ÖSD B2 Writing: 5 Email Templates That Always Work

Table of Contents

1. Why the writing section catches people off guard
2. The framework that works every time
3. The 5 templates with ready-made phrases
4. The 4 mistakes that cost you points
5. Your 10-minute pre-exam practice routine
6. Frequently asked questions about ÖSD B2 writing

Why the writing section catches people off guard

You've made it through listening comprehension. Reading went fine. Then comes the ÖSD B2 writing section – 60 minutes, blank page, and suddenly everything you knew about German seems to have evaporated.

This happens to well-prepared candidates all the time, and the reason is simple: understanding German and producing German are two completely different skills. The ÖSD B2 writing task doesn't care how much vocabulary you know. It wants structure, the right register, and a clear point – delivered under time pressure.

The good news: the writing section has a system. Once you know that system, the blank page stops being terrifying and starts being manageable. These 5 email templates will show you exactly how it works.

The framework that works every time

Before we get to the templates, let's look at the structure that all formal German emails share at B2 level – no matter what the specific task is.

The 4-part framework:

1. Salutation: – formal or semi-formal, depending on the task
2. Opening / context: – Why are you writing? What's the occasion?
3. Main body: – What do you want? Questions, requests, complaints, responses
4. Closing + sign-off: – Polite exit, stated expectation, formal farewell

A note on word count: Most B2 tasks require 150–200 words per text. Don't go under the minimum – that signals you haven't addressed all parts of the task. But don't inflate it past 250 either – that wastes time and dilutes your message. Sweet spot: 160–190 words.

Not sure what level you're really at right now? Our free German level test gives you a clear answer in 10 minutes.

The 5 templates with ready-made phrases

Template 1: The Complaint Email

Typical exam task: A product arrived faulty. Your booked accommodation didn't match what was advertised. Write a formal complaint to the company.

Situation: Defective product – formal complaint

✅ How to write it:

Sehr geehrte Damen und Herren,

>

ich wende mich an Sie bezüglich meiner Bestellung vom [date], Bestellnummer [XXX]. Leider muss ich Ihnen mitteilen, dass das gelieferte Produkt [specific problem, e.g. „einen sichtbaren Defekt aufweist / nicht der Beschreibung entspricht"].

>

Ich bitte Sie daher, mir innerhalb von [timeframe] entweder ein einwandfreies Ersatzprodukt zuzusenden oder den Kaufpreis zu erstatten.

>

Für Rückfragen stehe ich Ihnen gerne zur Verfügung.

>

Mit freundlichen Grüßen

[First and last name]

🇬🇧 What this sounds like: Firm, factual, with a specific request for resolution. No drama, no caps lock, no exclamation marks – that's the Austrian way.

❌ Avoid: "Das war ein absoluter Skandal und ich bin extrem enttäuscht!!!" – Emotional language is penalised under the "linguistic appropriateness" criterion. Sachlichkeit (objectivity) wins every time.

Key phrases:

• "Ich wende mich an Sie bezüglich ..." (I am contacting you regarding ...)
• "Leider muss ich Ihnen mitteilen, dass ..." (Unfortunately I must inform you that ...)
• "Ich bitte Sie daher um ..." (I therefore ask you to ...)
• "Ich erwarte Ihre Rückmeldung bis [date]." (I look forward to your response by ...)

Template 2: The Inquiry Email

Typical exam task: You've seen a course listing or a job advertisement and need more information. Write a formal inquiry.

Situation: Requesting information about a course offering

✅ How to write it:

Sehr geehrte Damen und Herren,

>

ich bin auf Ihr Angebot [name of course / service] aufmerksam geworden und interessiere mich für eine Teilnahme.

>

Könnten Sie mir bitte folgende Informationen zukommen lassen:

– Wann findet der nächste Kurs statt?

– Welche Vorkenntnisse werden vorausgesetzt?

– Wie hoch sind die Teilnahmegebühren?

>

Ich freue mich auf Ihre baldige Rückmeldung.

>

Mit freundlichen Grüßen

[First and last name]

🇬🇧 What this sounds like: Shows genuine interest, asks specific questions, uses bullet points for clarity. This is exactly the kind of structure Austrian examiners expect to see.

