Understand a letter: in 5 steps
Last updated: October 2026
This is how you understand a difficult letter: first find the subject, reference number, date and sender, then the deadline. Check what happens if you do nothing, and get help from an advice centre or with an explainer app like “Letter Explained”.
Checklist: what to look for first
- Subject: What is it about?
- Reference number: The number of your case. Write it on every call and every reply.
- Deadline: By when do you have to act?
- Sender: Who is writing to you, and is the letter real?
1. What is at the top of the letter?
The most important things are almost always at the start: the subject (what it is about), the reference number (the number of your case), the date and the sender. Read these four things first. Then you already know who wants something from you and why.
2. Is there a deadline?
Look for a date and for phrases like “by” or “within two weeks”. How the deadline is counted is often stated in the letter. Put it in your calendar right away, ideally with a reminder before it.
3. What happens if I do nothing?
If you miss a deadline, you often get a reminder with extra costs, or a decision becomes final and you can no longer challenge it. You can usually object to a decision within one month; with a payment order (Mahnbescheid) you have two weeks. The exact deadline is in your letter.
4. Where can I get help?
You do not have to stay alone. Advice centres such as Caritas, Diakonie, the consumer advice centre (Verbraucherzentrale) or local social advice help for free or for little money. If language is a problem, migration advice services and adult education centres can help too. You can also call the sender and ask what is meant. Have the reference number ready.
5. Can an app explain the letter?
Yes. “Letter Explained” is an explainer app for the iPhone: take a photo, and the app tells you in simple words what it says, what you have to do and by when. It explains in 46 languages and has a fraud check. It does not replace advice, but it helps you understand the letter.
More about specific letters
- Reminder from a debt collector: real or scam?
- Payment order from the court: what to do?
- Understanding a decision from the Jobcenter
- Understanding a tax assessment
- Yellow letter: open it, do not put it aside
- Official email or scam?
Frequently asked questions
What is the most important thing in a letter from an authority?
Subject, reference number, date and sender are usually at the top. The deadline is in the text: look for a date or for “within”.
How do I find the deadline in a letter?
Look for a date, for “by” or for “within two weeks”. Deadlines are often printed in bold or in the notice on legal remedies (Rechtsbehelfsbelehrung) at the end of the letter.
What happens if I do not answer a letter?
That depends on the letter. Often a reminder, extra costs or a binding decision follow. So: note the deadline and ask early.
Where can I get help if I do not understand a letter?
At advice centres such as Caritas, Diakonie, the consumer advice centre or social advice, at the adult education centre, or directly from the sender. An explainer app like “Letter Explained” also helps.
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. The rules and offices mentioned apply to Germany.