Understanding Official Mail: What Do They Want From You?
An official letter can look like a lot of text at first glance with little that stands out. Usually, you'll find the key information in just a few places: sender, subject line, key message, required action, deadline, and contact.
Last reviewed: October 9, 2026
Machine-translated from German using AI. Only the German version is authoritative.
General information, not legal advice. Only the law, official sources and your specific letter are binding.
In short
An official letter informs you, requests documents, or contains a decision. First, check which authority sent it and what the subject line says. Look for signs that you need to take action. A deadline may appear in the main text, a highlighted section, or at the end in the notice of legal remedies (Rechtsbehelfsbelehrung).
What's it about?
Look at the subject line, heading, and first paragraph.
Do you need to respond?
Watch for words like submit, report, pay, or provide a statement.
Is there a deadline?
Check the entire letter, especially the end.
What first?
Read the whole letter, mark the deadline, gather documents.
Don't read the letter like a novel from top to bottom
Start with these six places:
- 1Sender: Which authority or public office is writing to you?
- 2Subject line: What case or application is involved?
- 3File reference number: What number is this matter recorded under?
- 4Key message: What decision was made or finding established?
- 5Action required: What should you submit, report, pay, or confirm?
- 6Deadline and contact: By when and through which channel should you respond?
Structure of an official letter
Schematic letter with six marked areas.
- 1Sender
- 2Subject line
- 3File reference
- 4Key message / Action
- 5Deadline / Legal remedy
- 6Contact
Is the letter just information or do you need to take action?
A purely informational letter doesn't always require a response. You can usually recognize action required by phrases like:
- “Please submit …” („Bitte reichen Sie ... ein.“)
- “Please let us know …” („Wir bitten um Mitteilung ...“)
- “You are given the opportunity to comment.” („Sie erhalten Gelegenheit zur Stellungnahme.“)
- “The amount is to be paid by …” („Der Betrag ist bis ... zu zahlen.“)
- “You may appeal against this notice …” („Gegen diesen Bescheid kann ...“)
If the letter contains a specific date or time period, mark it immediately. Also check any attachments, the back of the letter, and the end of the document.
Is every official letter a notice of decision?
No. A notice (Bescheid) contains an official decision about a specific case. Beyond that, there are informational letters, hearings, reminders, and requests to submit additional documents.
A written administrative act must be sufficiently specific in substance. In many cases, it must also be reasoned. This doesn't mean every paragraph is easy to understand, but the decision and its basis should generally be recognizable.
Where do you find the deadline?
A deadline may appear:
- directly next to the required action,
- in a highlighted paragraph,
- in payment information,
- in a separate “Deadline” (Frist) section,
- at the very end in the notice of legal remedies.
What should you do now?
- 1Save or photograph the entire letter.
- 2Mark the sender, file reference number, and deadline.
- 3Write down in one sentence what was required or decided.
- 4Collect the documents mentioned.
- 5Use only the contact methods mentioned in the letter or on an official website.
- 6Get help early if significant amounts of money, your housing, your residence status, or your livelihood are at stake.
What happens if you don't respond?
It depends on the letter. No response may have no consequences, delay a decision, or lead to disadvantages. In a request for cooperation, for example, documents may be missing that are needed for a decision. In a payment request, further costs may result. What matters is what your specific letter announces.
Common mistakes
- reading only the first page,
- missing attachments and the back,
- not stating the file reference number when asking a question,
- confusing a deadline with a payment date,
- clicking on a link from a suspicious QR code,
- throwing away originals even though they're still needed.
Frequently asked questions
Can I call the authority?
Yes. Use the contact details from the letter or the official website. Have your file reference number and the letter's date ready.
What is a notice of legal remedies?
It explains whether and how you can appeal a decision, to which office, and within what deadline. It is often found at the end of a notice.
Do I need to hire a lawyer right away?
Not for every letter. But for short or expired deadlines, large amounts, or serious consequences, professional advice can be helpful.
Official resources
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Read on
Understanding a Notice (Bescheid)
What a notice (Bescheid) is, how to recognize one, how it is structured, and why the notice of legal remedies (Rechtsbehelfsbelehrung) at the end matters so much.
Recognizing Deadlines in Letters
Where deadlines appear in letters and notices, how to match the date with the action required, and why your specific document is what matters.
Understanding the Notice of Legal Remedies (Rechtsbehelfsbelehrung)
What the notice of legal remedies (Rechtsbehelfsbelehrung) at the end of a notice (Bescheid) says, how to read the deadline, form, and office from it, and what applies if it is missing.
General information, not legal advice. Only the law, official sources and your specific letter are binding.