Skip to content

Reading and understanding letters to the authorities: simple tips and help

    Reading and understanding letters to the authorities: simple tips and help

    Letters from the authorities are a challenge for many people. The formal style, complicated terms and long sentences make it difficult to understand the content and respond appropriately to it. Even if the Administrative Procedures Act (VwVfG) inSection 37 (1)stipulates that an administrative act must be clear and understandable in terms of content, recipients often experience that official correspondence is anything but easy to decipher. Nevertheless, letters from the authorities are extremely important: they often contain information on deadlines, decisions and instructions that can have a direct impact on everyday life.

    If you have difficulties, you should know that there are numerous support options. This ranges from advice centers and translation offers to digital aids. In this extended guide, we would like to give you a comprehensive orientation: Why are letters to the authorities so complicated, which typical characteristics and terms appear, and how can these texts be deciphered step by step?

    Background: Why are official letters so complicated?

    The legal framework

    Letters from the authorities are no accidentally designed and detailed. Germany has a complex administrative and legal system. In order for an official decision to become legally effective, certain conditions must be met. The Administrative Procedures Act (VwVfG) stipulates in § 37 Para. This means that the authority must state exactly what is required of the citizen and what legal basis applies to them.

    Although an ‘understandable’ language is theoretically prescribed, in practice various factors lead to the texts remaining complicated: the use of technical terms, formal language structures and sometimes overloaded sentence constructions. Many official employees adhere strictly to the specifications and sample texts that are customary in their authority to formulate legally securely. The result is often an official or official language that laypeople hardly understand right away.

    Historical development of official and official language

    The formal language of German authorities has historical roots. As early as the 19th century, a high priority was placed on a legally correct and as unambiguous way of expression as possible. This tradition continues to this day. For fear of formal errors, many offices tend to write in too detail and complicated than to choose a simplified way of presentation that could open up any scope for interpretation.

    In addition, a kind of technical jargon has developed in the administration: terms such as ‘replacement’, ‘remedy’ or ‘disclosure’ sound a matter of course in official German, but are often incomprehensible to outsiders. Although there have been increased efforts in recent years to offer texts in ‘easy language’, most official letters have not yet been available in this simplified form.

    Common features and terms in letters to the authorities

    Letters from the authorities usually follow a strict structure so that they are legally secure and contain all the necessary information. Typically you will find the following elements:

    1. Sender: An authority such as the tax office, the immigration office, the social welfare office, the citizens’ office or another state agency.
    2. Subject: A short note on what it is about (e.g. “approval of your application” or “hearing before a decision is issued”).
    3. file number: An individual code or number that uniquely maps the operation.
    4. Eke out: Certain data or periods of time to respond (“until 15.02.2025” or “within two weeks of receipt of this letter”).
    5. remedy: Notes on how and where to lodge an objection, objection or lawsuit.

    As already mentioned, the language of the authorities often contains terms such as ‘replacement’, ‘notice’, ‘feedback required’ or ‘opposition’. If you don’t know these words, it’s worth looking in a glossary or reference work, searching online or calling the authority directly and asking for an explanation.

    Important data on the language of the authorities and their challenges

    1. Average reading skills: Studies show that about 14% of the population in Germany have difficulty understanding complex texts. This applies not only to people with a migration background, but also to native speakers with limited reading and writing skills.
    2. complexity of language: Around 45% of the official letters contain at least one sentence of over 20 words. Some sentences are even significantly longer and therefore seem very confusing.
    3. offers of help: More than 25% of the recipients of the official post office seek support from relatives, circles of friends or special counseling centers.
    4. Automatic translations: Over 15% of official letters are translated into other languages using tools such as Google Translate or DeepL to make the content comprehensible.

    Especially for people who do not speak German as their mother tongue or have limited reading skills, these numbers are an indication that it is completely normal to seek help.

    How to decipher official letters in a structured way

    Read the letter step by step

    • Identify subject and sender: So you know immediately which authority the letter comes from and what topic it is.
    • Write down deadlines: Write out all the dates and time slots mentioned in the letter. So they don’t get behind.
    • Mark paragraphs: Always read section by section and be careful not to overlook any essential information.

    Look up unclear terms

    Take a dictionary or use online glossaries. Many authorities now publish small explanations of frequently used terms. If you are still unsure, you can take advantage of a counseling service.

    note deadlines

    Deadlines are the be-all and end-all in every official matter. If an answer is requested, any delay may have legal, financial or other adverse consequences. If in doubt, it is always better to apply for an extension of the deadline or at least ask if you can’t provide the required documents in good time.

    use support

    If the text seems too complicated for you, there are many options:

    • personal advice: Counseling centers, social workers, lawyers, migration and refugee counseling.
    • family or friendly circle: Some relatives can help explain difficult wording.
    • digital offers: Special platforms or apps that translate or summarize government German.

    Our free official German interpreter, which we would like to emphasize in this context, will help you to transfer difficult wording into easy-to-understand language. He supports you in understanding the most important content of a letter at a glance and being able to react in a targeted manner.

