Letter Explained
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Replying to an authority: how it works

Last updated: October 2026

Many people put off replying to an office because they are afraid of writing something wrong. A good reply is short, factual and on time. Most of the time that is all you need.

Sample letter

Stadt Musterstadt · Ordnungsamt · Rathausplatz 1 · 12345 Musterstadt
Frau Lea Beispiel
Ahornstraße 12
12345 Musterstadt
Musterstadt, 12. November 2026Aktenzeichen: OA‑2026‑5120

Anhörung: Gelegenheit zur Stellungnahme

wir prüfen, ob für Ihre Wohnung eine Zweitwohnung­steuer festzusetzen ist.

Bevor wir entscheiden, geben wir Ihnen Gelegenheit, sich zu äußern. Bitte teilen Sie uns bis zum 26. November 2026 mit, ob Sie die Wohnung selbst nutzen und seit wann.

Wenn wir bis zu diesem Tag nichts von Ihnen hören, entscheiden wir nach Aktenlage.

Mit freundlichen Grüßen
Stadt Musterstadt (Muster)

Made‑up sender, made‑up names. The letter often looks like this or similar.

What does the letter mean?

Here the office gives you the chance to explain your side before it decides. That is a right, not a trap. If you do not reply, you give this chance away.

You do not have to use technical language. What matters are the reference number (Aktenzeichen), the date of the letter and clear sentences about what is asked.

If you are not sure whether you should write something, ask an advice centre first. That does not replace legal advice, but it often helps already.

Deadlines

  • Reply before the date in the letter. Here it is 26 November 2026.
  • If you need more time, ask in writing for an extension before the deadline runs out. Give a reason and a new date.

What you can do

  1. Read the letter once completely and underline what the office wants to know from you.
  2. At the top, write the reference number, the date of the letter and your name with address.
  3. Answer the questions exactly, in short sentences. Nothing extra, no guesses. If something is unclear, write that you do not know.
  4. Enclose copies of the documents that are requested. Keep the originals.
  5. Send the reply in a way you can prove: through the online portal, by registered mail with drop‑off (Einwurf-Einschreiben) or in person against a receipt.
  6. Keep a copy of the reply and the proof.

How Letter Explained helps you

The app explains what the office wants to know and shows you the deadline. What you answer and send is your own decision.

More about the app

This guide does not replace legal advice. Every letter is different: deadlines and amounts apply as they are written in your letter. If you have questions, an advice centre can help.

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