❌ Avoid: Squeezing all three questions into one long, unwieldy sentence. Bullet points aren't just allowed in formal German emails – they're considered good style.

Key phrases:

• "Ich bin auf Ihr Angebot aufmerksam geworden ..." (I came across your offering ...)
• "Könnten Sie mir bitte mitteilen / zukommen lassen ..." (Could you please let me know / send me ...)
• "Ich würde mich freuen, wenn Sie mir [information] mitteilen könnten." (I would appreciate it if you could inform me ...)
• "Ich freue mich auf Ihre baldige Rückmeldung." (I look forward to hearing from you soon.)

Template 3: The Decline / Cancellation Email

Typical exam task: You've received an invitation to a job interview or an event, but can't make it. Write a polite and professional cancellation.

Situation: Declining a job interview invitation

✅ How to write it:

Sehr geehrte Frau [name] / Sehr geehrter Herr [name],

>

vielen Dank für Ihre Einladung zum Vorstellungsgespräch am [date].

>

Leider muss ich Ihnen mitteilen, dass ich diesen Termin nicht wahrnehmen kann, da [brief, factual reason – e.g. "ich mich für eine andere Position entschieden habe" / "ein unvorhergesehener Umstand eingetreten ist"].

>

Ich bedauere dies sehr und bedanke mich herzlich für Ihr Interesse an meiner Bewerbung.

>

Mit freundlichen Grüßen

[First and last name]

🇬🇧 What this sounds like: Short, dignified, no over-apologising. In Austrian professional culture, a brief and respectful cancellation is far more appreciated than a lengthy explanation.

❌ Avoid: Half a page of apologies or overly personal reasons. A cancellation can – and should – be short. That's professionalism, not rudeness.

Key phrases:

• "Leider muss ich Ihnen mitteilen, dass ..." (Unfortunately, I must inform you that ...)
• "Ich bedauere, den Termin absagen zu müssen." (I regret having to cancel the appointment.)
• "Ich bitte Sie, meinen Termin zu stornieren." (Please cancel my appointment.)
• "Ich hoffe auf Ihr Verständnis." (I hope you understand.)

Template 4: The Workplace Request Email

Typical exam task: You need to write a formal email to your manager or a colleague at work – requesting leave, asking for documents, or clarifying a misunderstanding.

Situation: Requesting holiday leave from a superior

✅ How to write it:

Sehr geehrte Frau [name] / Sehr geehrter Herr [name],

>

ich wende mich mit einer Bitte an Sie: Wäre es möglich, mir vom [date] bis [date] Urlaub zu genehmigen?

>

Ich habe bereits sichergestellt, dass meine laufenden Aufgaben in dieser Zeit von meiner Kollegin / meinem Kollegen [name] übernommen werden.

>

Falls Sie noch Fragen haben oder weitere Informationen benötigen, stehe ich Ihnen gerne zur Verfügung.

>

Mit freundlichen Grüßen

[First and last name]

🇬🇧 What this sounds like: You've made a polite request and shown you've already planned the handover. In Austrian workplace culture, showing consideration for your team before asking for something goes a long way.

❌ Avoid: "Ich brauche Urlaub." (I need leave.) – Direct demands without a polite framing come across as disrespectful in Austrian offices, where the tone is often more formal than international professionals expect.

Key phrases:

• "Ich wende mich mit einer Bitte an Sie ..." (I'm writing to ask you a favour ...)
• "Wäre es möglich / denkbar, dass ..." (Would it be possible / conceivable that ...)
• "Ich habe bereits sichergestellt, dass ..." (I have already ensured that ...)
• "Ich hoffe, dass diese Regelung für Sie in Ordnung ist." (I hope this arrangement works for you.)

Template 5: Responding to an Offer

Typical exam task: You've received a job offer, an invitation or a proposal and want to respond positively – but you still have questions before committing fully.

Situation: Responding to a job offer with follow-up questions

✅ How to write it:

Sehr geehrte Damen und Herren,

>

vielen Dank für Ihr Angebot. Ich freue mich sehr über Ihr Interesse und möchte die Stelle grundsätzlich annehmen.

