How to Write Work Emails in Germany: A Guide for English-Speaking Expats
Jun 10, 2026
Germany has one of the largest expat communities in Europe, and for good reason. Strong economy, high quality of life, excellent infrastructure. But if you have just landed a job at a German company — or started working with German colleagues for the first time — you may find the communication culture quite different from what you are used to.
German professional communication is formal, structured, and direct in a very specific way. Getting it right matters. Getting it wrong can signal a lack of professionalism before you have even met anyone in person.
The Foundation: Formality Comes First
In many Anglo-American workplaces, you are on first-name terms with your manager from day one. In Germany, that is rarely the case — at least not until the relationship is well established and someone explicitly invites you to use their first name.
The formal “Sie” (the formal German “you”) versus the informal “du” is not just grammar — it is a signal of respect and professional distance. In English emails, this translates to always using titles and last names until you are told otherwise.
Not: “Hi Klaus, just wanted to follow up on the report.” But: “Dear Mr. Müller, I am writing to follow up on the report.”
If someone signs their email with just their first name, that is an invitation to use it. Until then, default to formal.
Structure and Precision Matter
German professional emails tend to follow a clear, logical structure. There is typically:
- A formal greeting
- A brief statement of purpose
- The details, laid out clearly and completely
- A formal closing
Rambling emails, vague requests, or writing that requires the reader to guess what you need are considered unprofessional. Be clear, be complete, and be precise.
If you are requesting something, state exactly what you need and by when. If you are providing information, structure it clearly. Germans generally appreciate thoroughness over brevity when accuracy matters.
Common Mistakes English-Speaking Expats Make
Being too casual too quickly. Opening with “Hey!” or “Just a quick one” can read as disrespectful, especially to older colleagues or senior managers. Start formally and wait for them to lower the register first.
Being too vague. “Could you look into this when you get a chance?” is too soft for most German workplaces. Be specific: “Could you review the attached document and send me your feedback by Thursday?”
Skipping the formalities. In many cultures, jumping straight to the point shows respect for the other person’s time. In Germany, skipping a proper greeting and closing can feel abrupt. Take the time to open and close properly.
Underestimating the importance of titles. If someone has a doctorate — and many professionals in Germany do — use it. “Dr. Schäfer” is not optional. Omitting a title is considered a genuine oversight, not a casual choice.
Useful Phrases for English Emails in a German Context
Formal openings:
- “Dear Mr./Ms. [Last Name],”
- “Dear Dr. [Last Name],”
Stating purpose:
- “I am writing with regard to…”
- “Following our meeting on [date], I would like to…”
- “Please find attached…”
Making requests:
- “I would be grateful if you could…”
- “Could you please confirm by [date]?”
Formal closings:
- “Kind regards,”
- “With best regards,”
- “Yours sincerely,” (for first contact)
Avoid “Cheers,” “Thanks,” or “Talk soon” as sign-offs unless you are certain the relationship and company culture allow for it.
When You Are Writing in English but Following German Norms
Many international companies in Germany operate in English, but the underlying communication culture remains German. This means you may find yourself writing in English while your colleagues still expect a level of formality that feels unusual to you.
The safest approach: match the tone of whoever you are writing to. If their emails are formal, keep yours formal. If they have started using your first name and signing with theirs, you can begin to relax the register.
Getting the Tone Right Across Languages
Whether you are writing in English or attempting German, getting the tone and register right is the hardest part — especially when you are moving fast and just trying to get things done.
Omera is an AI keyboard for iPhone that can adjust the tone of your writing instantly. If you are writing something casual and need it to sound more formal and professional before you send, Omera does it in one tap — in Gmail, Outlook, WhatsApp, or any other app on your phone.
Download Omera free on the App Store.
Frequently Asked Questions
How formal should work emails be in Germany? Very formal, especially at first. German professional communication uses formal titles, last names, and structured language until a relationship is well established. Using first names or casual language too early is considered unprofessional.
Do German companies communicate in English? Many international companies in Germany use English as their working language. However, the communication style still follows German norms — formal, structured, and direct. Even in English, German workplace emails tend to be more formal than what US or UK expats expect.
How do you start a formal email in Germany? Start with “Sehr geehrte/r [Title] [Last Name]” in German, or “Dear Mr./Ms. [Last Name]” in English. Avoid using first names unless you have been explicitly invited to. Always use the correct professional title if the person has one, such as Dr. or Prof.
