Table of Contents
Why German emails are different
German business emails are more formal than English ones. The right salutation, structure, and closing are crucial for a professional impression.
The perfect structure
1. Subject line
Clear and specific:
- „Besprechung am 15.03. – Agenda“
- „Angebot: Business Deutsch Training Q2“
- „Rückmeldung: Projektvorschlag Marketing“
2. Salutation
- Formal: „Sehr geehrte Frau Dr. Müller,“
- Semi-formal: „Liebe Frau Müller,“
- After several exchanges: „Lieber Herr Schmidt,“
3. Opening line
- „Vielen Dank für Ihre Nachricht vom...“
- „Ich beziehe mich auf unser Gespräch vom...“
- „Ich möchte Ihnen folgende Information zukommen lassen...“
4. Main body
Maximum three paragraphs. One topic per paragraph.
5. Closing line
- „Für Rückfragen stehe ich Ihnen gerne zur Verfügung.“
- „Ich freue mich auf Ihre Rückmeldung.“
- „Vielen Dank im Voraus.“
6. Sign-off
- „Mit freundlichen Grüßen“ (standard)
- „Beste Grüße“ (slightly more casual)
- „Herzliche Grüße“ (after longer working relationship)
Quick Tip
In Austria, „Mit freundlichen Grüßen“ is usually written out in full. „MfG“ is considered impolite.
Common mistakes
- „Dear Mrs. Müller“ → Wrong! Write in German.
- Avoid exclamation marks – they can seem aggressive.
- Emojis in formal emails? Only with very close contacts.
Conclusion
Professional emails in German are your business card. With the right structure and appropriate phrases, you leave a strong impression.
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Maria
German & Communication Trainer
Degree in German Studies with eight years of teaching experience across a range of levels. Specialisation: exam preparation ÖSD and ÖIF (A1–C1), written skills and everyday communication.
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