    Typical challenges and solutions

    HerausforderungLösungsweg
    Technical terms and official GermanUse of online services, inquiries to the authority or use of an interpreter
    Unclear remediesContact with counseling centers or lawyers to correctly assess deadlines and procedures
    lack of language skillsTranslation services, multilingual assistance, migration and integration courses
    complex sentence structuresSection-wise reading, marking important passages, explanations in simple language

    This table shows that solutions already established for each difficulty exist. If you feel overwhelmed, you shouldn’t be afraid to seek external help.

    Help for people with little language skills

    For people who do not speak German as their mother tongue, official letters are particularly demanding. They are often only written in German and kept in a formal language that can even bring headaches to native speakers. The following tips can help:

    1. Automatic translation services
      Services such as Google Translate, DeepL or other online translators help to understand the rough content. However, automatically created translations can be incorrect or misleading. They are therefore particularly suitable as first aid.
    2. professional advice
      Many counseling centers for refugees, migrants and migrants offer free support. There are specialists who explain letters to the authorities, translate them if necessary or enable a telephone consultation with the authority.
    3. digital interpreter
      Our service supports you in displaying the text in your native language and breaking down important content in a structured way. The complicated passages of a letter from the authorities in particular become easier to understand because they are reproduced in clear and simple language.
      Get your official letters with ourauthorities translatorSimply explain or translate it into your language.
    4. Integration and Language Courses
      Even if it is a long-term solution: language courses, such as those offered by adult education centers, integration centers or online platforms, are gradually improving the understanding of language. This not only helps with letters from the authorities, but in principle in everyday life.

    Practical example: A fictitious letter from the authorities

    In order to illustrate the above steps, we consider an example excerpt from a fictitious letter to the authorities:

    Dear Ms. Mustermann,
    According to §§ 18, 19 SGB XII, we inform you that your application for a benefit to secure your livelihood will be met. The monthly standard rate is set at EUR 502.00 from March 1st, 2025. Please note that we still have to be presented with missing proof (account statements of the last three months) by March 10th, 2025. If you do not submit the missing documents in due time, the service can be discontinued.

    • Subject and sender: The letter comes from the social welfare office and informs about the approval of an application.
    • Period: All missing documents must be submitted by March 10th, 2025.
    • legal basis: Reference to §§ 18, 19 SGB XII (Social Code XII).
    • Consequence: If not submitted, the power can be adjusted.

    In such a case, it makes sense to obtain the missing evidence as soon as possible or to ask the authority for an extension of the deadline if this is not possible. If you don’t know the meanings of the legal bases, a quick look at the law or a consultation can help.

    Common mistakes and how to avoid them

    1. Don’t understand at first sight and put the letter away
      Many people put the letter aside when they feel overwhelmed and then forget about it. The problem: The deadline continues, although nothing is done. It is better to at least mark the deadlines and take the first steps immediately (e.g. ask someone for help).
    2. Don’t ask any questions
      Some recipients are reluctant to ask the authority. You suspect you might be ignorant. But inquiries are legitimate and usually even expressly desired.
    3. not submitting important documents in full
      Many official letters request certain documents, such as bank statements, pay slips or proof of rent. If these are not submitted in full, there may be refusals or delays.
    4. Dispatch method and documentation neglect
      When communicating with authorities, it often makes sense to send documents by registered mail or at least by fax with a broadcast protocol in order to be able to prove the timely dispatch.

    seek support in time

    Letters from the authorities are often a challenge, but nobody has to deal with it on their own. Whether professional translation aids, advice centers or digital offers – the possibilities of getting support are diverse. Above all, it is important to act on time to meet deadlines and avoid misunderstandings. If you notice that certain formulations remain unclear or that you are unsure due to language barriers, do not hesitate to seek help.

    Once again the most important points at a glance:

    1. Keep an eye on deadlines: Make a note of all appointments so as not to get under time pressure.
    2. clarify content: You should look up unknown terms or incomprehensible passages in a targeted manner or have them explained to you.
    3. request support: Counseling centers, family, friends or digital offers such as our official German interpreter can help to decipher complex texts.
    4. Inquire: Don’t be afraid to call the authority directly or write an email. In many cases, a short conversation can be used to clarify a lot.
    5. understand remedies: If an objection or objection is possible, you should know exactly how and where it is to be filed – and above all until when.

    A look into the future: Due to the ongoing digitization and initiatives for citizen-friendliness, it is to be hoped that letters will become clearer and easier to understand in the future. The progressive development of translation and interpreting systems will also reduce many hurdles. Nevertheless, it remains important to strengthen your own competence in dealing with the authorities’ mail and to provide technical support in good time if necessary.


    Additional resources and contact options

    • consumer center: In many cities, the consumer advice centers offer advice on difficult official letters and contracts.
    • Migration Counseling Offices: For example, the German Red Cross (DRK), Caritas, Diakonie and other carriers offer support for people with a migration or escape background.
    • Online portals for easy language: Some federal states and municipalities provide information in plain language (e.g. ‘Bayern in plain language’, ‘Hamburg in plain language’).
    • Language and Integration Courses: Adult education centers (VHS) and other educational institutions offer courses at different levels that can improve the understanding of German administrative terms.
    • Bar Associations: If a legal remedy is to be filed, lawyers offer professional support. There are often also “advisory aid certificates”, so that the costs remain manageable.

    Leave a Reply

    Your email address will not be published. Required fields are marked *

    Inhalt