Email communication plays a much more formal and structured role in the German job market than many applicants expect. Poor email etiquette can quietly ruin an otherwise strong application. This guide explains how to write professional emails to recruiters, what tone is expected, how to format subject lines and attachments, and how to follow up without appearing pushy or unprofessional.
Why Email Etiquette Matters in Germany
In Germany, emails are often treated as:
• Semi-formal business letters
• Part of the official application record
• A signal of reliability and professionalism
Recruiters may judge:
• Your attention to detail
• Your respect for hierarchy and process
• Your ability to communicate clearly
Before they even open your CV.
Basic Structure of a Professional Email
A standard email to a recruiter usually includes:
1. Subject line
2. Formal greeting
3. Short introduction
4. Clear purpose (application, question, follow-up)
5. Polite closing
6. Signature (simple, factual)
Long emails are not appreciated. Clarity beats friendliness.
Writing an Effective Subject Line
The subject line should be specific and informative, never vague.
Good examples:
• Application for Werkstudent Software Development – Ref. 2024-WS-03
• Application: Junior Mechanical Engineer (ID 1874)
• Follow-up: Application Data Analyst – submitted 12 May
Avoid:
• “Job application”
• “Hello”
• “Important”
Recruiters often manage hundreds of emails. Help them categorize yours instantly.
Greeting: Formal by Default
When in doubt, always be formal.
German greeting examples:
• Dear Ms. Müller,
• Dear Mr. Schmidt,
• Dear Hiring Team, (if no name is available)
Avoid:
• “Hi”
• “Hello there”
• First names unless explicitly invited
Formality can be relaxed later—but starting too casual is rarely forgiven.
Email Body: Short, Clear, Purpose-Driven
A good recruiter email usually fits into 5–8 short lines.
Typical structure:
• One sentence introducing yourself
• One sentence stating the purpose
• One sentence referencing attachments or context
Tone guidelines:
• Professional
• Neutral
• Confident but not salesy
Avoid emotional language or long explanations.
Attachments: What and How to Send
Best practices:
• PDF format only
• Clear file names, e.g.:
• CV_Firstname_Lastname.pdf
• Cover_Letter_Firstname_Lastname.pdf
Do not:
• Attach Word files unless requested
• Compress files into ZIPs
• Send links instead of documents (unless explicitly allowed)
Mention attachments briefly in the email body.
Following Up Politely
Following up is acceptable in Germany—but timing and tone matter.
When to follow up:
• After 10–14 days without response
• Only once, unless invited otherwise
Tone:
• Polite
• Neutral
• Non-demanding
Avoid phrases that imply urgency or frustration.
Common Mistakes That Hurt Applications
Overly Casual Tone
Emojis, jokes, or informal phrasing signal immaturity in professional contexts.
Long, Story-Like Emails
Recruiters are not looking for motivation essays in emails. That’s what the Anschreiben is for.
Multiple Follow-Ups
Repeated emails create pressure and reduce goodwill.
Wrong Attachments or Missing Files
This is interpreted as carelessness—even if your profile is strong.
Language Choice: German or English?
Language Choice: German or English?
• If the job ad is in German → email in German
• If the job ad is in English → English is acceptable
• Mixed-language emails are a red flag
Never assume English is fine unless the context clearly supports it.
Reality Check
A professional email will not get you hired by itself.
But an unprofessional one can easily get you rejected.
In the German job market, how you communicate often matters as much as what you communicate.