinema falls under this category.

A message or letter generally consists of several fixed parts, which do not change, and they are as follows:

  • The header or letterhead (location and date) Briefkopf (ort und datum)
  • Greetings (Hello…, dear…) Begrüßung (Hallo…, Liebe…) \Anrede
  • Message Text Brieftext (Inhalt)
  • Ending the Message briefschluss
  • Closure greeting (With warm regards, dear…I’ll see you soon) and signature. Grüße, Dein…. , Bis bald) und Unterschrift Grüßeformel (liebe.

How to write a letter in the German language

There are two types of messages that can be written: personal messages and formal messages. Each type has its own characteristics and specific method. Official letters can be sent to institutions, companies, government agencies, or unfamiliar individuals where there is no strong relationship between the sender and the recipient, and they should be addressed in a formal manner.

Unlike personal letters that can be sent to family members, relatives, and close friends, or individuals with a strong connection or close relationship to the sender.

First, we will explain how to write a personal letter, as there are some basics that should be considered before starting to write the letter, such as font size, spacing, and adherence to German rules, as well as other specifications like paper design or writing on the envelope.

The speech should begin with the correct heading, whether it is the sender’s or the recipient’s address, including essential information such as the country name, date, personal details, and other relevant information.

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Types of Messages in the German Language

  • Personal messages
  • Official Correspondence

How to write personal messages in German

  • Beginning of the message Der Briefkopf

Every speech or letter includes a header, which consists of the location and date in detail, with a comma separating the location and time, such as:

Köln, 12. September 2014

Berlin, 25.10.2020

Hamburg, Donnerstag den 20. Februar, 2020

  • Die Anrede im Brief The greeting in the message is in German

Before starting to write letters in German or the actual content of the message, it is advisable to greet the recipient personally. This is done by placing an exclamation mark in the greeting or using a comma and continuing the writing in lowercase letters, depending on the level of familiarity with the person receiving the message. Different pronouns can be used in addressing the greeting, and there are many greetings that can be written, such as:


Lieber ….,

Guten Tag ……!

Hallo Opa,

Guten Tag Frau ….,

Liebe Frau ….,

The pronouns used to address someone respectfully, such as “Sie/Ihnen/Ihre,” should be capitalized, while pronouns referring to close individuals can be written in lowercase or uppercase letters.

Fremde Personen: Sie, Ihnen, Ihre Strangers

Close acquaintances Vertraute Personen: du, dir, dich, ihr, euch, euer usw

  • The text or content of the message is in the German language Der Brieftext

The text content is divided into three parts: introduction, middle, and conclusion. It is essential to focus on the structure of the message and the organization of ideas so that the reader or recipient can understand the message and content well. The emphasis should be on the reader of the message and addressing them directly. It is also important to separate the main part of the message from the introduction, paragraphs, and conclusion of the discourse.

The content of the message can include words of gratitude, appreciation, or love before delving into the details or explaining the reason for writing the letter. It can also involve expressing personal experiences, emotions, or thoughts. Additionally, addressing the reader personally and asking them questions can encourage them to respond to you in another letter.

  • Closing a message and signing it in German Die Grußformel und die Unterschrift

After finishing the body of the message, it is appropriately concluded and closed, followed by the signature, which is the placement of the name. The message can be concluded with a salutation to the recipient, in specific formats, including:

Viele liebe Grüße With best regards

Viele Grüße With regards or send my regards

Bis bald I’ll see you soon

Bis dann Goodbye or farewell

Ich freue mich auf deine Antwort und sende dir viele Grüße I look forward to your response and send you my warmest regards

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How to write official letters in German

  • Der Briefkopf

The top or header of the message includes the specific details of the sender and recipient, such as the address, location, and date. Typically, the sender’s name and address are placed at the top left, along with the telephone number and email address. It is also permissible to write the address on the right or in the center.

The recipient’s address includes the name, street number, house number, postal code, and city. In the case of a letter addressed to an institution, company, or specific entity, the recipient’s name or company name is stated, followed by the designation of the office or department to which it is being sent. Additionally, the right side of the letter features a space for the place and date of writing, such as:

Berlin, 11.07.2019

Köln, 5. September 2011

  • Der Betreff

The subject or title is a very brief summary of the content of the message, explaining in a few words the purpose of sending the message, followed by a polite greeting in the next line.

  • Die Anrede

Greetings are given in a neutral manner whether you know the recipient or not. If you know who will read the message, you can address them directly. However, if you don’t know the recipient, use a slightly formal greeting, such as “Sir” or “Madam.” For example:

Sehr geehrte Frau …, …

Sehr geehrte Damen und Herren, …

Sehr geehrter Herr Professor Doktor…

vielen Dank für Ihre schnelle Antwort.

After greeting, a comma is placed, then writing begins on a new line, taking into consideration that the font size should be small. When writing to an unfamiliar person, it is preferable to use a respectful form, addressing them formally, using the pronouns “Sie,” “Ihr,” and “Ihnen,” and writing them with capital letters.

