1.Purpose of this reference page
This page organises common German text types around five questions:
purpose · audience · register · structure · medium
It is an orientation map: first identify the text type, then use the relevant specialist reference.
2.Text types are functional patterns
A text type combines:
communicative goal
+ expected structure
+ typical language
+ social situation
The same content may therefore look very different in an email, report, or commentary.
3.Five questions before writing
Before writing, clarify:
1. What do I want to achieve?
2. Who will read it?
3. How formal should it be?
4. What structure is expected?
5. Through which medium will it be read?
These questions guide almost all later decisions.
4.Purpose
Typical purposes:
inform · summarise · persuade · evaluate
justify · request · complain · document
recommend · instruct
The text type must fit the goal.
5.Audience
Audiences differ in:
closeness · status · expertise · interest
expectation · decision-making authority
A text for colleagues works differently from a text for a public authority.
6.Register
Useful scale:
informal → neutral → formal → technical
Register affects:
address · word choice · syntax · politeness · explicitness
7.Medium
The medium changes the form of a text:
email · letter · form · chat · report
web page · presentation slide · PDF
A letter can be more elaborate than a chat message.
8.Structure
Many text types use:
opening → body → closing
But the functions differ.
Complaint:
reason → problem → consequences → demand
Summary:
source → core points → neutral close
9.Explicitness
Written communication often requires explicit statements of:
reason · reference · request · deadline
responsibility · conclusion
The more formal the context, the more explicit the text usually needs to be.
10.Coherence
Coherence means a recognisable line of thought.
Questions:
What is the main message?
Which information belongs together?
What order is logical?
What follows from it?
Coherence concerns meaning, not just connectors.
11.Cohesion
Cohesion links sentences linguistically:
pronouns · connectors · reference
synonyms · superordinate terms · cross-reference
Example:
Die Maßnahme wurde eingeführt. Sie soll ...
12.Information hierarchy
A useful hierarchy:
core message → reasoning → details → examples
In formal texts, key information should not disappear inside peripheral detail.
13.Paragraph as a unit of meaning
A paragraph should ideally have one main function:
describe a problem
give a reason
address a counterargument
state a demand
Too many functions in one paragraph reduce clarity.
14.Inferring the text type from a task
A task does not always name the genre directly.
Signals:
Nehmen Sie Stellung ...
→ argumentative
Fassen Sie zusammen ...
→ summary
Beschreiben Sie die Entwicklung ...
→ chart/data description
15.Email: overview
Typical purposes:
inform · ask · arrange · confirm
request · complain
Typical structure:
subject → salutation → reason → core message
→ next step → closing
16.Formal email
Features:
clear subject line
formal salutation
explicit reason
polite request / demand
complete closing
Frame:
Sehr geehrte Frau ...
ich beziehe mich auf ...
Mit freundlichen Grüßen
17.Neutral professional email
Typical internally or with established contacts:
Guten Morgen Frau ...
Hallo Herr ...
Structure:
brief context → clear core question → date / action
Clarity matters more than formal length.
18.Informal message
Typical structure:
reason → core information → question / response
Even informally, aim for:
clear
specific
appropriate to the situation
19.Letter: overview
A letter is more strongly formalised than many emails.
Typical elements:
sender · recipient · date · subject
salutation · body · closing · signature
Today it is especially relevant in official contexts.
20.Inquiry
Goal:
obtain information
Structure:
context → specific question → requested details
→ thanks / request for reply
Questions should be grouped and clearly prioritised.
21.Request and formal application
Difference:
request
→ communicatively flexible
formal application
→ usually more institutional and standardised
Typical structure:
reason → justification → specific request → deadline
22.Scheduling
Goal:
coordinate time reliably
Structure:
reason → proposal → alternatives → confirmation
Example:
Passt Ihnen Dienstag um 14 Uhr?
Alternativ könnte ich Mittwochvormittag anbieten.
23.Confirmation
Goal:
record an agreement clearly
Important details:
date · time · place / link · task
Typical phrase:
Vielen Dank. Ich bestätige hiermit ...
24.Cancellation / decline
Goal:
decline clearly + maintain the relationship
Structure:
thanks / reference → clear decline → brief reason → alternative
A decline should not be so indirect that its status becomes unclear.
