How To Business Letter Writing

Willkommen! Whether you're planning a temporary move, an extended vacation, or simply a short stay in a German-speaking country, mastering the art of the Geschäftsbrief (business letter) can be incredibly useful. Don't worry, it's not as intimidating as it sounds! This guide will walk you through the essentials of crafting a professional and effective German business letter, ensuring you make a positive impression whether you're dealing with landlords, service providers, or potential employers. We'll break it down step-by-step, using a friendly and approachable tone, so you can confidently navigate the world of German business correspondence.

Why Bother with Formal Letters?

In Germany, Austria, and Switzerland, formality still holds significant weight in professional settings. While email communication is prevalent, a well-written, physical business letter demonstrates respect, attention to detail, and seriousness of purpose. It’s often the preferred method for important communications like:

• Applying for an apartment or house
• Contacting government agencies (Behörden)
• Making formal complaints or inquiries
• Submitting job applications (Bewerbungen)
• Confirming appointments or services

A well-crafted letter can set you apart from other expats and tourists who might only rely on emails or informal communication. It shows you're making an effort to understand and adapt to local customs, which is always appreciated.

The Essential Elements of a German Business Letter

Let's dissect the anatomy of a German business letter. It's all about structure and precision! Here's a breakdown of each component:

1. Your Address (Absender)

This goes in the upper left-hand corner of the letter. Include:

• Your full name (Vorname Nachname)
• Your street address and house number (Straße Hausnummer)
• Your postal code and city (Postleitzahl Ort)
• Optionally, your phone number and email address (though not strictly required)

Example:

Max Mustermann
Musterstraße 12
12345 Musterstadt

2. The Recipient's Address (Adresse des Empfängers)

This goes on the right side of the letter, below your address. Use the same format as your own address, including the full name and title of the recipient (if known). If you don’t know the person’s name, address the department or company directly.

Example:

Herrn
Dr. Klaus Schmidt
Hauptstraße 34
54321 Beispielort

or, if you don't know the person's name:

Wohnungsverwaltung Meier GmbH
Hauptstraße 34
54321 Beispielort

Important Note: Pay close attention to titles. "Herr" (Mr.) and "Frau" (Ms.) are essential. If the person has a doctoral degree (Dr.), include it. Using the correct title shows respect.

3. The Date (Datum)

The date goes either above the recipient's address, aligned to the right, or below the recipient's address, aligned to the left. There are two common formats:

• Numeric: DD.MM.YYYY (e.g., 15.03.2024)
• Alphanumeric: 15. März 2024 (Note the full stop after the day)

Consistency is key! Choose one format and stick to it throughout the letter.

4. The Subject Line (Betreff)

This concisely states the purpose of your letter. It should be bolded and placed a line space after the date (or the recipient's address, depending on your layout). Be specific and avoid vague descriptions.

Examples:

• Betreff: Anfrage zur Wohnungsbesichtigung (Apartment Viewing Request)
• Betreff: Bewerbung um die Stelle als Kundenbetreuer (Application for Customer Service Position)
• Betreff: Beschwerde über fehlerhafte Rechnung (Complaint Regarding Incorrect Invoice)

5. The Salutation (Anrede)

This is how you greet the recipient. The level of formality depends on your relationship with the person.

• Formal (when you don't know the person): Sehr geehrte Damen und Herren (Dear Sir or Madam)
• Formal (when you know the person's name): Sehr geehrte/r Frau/Herr [Nachname] (Dear Ms./Mr. [Last Name])
• Semi-Formal (if you have a working relationship): Guten Tag Frau/Herr [Nachname] (Good Day Ms./Mr. [Last Name]) – Use this with caution!

Important Note: After the salutation, there is a comma. The first sentence of your letter begins with a lowercase letter, even though it's a new paragraph.

6. The Body (Textkörper)

This is where you convey the main message of your letter. Keep it concise, clear, and polite. Use formal language and avoid slang or colloquialisms. Organize your thoughts into logical paragraphs.