>

Bevor ich Ihnen eine abschließende Zusage geben kann, hätte ich noch einige Fragen:

– Wie gestaltet sich der Einarbeitungsprozess?

– Ist eine Probezeit vorgesehen, und wenn ja, wie lange?

>

Ich freue mich auf Ihre Rückmeldung und stehe für ein persönliches Gespräch gerne zur Verfügung.

>

Mit freundlichen Grüßen

[First and last name]

🇬🇧 What this sounds like: Enthusiastic but professional – you're interested, you're in, but you're not signing anything without the details. This is exactly the multi-part structure examiners look for at B2.

❌ Avoid: Just writing "Ja, ich nehme die Stelle!" (Yes, I'll take the job!) with no further structure. That may sound natural in conversation, but it doesn't fulfil the task requirements and reads as flat for B2.

Key phrases:

• "Ich freue mich sehr über Ihr Interesse / Angebot." (I'm very pleased about your interest / offer.)
• "Ich möchte grundsätzlich zusagen." (I would like to provisionally accept.)
• "Bevor ich eine abschließende Entscheidung treffe ..." (Before I make a final decision ...)
• "Könnten Sie mir bitte noch folgendes mitteilen ..." (Could you please let me know ...)

The 4 mistakes that cost you points

After hundreds of exam preparation sessions, I see the same four errors come up again and again. All of them are avoidable:

1. Wrong register: too informal

Starting with "Hallo! Ich schreibe euch wegen ..." in a formal B2 task is an instant red flag. Even if your spoken German is excellent, formal written register is a different skill – one that needs to be practised deliberately, not assumed.

2. Everything in one block

No paragraph breaks, no breathing room. The examiner can't follow the logic, and you lose points under "coherence". Use paragraph breaks consistently, and bullet points where they make sense.

3. Missing the word count

Under 150 words means you haven't addressed all parts of the task. Over 250 words means you've lost focus and eaten into your time. Aim for 160–190 words and count before you finish.

4. Sloppy sign-off

"Mfg" or "Bis dann!" are deal-breakers. Always use "Mit freundlichen Grüßen" followed by your full first and last name. No full stop after the closing formula.

For a deeper look at typical errors at this level, the article on the 10 most common mistakes at B2 is worth reading alongside this one.

Your 10-minute pre-exam practice routine

Got 10 minutes? Do this right now:

Step 1: Pick one of the 5 templates above.

Step 2: Replace all placeholders – [date], [name], [problem] – with specific, made-up details. Don't overthink it, just fill them in.

Step 3: Count the words. Are you between 150 and 200?

Step 4: Read the email out loud. Does it sound like a person? Or like a form letter?

Step 4 is where the real work happens. And it's exactly the step where proper feedback makes all the difference – not on vocabulary, not on grammar, but on tone. On naturalness. On what separates a solid B2 email from a convincing one.

If you want personalised feedback on your own writing before the exam, take a look at our 1:1 exam preparation sessions. Or if you're still figuring out your actual level, start with the free level test.

Frequently asked questions about ÖSD B2 writing

Can I use bullet points in the ÖSD B2 exam?

Yes, absolutely. Bullet points and dashes as lists are perfectly acceptable in formal German emails and are considered good style. The one condition: your email also needs complete sentences – don't write exclusively in lists. A well-structured email combines both.

How many words do I need for the ÖSD B2 writing section?

The task instructions specify the minimum – usually 150 words. Plan for 160–190 words. That keeps you safely above the minimum without padding unnecessarily. Salutation and closing formula are typically included in the word count.

What happens if I mix formal and informal register within the same email?

This is one of the most common errors and is marked down under "linguistic appropriateness." Before you write, decide: formal (Sehr geehrte/r ...) or semi-formal (Guten Tag, Frau / Herr ...) – and stick to it throughout. When in doubt, go formal. It's always the safer choice.

Final thoughts

ÖSD B2 writing isn't a talent – it's a technique. With these 5 templates you have the framework for almost every task you'll encounter in the exam. Practise them until they feel natural, not memorised. Flexible, not rigid.

And if you notice that what you're missing is real feedback on your own writing – honest, specific, immediate feedback – that's not a coincidence. That's exactly what makes the difference between feeling prepared and being prepared for the ÖSD B2 exam.