25.Complaint
Goal:
document a problem + request remedy
Typical structure:
reason → facts → problem → consequences
→ demand → deadline / requested solution
Register:
factual + firm
26.Product or service complaint
A product or service complaint usually concerns:
goods · service · performance · fulfilment
Important details:
order number · date · defect · evidence · requested solution
27.Formal objection
Goal:
formally challenge a decision
Structure:
reference to decision → explicit objection
→ reasoning → evidence → requested change
Register:
formal · precise · factual
28.Cover letter
Goal:
show suitability and motivation
Structure:
reference to role → motivation → relevant experience
→ value offered → request for interview
It should not simply repeat the CV in prose.
29.Motivation letter
A motivation letter may focus more strongly on:
goals · values · learning path · fit · development perspective
It should still remain targeted and audience-oriented.
30.CV / résumé
A CV is highly structured and usually not continuous prose.
Typical sections:
contact details · work experience · education
skills · languages · additional qualifications
Priorities:
clarity · relevance · chronology
31.Professional profile
A short professional profile summarises professional identity:
role · experience · focus areas · strengths · direction
It may appear in a CV, online profile, or application.
32.Summary
Goal:
reproduce a source concisely and objectively
Structure:
source / topic → main message → main points → relationships
Avoid:
personal opinion · new examples · unsupported evaluation
33.Summary of a specialist text
Also important:
preserve terminology
retain argument structure
reduce detail
distinguish source from author stance
Technical language may be simplified, but not distorted.
34.Report
Goal:
document facts or events
Structure:
reason → context / period → observations or data
→ results → consequences
Register:
factual · precise · traceable
35.Minutes / record
Goal:
record process, decisions, or outcomes
Typical elements:
date · participants · topics · decisions
tasks · owners · deadlines
Minutes prioritise traceability.
36.Decision-focused minutes
Decision-focused minutes concentrate on:
decisions
outcomes
open points
to-dos
They record useful results rather than the full course of discussion.
37.Process minutes
Process minutes record more of:
sequence
contributions
arguments
development of the discussion
They are more detailed than decision-focused minutes.
38.Memo
A memo condenses internal information.
Typical structure:
topic
background
key points
recommendation / decision
next steps
Register:
concise · professional · internal
39.Note
A note is less formalised than a report or memo.
Functions:
remind
record briefly
capture ideas
record a task
It may be more elliptical when the context is shared.
40.Position statement
Goal:
develop a reasoned position
Typical structure:
topic / problem → position → arguments → weighing
→ conclusion
A nuanced position statement may state conditions and limits.
41.Commentary
Goal:
evaluate and interpret an issue argumentatively
Typical structure:
occasion / thesis → analysis → evaluation → arguments
→ clear or pointed conclusion
A commentary may be more pointed than a neutral summary.
42.Analytical commentary
An analytical commentary separates more clearly:
observation
interpretation
evaluation
conclusion
Useful pattern:
What can be observed?
Why is it relevant?
How should it be evaluated?
What follows?
43.Discursive essay
Goal:
examine a question systematically from several sides
Typical structure:
question → pro and contra aspects
→ weighing → own judgement
The organisation may be linear or dialectical.
44.Essay
An essay is often freer than a classic discursive essay.
Possible features:
personal perspective
reflection
observation
argument
stylistic freedom
Despite this freedom, an essay still needs a recognisable line of thought.
45.Letter to the editor
Goal:
respond publicly to an article or issue
Typical structure:
reference → position → reasoning → final appeal / conclusion
Register:
public · personal but factual
46.Forum post
Goal:
share experience · ask a question · discuss a position
Structure is usually looser:
topic / reason → own contribution → question / response
Register depends strongly on the platform and community.
47.Blog post
A blog post may:
inform
explain
narrate
evaluate
recommend
Typical structure:
engaging opening → clearly structured body
→ personal or action-oriented close
48.Informative article
Goal:
explain a topic clearly and systematically
Typical structure:
topic / relevance → central aspects → examples / data
→ summary / outlook
Register is usually neutral to technical.
49.News item / notice
Goal:
communicate current information quickly
Typical structure:
most important information first
→ details
→ context
Features:
concise · factual · timely
50.Press release
Goal:
provide publishable institutional information
Typical structure:
headline → core message → details
→ quote / background → contact
Register:
public · professional · organisation-focused
51.Review
Goal:
describe and evaluate a work, product, or event
Structure:
subject → brief overview → criteria / analysis
→ evaluation → recommendation / conclusion
Description and evaluation should remain distinguishable.