Key Tips for the Body:

• Be direct: State your purpose clearly in the first paragraph.
• Use formal language: Avoid contractions and slang.
• Maintain a polite tone: Even when complaining, remain respectful.
• Provide context: Briefly explain any background information.
• Be specific: Include relevant details, dates, and figures.
• Proofread carefully: Errors can undermine your credibility.

7. The Closing (Grußformel)

This is how you end your letter. The most common and appropriate closing is:

• Mit freundlichen Grüßen (Sincerely)

Other options (use with caution, depending on the context and your relationship with the recipient):

• Mit freundlichem Gruß (Slightly less formal, but still acceptable)
• Hochachtungsvoll (Highly respectful) – Very formal, rarely used in modern business communication.

8. Your Signature (Unterschrift)

Sign your name by hand, above your typed name. Use a blue or black pen.

9. Typed Name (Name in Druckschrift)

Type your full name below your signature.

10. Enclosures (Anlagen)

If you are including any documents with your letter, list them below your typed name, starting with the word Anlagen:

Example:

Anlagen:
Lebenslauf (Resume)
Zeugnisse (Certificates)
Lichtbild (Photo)

Common Phrases and Vocabulary

Here are some useful phrases and vocabulary to help you craft your German business letter:

• Ich schreibe Ihnen, um... (I am writing to you in order to...)
• Ich beziehe mich auf... (I am referring to...)
• Hiermit bewerbe ich mich um... (I am hereby applying for...)
• Ich bitte um eine baldige Antwort. (I would appreciate a prompt response.)
• Für Ihre Mühe bedanke ich mich im Voraus. (Thank you in advance for your effort.)
• Ich stehe Ihnen gerne für Fragen zur Verfügung. (I am happy to answer any questions you may have.)
• mit freundlicher Empfehlung (with kind regards - less formal, not suitable for first contact)
• die Anfrage (the inquiry)
• die Beschwerde (the complaint)
• die Bewerbung (the application)
• die Rechnung (the invoice)
• die Wohnung (the apartment)

Example Letter: Requesting an Apartment Viewing

Here's an example of a letter requesting an apartment viewing:

Max Mustermann
Musterstraße 12
12345 Musterstadt

Wohnungsverwaltung Meier GmbH
Hauptstraße 34
54321 Beispielort

15. März 2024

Betreff: Anfrage zur Wohnungsbesichtigung

Sehr geehrte Damen und Herren,

ich schreibe Ihnen, um mein Interesse an der Wohnung in der Schulstraße 5, 78901 Kleinstadt, die auf Ihrer Webseite angeboten wird, auszudrücken. Ich bin derzeit auf der Suche nach einer neuen Wohnung in Kleinstadt, da ich ab dem 1. Mai 2024 in der Firma XYZ arbeite.

Die Wohnung scheint meinen Bedürfnissen sehr gut zu entsprechen. Insbesondere die Nähe zum Stadtzentrum und die gute Anbindung an den öffentlichen Nahverkehr sind für mich von großem Vorteil.

Ich würde mich sehr freuen, die Wohnung besichtigen zu können. Wäre es Ihnen möglich, mir einige Terminvorschläge zukommen zu lassen?

Für Ihre Mühe bedanke ich mich im Voraus und freue mich auf Ihre Rückmeldung.

Mit freundlichen Grüßen,

[Your Signature]

Max Mustermann

Final Thoughts

Writing a German business letter might seem daunting at first, but with a little practice, you'll master the art of formal communication. Remember to pay attention to detail, use appropriate language, and maintain a polite tone. A well-written letter can open doors and help you navigate your stay in Germany with confidence. Viel Erfolg! (Good luck!) And don't be afraid to ask for help from native speakers if you're unsure about anything. They will likely appreciate your effort to communicate professionally in German.