German Email Writer
Polite, correct German emails for the foreigners office, your landlord, university, employer and insurance. Fill in a few details and copy the email, with an English translation so you know exactly what you are sending.
1Your details (saved on this device)
2What do you need to write?
💡 Tips for emails to German offices
- Always include your full name, date of birth and any case or customer number (Aktenzeichen, Kundennummer).
- One topic per email. Keep it short and factual.
- Attach documents as PDF with clear file names.
- If you get no answer within one to two weeks, send a short polite reminder or call.
- Some things need a signed letter on paper, for example cancelling a rental contract. The tool tells you when.
These templates are general examples, not legal advice. For important legal matters (tenancy disputes, appeals against decisions) get advice from your university’s legal advice service, a tenants’ association (Mieterverein) or a lawyer.
How to use the German email writer
- Choose the situation, for example writing to your landlord, a professor, the foreigners office or an employer.
- Fill in the names and details. The writer uses the formal “Sie” form that German offices expect.
- Check the preview and adjust anything that does not fit your case.
- Copy the email into your mail program and add any attachments.
How a formal German email is structured
A formal German email has a clear subject line (Betreff), a polite greeting such as “Sehr geehrte Frau Last name” or “Sehr geehrter Herr Last name”, a short main text and a closing such as “Mit freundlichen Grüßen” followed by your full name.
If you do not know the name of the person, write “Sehr geehrte Damen und Herren”. Keep the text short and include reference numbers so your request can be handled quickly.
Tips and common mistakes
- Always use “Sie” with offices, universities and employers unless they offer “du”.
- Put your case number, student ID or customer number in the subject line.
- Send attachments as PDF with clear file names.
- If you get no answer, send a polite reminder after about one week.
Frequently asked questions
Can I write in English instead?
Many universities and companies accept English, but authorities usually reply faster to German emails.
Is “Hallo” too informal?
For offices and first contact it is safer to use “Sehr geehrte” or “Guten Tag”.
Do I need an account?
No. The writer is free and needs no sign-up.
Also see our German cover letter guide.
