How to Understand and Reply to a German Official Letter
How to understand a German official letter, find the deadline and case number, reply in correct German with a template, and send it so the deadline is safe.
If you cannot read a letter from a German authority, start with three checks: the deadline, the case number, and the required language. Then use the template below to prepare and send a clear reply.
Start with these three checks
- Find the deadline (Frist). Look for words like "Frist", "innerhalb von", or "bis zum" followed by a date. If the letter is a Bescheid (a formal decision), it often gives you one month to object. Missing the deadline can cost you money or your right to appeal.
- Find the case number (Aktenzeichen). Every authority tracks your case with an Aktenzeichen or Geschäftszeichen, usually printed at the top right. Repeat this exact number in your reply. Without it, your answer may not reach the right file, and the office may treat it as if you never replied.
- Reply in German. German authorities work in German. This is set out in the administrative procedure rules, including the principle that the official language is German. Your reply does not need perfect, flowery German, but it must be clear, formal, and in German. Writing it in your own language and sending that will not count as a valid answer.
A simple letter you can copy
A correct reply needs:
- your address and the authority's address;
- the date and the Aktenzeichen as the subject;
- a short, clear body stating what you want;
- your signature.
Fill in this structure:
[First name Last name] [Street and number] [Postcode City] [Authority name] [Authority street] [Authority postcode and city] [City, date] Subject: Aktenzeichen [number from your letter] Dear Sir or Madam, I am writing regarding your letter dated [date]. [Say clearly what you want: object, ask for an extension, send a document, or explain your situation.] Please confirm receipt of this letter. Yours faithfully, [Signature] [First name Last name]
Send it so the deadline is safe
A reply only counts when it arrives at the authority, not when you post it. Plan two to three working days for delivery, and keep proof that you sent it. A registered letter (Einschreiben) gives you a record of posting.
The simplest path is to write, format, and send the whole thing from your phone. The sending date is recorded for you, and you do not need a printer or a trip to the post office.
- What is a Frist?
- A Frist is a deadline. It is the date by which the authority must have your reply. With a Bescheid it is often one month from delivery. The reply has to arrive by that date, so do not wait until the last day to send it.
- Can I understand the letter in my own language?
- Yes. FrankKi reads your German letter and explains in your language what it says, what the authority wants, and by when you have to reply.
- Where do I find the Aktenzeichen?
- The Aktenzeichen or Geschaeftszeichen is usually printed at the top right of the letter. Copy it exactly into the subject line of your reply.
- Does my reply really have to be in German?
- Yes. German authorities work in German, so your answer must be in clear, formal German. You can write what you want to say in your own language and have FrankKi turn it into a correct German letter.
- How do I prove I replied on time?
- Keep proof that you sent the letter. A registered letter (Einschreiben) records the posting. If you send through FrankKi, the date of sending is recorded for you.
Pascal Lindenau ist Gründer von FrankKi. Der Berliner entwickelt digitale Produkte, die alltägliche Aufgaben einfacher machen. FrankKi entstand aus einer simplen Frage: Warum ist es 2026 immer noch so umständlich, einen echten Brief zu verschicken? Auf dem Blog verantwortet Pascal die Ratgeber rund um Briefe, Kündigungen und Behördenpost und sorgt dafür, dass jeder Artikel sauber recherchiert und aktuell ist. Bei rechtlichen Themen ersetzen die Inhalte keine Rechtsberatung.