German Letter Writing Guide

Basic Outline of a Letter
Your letter should include:


 * The date (at the top)
 * The name and address of the addressee
 * A greeting
 * A brief introduction
 * Biographical information about your relative
 * A short, specific, genealogical request
 * Referral Requests
 * A comment about payment
 * Closing remarks
 * Your signature
 * Your return address (including your country).

'''Be brief and simple. Do not ask for too much at one time.'''

Waiting for Instructions
For government offices and church or government archives, do not send money until you are advised as to the amount they expect and their preferred payment instructions. In some cases, they might have PayPal available, in some you might need to send an international bank order. Some will provide an account number where you are to transfer funds.

Donation to a Church
When first contacting the minister of a church, it is correct and polite to send a cash donation of 20 Euros. At the same time, you will ask for advice on the cost of further research and the best method of future payment. Send bills only, no coins. Use a security envelope or thoroughly mask the cash enclosed by wrapping it in newspaper. Occasionally, your donation might get lost before arriving, but sending a personal check or bank draft, or even American cash, to the minister creates an inconvenience for him. You will wish to secure his good will for a positive correspondence experience.

Using the Translations in the Guide
The following English-to-German translations will help you compose your letter. Read the sentences in English and choose those that best express what you want to say. Be sure that your sentences are arranged logically. You may want to write your letter first in English using the following sentences, then replace the sentences with their German translations. However you proceed, make sure you type or neatly print your letter and, when necessary, add any diacritical marks and special characters (such as ä, ö, ü, ß) using your computer's wordprocessing program or a pen.

Do not use this guide as the letter itself! That might insult the recipient and lessen the chance of a reply.

E-Mail: A Quick Check

 * Because many churches now have known e-mail addresses, you can quickly check whether the parish records are stored at the parish church or have been moved to archives . If possible, do this before sending a more detailed inquiry or any money. Links for church addresses are found on the wiki pages for the individual states and counties  of Germany.
 * Likewise, you can e-mail archives and ask whether they have records for a parish. Also, you should inquire whether they provide research services and what their fees are. However, you can communicate with the archives in English.

How to Address the Envelope

 * Click here for postal code help for Germany.
 * Click here for postal code help for Austria.
 * Click here for postal code help for Switzerland.

For a Catholic Parish:


 * An das katholische Pfarramt
 * (Insert street address, if known.)
 * (Postal Code) (Name of Locality)
 * GERMANY, AUSTRIA, or SWITZERLAND

For a Protestant Parish:


 * An das evangelische Pfarramt
 * (Insert street address, if known.)
 * (Postal Code) (Name of Locality)
 * GERMANY, AUSTRIA, or SWITZERLAND

For a Civil Registration Office:

Writing Dates
Write dates in the European style: day-month-year. Write the name of the month out and write the year in full. For example, write 10. Dezember 1889, not 12-10-89 or even 10-12-1889.


 * January - Januar
 * February - Februar
 * March - März
 * April - April
 * May - Mai
 * June - Juni
 * July- Juli
 * August- August
 * September- September
 * October-Oktober
 * November- November
 * December-Dezember

Biographical Information
6. (Give information about your ancestor using the terms from the following list.)

Follow-up
(Use these sentences in follow-up letters as needed.)