  • Der Brieftext

Follow the usual method when writing a text or message, which involves dividing it into an introduction, body, and conclusion. This division helps organize the discourse and facilitate reading for the recipient. Always consider who you are writing to and for what purpose, as it contributes to determining the style, language, and presentation of sentences and words.

Always address the reader directly and you may ask them questions if necessary to stimulate their response. It is important to avoid language errors and thoroughly review the message before sending it, ensuring that the text is polite and well-organized.

There are several approaches to start a message content based on its subject, such as:

ich schreibe Ihnen weil … I am writing to you because

ich nehme Bezug auf Ihr Schreiben vom… I refer to your message

ich habe folgendes Anliegen: I have the following request

  • Der Briefschluss – Grußformel

In formal correspondence, the message is concluded in a more polished manner, especially when addressing someone we don’t know well. The greeting can be placed in the last sentence of the text or on its own at the end of the message, without a comma or any punctuation mark. The signature follows directly after the greeting on a new line, such as:

Mit freundlichen Grüßen… Please accept our utmost respect

Mit freundlichem Gruß… With sincere appreciation or regards

Ich freue mich auf Ihre Antwort und verbleibe mit freundlichen Grüßen… I look forward to your response. Best regards.

Ich danke Ihnen für Ihre Aufmerksamkeit und verbleibe mit freundlichen Grüßen Thank you for your kind attention and best regards.

  • Unterschrift

In the end, the letter must be personally signed. If there is a desire to include any documents with the letter, they can be individually attached after the signature, with a separate heading for each.

There are many models for writing letters and emails in the German language, which is known for its easy language and simple, uncomplicated style. It is important to pay close attention to the rules and general format of the message, such as the layout, margins, and empty lines, as well as the differences in capitalization for words.

German messages rely heavily on linguistic proficiency, as there are specific messages for level A1, others for level A2, messages for level B1, as well as for level B2. When writing, it is important to consider whether the message is personal or formal. The following are some examples of how to write letters or emails, whether in a formal or informal manner.

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Personal letter templates in German

How to write letters in German, letter templates, and emails

An invitation message for a birthday celebration in German Einladung zum Geburtstag

Liebe Freunde,

Ich lade euch ganz herzlich ein, am meine Geburtstag zu kommen, Es wäre mir eine Ehre wenn ihr Kommt und feiert zusammen.

Mit großer Freude möchte ich diesen Tag im Kreise meiner Liebsten feiern, Wir trinken zusammen Wein und Dessert. Ich warte euch.

Liebe Grüße,


My dear friends

I cordially invite you to attend my birthday celebration from the bottom of my heart. It would be an honor if you could come and celebrate with me. I am filled with great joy and would love to celebrate this day with my loved ones. We will drink wine and have dessert together. I will be eagerly awaiting your presence.

With best regards


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Message for not attending the lesson in German Abwesenheit zum Unterricht

Lieber Lehrer,

Ich schreibe Ihnen diesen Brief, weil ich Ihnen mitteilen möchte, dass ich leider zum Unterricht nicht kommen kann, ich bin sehr krank, Ich habe Kopfschmerzen und Fieber.

Ich habe versucht, Sie anzurufen, aber leider konnte ich Sie telefonisch nicht erreichen. Kannst du bitte für mich die Hausaufgaben mitnehmen? Ich warte auf deine Antwort.

Mit freundlichen Grüßen


Dear teacher,

I am writing this message to inform you that, unfortunately, I am unable to attend the class. I am very sick and experiencing a severe headache and fever. I tried to contact you, but unfortunately, I couldn’t reach you by phone. Could you please take my homework for me? I will await your response.

Please accept my utmost respect


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A message about a visit to Spain in German Stadtbesichtigung Spanien

Hallo Michael,

Erstens, wie geht es dir, Ich bin jetzt in Spanien und verbringe den Jahresurlaub mit Meine Familie. Wir sind sehr glücklich. Das Wetter ist schön، die Sonne scheint und die Meereswellen sind unglaublich.

Gestern waren wir in der Alhambra und unser Plan für heute und morgen ist Andalusien zu besuchen. Ich würde mich sehr freuen, wenn du kommen kann.

Dein Freund Ahmed

Hello Michael

First of all, how are you? I am currently in Spain, enjoying my annual vacation with my family. We are extremely happy; the weather is beautiful, the sun is shining, and the sea is magnificent. Yesterday, we visited the Alhambra Palace, and today and tomorrow, we will be visiting Andalusia. I would be delighted if you could join us.

Your friend Ahmed

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A message about celebrating Christmas in German Weihnachten

Liebe Christina,

Wie geht es dir? Ich hoffe, dass es dir gut geht. Wie du weißt , dass Weihnachten nächsten Monat, Ich möchte es mit meinem Großvater und meiner Großmutter feiern.

