How to Write Formal Emails or Letters in German

If you’ve ever stared in panic at a letter from your Krankenkasse or Gemeinde, wondering whether it’s asking you to pay something, send something, or simply reminding you of a deadline you didn’t know existed, this one’s for you.

People waiting in line at a registration office in Switzerland

Formal German Sounds Quite Frightening

The first hurdle is often understanding what the letter even says.
Suddenly your German knowledge and your conversation practice during your courses seem to fall short (to say the least), and it’s not your fault at all.

Formal written German is a different world on its own, full of cryptic constructions and unnecessarily extra-long sentences meant to sound respectful, but that often leave even fluent speakers slightly dizzy.

But even once you manage to decipher it, a second kind of panic kicks in: how do you reply in the right tone? What do you say? How do you sound formal, polite, and clear, especially when dealing with something important like your health insurance, your landlord, or a permit renewal?

This guide helps with that part. We’ll walk you through the structure of a proper formal German email,
give you useful real-world phrases, and share a few plug-and-play templates to use.

And the cherry on top? To help you stop stressing over every comma, we’ve also got the Full Formal Letter Template Pack waiting for you.

 

But first… a note on Switzerland

Switzerland is modern and efficient, but when it comes to bureaucracy, it still runs heavily on paper mail, especially for formal communication.

In many cases, you’re expected to reply by post (or even with registered letters or Eingeschrieben in German), or at the very least, by formal email.

This means writing a clear, polite message in German that matches local expectations and uses the proper structure. Even a good online translator often isn’t enough, because you also need to choose the right level of formality, know how to sign off, and make sure the message actually makes sense in this context.

 

3 things to know about writing formal German

1. There’s a standard structure.

The good news is that German formal emails follow a predictable structure. Once you understand  it, you can adapt it for almost any situation.

 

  • Sender and recipient info (for letters)

  • Date and place (for letters)

  • A clear subject line

  • A respectful greeting

  • An opening sentence that says why you’re writing

  • The main body with facts, questions, or requests

  • A polite closing

  • A formal sign-off

 

2. Formality is built into the grammar

In German, formality is part of the grammar and sentence structure. Formal emails rely on:

– Use of Konjunktiv II for softening and politeness (e.g. ich möchte, könnten Sie, ich wäre Ihnen dankbar)

– Use of passive voice for distance and neutrality (es wird benötigt, es wurde zugesandt)

– The correct use of the Genitive case, often found in formal constructions (die Bestätigung Ihres Schreibens, die Dauer des Mietverhältnisses)

Knowing how to recognise and use these forms will make your emails sound more appropriate. Regional conventions also apply. In Switzerland, the ß is not used, they use ss instead. Also a comma after the greeting is not standard in formal letters in Switzerland.

 

3. Swiss authorities will rarely adapt to you

Don’t expect the local office to switch to English or accept a casual email written in Google Translate German.

In many cantons formal written German is simply the default.

Sending a poorly structured message could mean starting off on the wrong foot.

 

 

*Need to write to your Krankenkasse, landlord, or the Gemeinde?
We created a downloadable PDF with over 30 Swiss-standard German email templates,
ready to copy, adapt, and send.
Get the full pack here

 

 

Want to see an example of a German formal email in action?

Check this one, formally communicating your landlord that you want to end your rental contract.

[Your Name and Surname]
[Your Address]
[Postal Code and City]
[Telefon Number (optional)]
[E-Mail (optional)]

 

An
[Name of the Agency or the Landlord]
[Address]
[Postal Code and City]

 

                                                                                                                                                                     [City], [Date]

Betreff: Ordentliche Kündigung meines Mietvertrags

Sehr geehrte Damen und Herren

Hiermit kündige ich den Mietvertrag für die Wohnung an der [Address] fristgerecht per [Date, e.g. „30. September 2025“], unter Einhaltung der im Vertrag festgelegten Kündigungsfrist.

Ich bitte Sie um eine schriftliche Bestätigung der Kündigung sowie die Mitteilung eines Termins für die Wohnungsabnahme.

Sollten Sie eine Wohnungsbesichtigung zur Weitervermietung planen, stehe ich für Terminabsprachen gerne zur Verfügung.

Für Ihre Rückmeldung danke ich Ihnen im Voraus.

Mit freundlichen Grüssen

[Signature]

[Name and Surname]

 

Real Templates for Real-Life Headaches

In our Freebies & Resources Section, you’ll find a few free downloadable templates for the most common bureaucratic situations, and if that’s not enough, you can download the Full Formal Letter Template Package, with more than 30 templates ready to use or adapt them to your situation.

Here's what's inside:

  • HOUSING AND RENTAL
  1. Request for Rent Reduction Due to Lower Mortgage Interest Rates
  2. Notification of a Repair Needed in the Apartment
  3. Ordinary Termination of a Rental Contract
  4. Application for an Apartment (single)
  5. Application for an Apartment (couple)
  6. Application for an Apartment (family)
  7. Confirmation of the Apartment Handover Appointment
  8. Request for Approval to Sublet the Entire Apartment (Fixed-Term)
  9. Request for Approval to Permanently Sublet a Room

  • ADMINISTRATION AND IMMIGRATION
  1. Submitting Documents for Residence Permit Renewal
  2. Appointment Request with the Municipal Resident Office
  3. Inquiry About Conditions for Changing Cantons
  4. Notification of Address Change to Authorities
  5. Request for Certificate of Residence
  6. Request for Family Reunification Forms or Information
  7. Inquiry About Fide Exam Requirements for Naturalization
  8. Request for Criminal Record Extract

  • INSURANCE, FINANCES AND HEALTH
  1. Request for Reimbursement of a Paid Health Insurance Bill
  2. Cancellation of a Supplementary Health Insurance Policy
  3. Cancellation of Basic Health Insurance
  4. Notification of a Change of Address to the Insurance Provider
  5. Request to Initiate Personal Liability or Household Insurance
  6. Request to Cancel Personal Liability or Household Insurance

  • JOBS AND PROFESSIONAL LIFE
  1. Request for a Reference Letter (Arbeitszeugnis, formal)
  2. Request for a Reference Letter (Arbeitszeugnis, semi formal)
  3. Job Application by Email
  4. Resignation from an Employment Contract
  5. Registration with the Regional Job Center (RAV)
  6. Objection to a Sanction or Warning from the RAV

 

  • INTERNET, BANKING AND UTILITIES
  1. Cancellation of an Internet or Mobile Phone Contract
  2. Notification of Address Change for Utility Billing

 

  • TAXES AND CIVIL STATUS
  1. Notification of a Change in Civil Status (e.g. Marriage or Childbirth)

 

 

Still not sure if your email sounds right, or don't want to write that email yourself?

If you need help translating, are unsure about the tone, or you just don’t want to risk sending the wrong thing, reach out to us. 

We’ll translate your document, write the reply, and make sure it’s Swiss-proof.

 

Don’t forget to check out our Freebies & Resources section, where we regularly share templates, checklists, and guides to help you handle Swiss bureaucracy.