52.Recommendation
Goal:
propose a reasoned course of action
Structure:
situation → criteria → option → reasoning
→ limitations / conditions
A recommendation goes beyond mere description.
53.Guide / advice article
Goal:
give readers practical orientation
Typical structure:
problem → goal → steps / tips → warnings
→ brief summary
Register:
clear · reader-friendly · action-oriented
54.Instructions
Goal:
explain a procedure reproducibly
Structure:
requirements → ordered steps
→ result → notes / error sources
Typical language:
imperative
infinitive
impersonal instructions
55.FAQ
Goal:
answer recurring questions quickly
Structure:
question → direct answer → details / link
An FAQ prioritises findability over continuous reading.
56.Announcement
Goal:
inform about an upcoming event or change
Key questions:
What?
When?
Where?
For whom?
What action is required?
The core information should be immediately visible.
57.Invitation
Goal:
invite someone to participate
Structure:
occasion → date / place → purpose → practical details
→ request for response
Register depends on relationship and event.
58.Chart description
Goal:
represent visible data verbally and systematically
Structure:
chart type / topic → overall trend → key values
→ comparisons → notable features
Description is not yet an explanation of causes.
59.Data interpretation
Interpretation goes beyond description:
data → pattern → possible explanation → contextualisation
Important:
separate observation from interpretation linguistically
For example:
Die Werte steigen.
Dies könnte darauf hindeuten, dass ...
60.Comparative text
Goal:
show similarities and differences systematically
Possible structure:
criterion 1 → A vs B
criterion 2 → A vs B
→ overall evaluation
Comparison criteria should be clear in advance.
61.Definition text
Goal:
explain a concept unambiguously
Structure:
superordinate category → core features → distinction
→ example
Good definitions avoid circularity.
62.Explanatory text
Goal:
make a relationship understandable
Structure:
question / problem → mechanism → example → consequence
Typical language:
das liegt daran, dass ...
dadurch ...
das bedeutet ...
63.Concept paper
Goal:
present an idea systematically
Typical structure:
background → goal → concept → implementation
→ resources → benefits → risks
A concept paper is more planning-oriented than an essay.
64.Proposal
Goal:
put a concrete solution forward for decision
Structure:
problem → proposal → reasoning → effort
→ benefit → next step
A good proposal is formulated so that a decision can be made.
65.Project description
Typical elements:
goal
background
target group
work packages
timeline
roles
deliverables
risks
The order may vary by organisation.
66.Executive summary
Goal:
condense decision-relevant information
Typical structure:
problem / context
→ key findings
→ recommendation
→ next steps
Details belong in the main report.
67.Abstract
An abstract condenses an academic or specialist text very tightly.
Typical elements:
topic / question
method
main results
conclusion
It does not contain extended argumentation.
68.Handout
A handout supports a presentation or lesson.
Typical elements:
title
key terms
structure
central data / models
sources
It should provide orientation, not replace the entire talk.
69.Presentation slide
A slide is not a mini document page.
Typical features:
one core message
few bullet points
graphic / number
clear hierarchy
Avoid:
long paragraphs
full manuscript
too many levels
70.Speech manuscript
A speech manuscript is written for listening.
Therefore use:
shorter sentences
visible pauses
clear transitions
less syntactic nesting
Written prose and spoken presentation language are not identical.
71.Web page copy
Web pages are often scanned rather than read linearly.
Important:
clear headings
short sections
visible keywords
clear actions
Information architecture is part of writing.
72.Social media post
Typical features:
strong opening
one core message
compact paragraphs
clear tone
possible call to action
Register and length depend strongly on platform and audience.
73.Product description
Goal:
present features clearly and relevantly
Common structure:
product / benefit → features → use
→ limitations / technical data
Promotional copy and factual specifications should remain distinguishable.
74.Information sheet
Goal:
make important facts quickly accessible
Typical design:
heading
brief description
sections
lists
contact details
It combines text type with information design.
75.Form text
Forms need:
unambiguous field labels
short instructions
consistent terminology
clear required fields
Ambiguous or overly long explanations increase error rates.
76.Headings
Headings can:
name the topic
ask a question
state a result
announce an action
In reference and web texts, they should be especially scannable.
77.Lists
Lists are useful for:
steps
criteria
requirements
options
examples
Continuous prose is better when relationships need explanation.
78.Tables
Tables suit structured comparison.