In dieser Zeit dekorierte ich die Fenster und stellte einen Adventskranz mit vier Kerzen in die Wohnung. die meisten Familien zunächst zum Gottesdienst in die Kirche.

sie feiern die Bescherung unter dem Christbaum und geben Geschenke, viele Süßigkeiten und Plätzchen für die Kinder. Endlich wünsche ich frohe Weihnachten und ein gutes neues Jahr.

Liebe Grüße,


Dear Christina,

How are you? I hope you are doing well. As you know, it’s my birthday next month, and I want to celebrate it with my grandfather and grandmother. During this time, I will decorate the windows and put a wreath of flowers with four candles in the apartment. Most families first go to church for prayers.

They celebrate by exchanging gifts under the Christmas tree and offering presents, along with a variety of sweets and cookies, to the children. Finally, I wish you a Merry Christmas and a Happy New Year.

Best regards


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Official Letter Templates in German

Pre-made messages in German language level A1

Apology Letter for Not Attending a Course in German Entschuldigung für Kur Anwesenheit

Sehr geehrte Frau Marwa,

Ich möchte mich dafür Einschulungen, dass ich zu Deutschkurs nicht kommen kann, weil mein Sohn gestern krank geworden ist. Ich habe eine Bitte an Sie: Könnten Sie mir die Hausaufgaben für die nächste Woche, wenn ich lange nicht komme, zu schicken?

Ich hoffe, dass ich in der nächsten Woche wieder zum Deutschkurs komme, Ich bedanke mich für Ihre Mühe und Unterstützung.

Mit freundlichen Grüßen


Dear Mrs. Marwa,

I apologize for not being able to attend the German language course as my son fell ill yesterday. I have a request for you: Could you please send me the homework for the next week if I am unable to attend for an extended period?

I hope to return to the German language course next week. Thank you for your efforts and support.

Please accept our utmost respect


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Letter about applying for a new job in German Bewerbung neue Job

Sehr geehrte Damen und Herren,

Mit großem Interesse habe ich Ihre Anzeige über die Stelle in der Zeitung gelesen. Ich interessiere mich dafür , aber ich möchte gern Fragen dazu stellen. Benötigen Sie Zertifikate oder Schulungen?

Muss ich ein Formular ausfüllen? Oder könnten Sie mich anrufen?, Ich wäre Ihnen sehr dankbar, wenn ich ein paar Informationen zu diesem Job bekommen könnte. Auf Ihre Antwort, würde ich mich sehr freuen.

mit freundlichen Grüßen

Ladies and gentlemen

I have read your job advertisement in the newspaper. I am interested in it, but I would like to ask some questions about it. Does the position require any certifications or training?

Do I need to fill out a form? Or can you contact me? I would greatly appreciate it if I could get some information about this job. I would be very happy to hear back from you.

Please accept my utmost respect

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A message about the breakdown of the TV in German Funktionsstörung Fernseher

Sehr geehrter Herr ahmed,

ich habe versucht Sie anzurufen mehr als einmal, weil Plötzliche Fehlfunktion des Fernsehers ist, seit zwei Tagen, Ich bin kein Fernsehfan, aber ohne Nachrichten und den Wetterbericht kann ich nicht leben.

Schicken Sie bitte einen Handwerker zu mir, um meinen Fernseher zu reparieren, ich habe die Hoffnung, dass Sie mein Problem verstehen und schnell reagieren können. Ich bedanke mich im Voraus.

Mit freundlichen Grüßen


Dear Mr. Ahmed,

I have tried to contact you several times due to a sudden malfunction in the television since two days ago. I am not a fan of television, but I cannot live without news and weather forecasts.

Please send me a skilled technician to repair my television. I hope you understand my issue and are able to respond promptly. Thank you in advance.

Please accept my utmost respect


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Frequently Asked Questions about writing letters in German, along with sample letter and email templates

How can I write a formal letter in German?

You should start with a greeting such as “Sehr geehrte(r) Herr/Frau” (Dear Mr./Mrs./Ms.).
The reason and purpose of the message should be clearly and concisely presented.
It is important to use polite and respectful phrases and to provide detailed information.
In conclusion, it is necessary to write the closing greeting as “Mit freundlichen Grüßen” (Best regards).

What are some examples of official letters in German?

Job Application Letter (Bewerbungsschreiben)
Thank you letter (Dankesschreiben)
Official Collaboration Request (Kooperationsanfrage)
Resignation Letter (Rücktrittsschreiben)
Apology Letter (Entschuldigungsschreiben)

How can I write a formal email in German?

You should start with a greeting such as “Sehr geehrte(r) Herr/Frau” (Dear Mr./Mrs./Ms.).
The reason for sending the email should be clearly and concisely explained in the first paragraph.
It is necessary to use polite and respectful language, and to use concise and understandable expressions.
The details and required information must be written clearly and neatly.
In the end, it is necessary to write the closing greeting as “Mit freundlichen Grüßen” (with kind regards).

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