Good for:
criteria
numbers
features
alternatives
Less suitable for:
complex argument
long reasoning
79.Citing sources
Sources are especially important for:
data
quotations
technical claims
borrowed definitions
The exact citation format depends on text type and institution.
80.Quoting vs paraphrasing
Difference:
quotation
→ wording is reproduced
paraphrase
→ content is restated in one's own words
Both require clear attribution when the information comes from a source.
81.Call to action
A call to action asks the reader to do something.
Examples:
Bitte senden Sie ...
Melden Sie sich bis ...
Weitere Informationen finden Sie ...
Vereinbaren Sie einen Termin ...
It suits action-oriented genres, not every text type.
82.Functions of the ending
An ending can:
summarise
evaluate
request action
give an outlook
express thanks
open further contact
The correct closing function depends on the text's goal.
83.Quick matrix: purpose → text type
| Purpose | typical text types |
|---|---|
| inform | email, news item, article, information sheet |
| summarise | summary, abstract, executive summary |
| argue | position statement, commentary, discursive essay |
| document | report, minutes, memo |
| request/demand | application, complaint, objection |
| recommend | recommendation, guide |
| instruct | instructions, FAQ |
84.Quick matrix: audience → register
| Audience | typical register |
|---|---|
| friends | informal |
| colleagues | neutral to professional |
| unknown business contact | formal |
| public authority | formal / institutional |
| specialist audience | technical |
| general public | neutral and accessible |
These are tendencies, not rigid rules.
85.Quick matrix: medium → design
| Medium | especially important |
|---|---|
| subject, core question, action | |
| letter | formal frame |
| chat | brevity, context, clarity |
| report | structure, traceability |
| web page | scanability |
| slide | visual hierarchy |
| form | unambiguity |
86.Quick decision: which text type?
Decision path:
1. Do I need to inform, evaluate, request, or document?
2. Is the audience private, professional, institutional, or public?
3. Must the text serve as a durable record?
4. Is a fixed format expected?
5. Must the reader take action afterwards?
The answers usually identify the right genre quickly.
87.Common mistake 1: unclear purpose
Problem:
The text informs, evaluates, and requests at the same time
without showing priority.
Better:
choose one main function
+
subordinate secondary functions
88.Common mistake 2: wrong register
Too casual:
Hey, ich wollte mal fragen ...
to a public authority.
Too stiff:
Sehr geehrter Herr Kollege,
hiermit erlaube ich mir ...
in an everyday team chat.
Register should fit the relationship.
89.Common mistake 3: treating genre as layout only
A text does not become a position statement simply because it has paragraphs.
What matters is:
function
argument logic
audience orientation
typical structure
Layout supports a genre but does not create it.
90.Common mistake 4: mixing summary and opinion
In a summary:
represent the source
In a position statement:
develop your own position
If both are required, separate the sections clearly.
91.Common mistake 5: describing data and asserting causes
Chart description:
The figure rises.
Interpretation:
This may be related to ...
Too strong without evidence:
The figure rises because ...
Observation and explanation belong on different levels.
92.Common mistake 6: no clear next step
Action-oriented texts often fail to state:
Who should do what by when?
Better:
Bitte senden Sie mir die Unterlagen bis Freitag, 12 Uhr.
Specificity reduces follow-up questions.
93.Common mistake 7: too much context before the core message
Problem:
long background
→ reader has to search for the actual point
Better:
state the core request early
→ add necessary context afterwards
Especially important in emails, memos, and executive summaries.
94.Common mistake 8: ending does not match the purpose
Examples:
summary
→ no emotional appeal
complaint
→ clear requested remedy
position statement
→ reasoned conclusion
inquiry
→ specific request for reply
The ending performs the text's final function.
95.The core idea
Text types are best identified not through rigid formulas, but through:
purpose
→ audience
→ register
→ structure
→ medium
Form follows the communicative task.
Clarifying function first usually leads to better choices of wording, length, and structure.
96.Reference summary
Key orientation points:
1. Text type = function + structure + social situation.
2. Purpose is the first decision.
3. Audience determines register and explicitness.
4. Medium influences length and design.
5. Paragraphs need clear functions.
6. Summary and opinion should be separated.
7. Description and interpretation should be separated.
8. Action-oriented texts need concrete next steps.
9. Formal texts need traceable structure.
10. Specialist pages provide details for email, summary, argumentation, charts, and presentations.