Formale Texte schreiben

Entrytion

Whether it's applications, official inquiries, invitation letters, or official announcements – formal texts must be formulated clearly, politely, and correctly. Many people feel insecure about this, as such texts require specific linguistic conventions and structures.

Artificial intelligence (AI) can help create such texts quickly and professionally. It takes into account common phrasings, formal rules, and the desired tone.

Basics

Formal texts are characterized by an objective, respectful tone. They often follow a clear structure: salutation, introduction, main body, closing formula, and closing.

AI models specializing in language processing can automate these processes, improving spelling, grammar, and style.

Areas of application & possible uses

Official letters: Inquiries or statements.
Cover letter: Motivation letter or cover letter.
Invitations Official event or project announcements.
Complaints: Factual and polite complaints or inquiries.
Funding applications: Cover letter for application documents.

Step-by-step procedure

Step 1: Define the goal and recipients

Who is the target person or organization?
What is to be achieved with writing?

Step 2: Note down the main points

Key points bulleted.
Special requests or deadlines.

Step 3: Formulate a request to the AI

A good prompt for formal texts should include the following elements:

Type of writing: e.g. official letter, application.
Tone and Style Polite, factual, motivating.
Contents Key themes or concerns to include.
Length: Concise or detailed?

Step 4: Review Draft

Check content for accuracy and completeness.
Adjust wording if necessary.

Step 5: Save and send the final version

Format (e.g., letterhead, subject line).
Create an expression or digital file.

Example from practice

Scenario

A person wishes to inform the city administration in writing that they will submit the documents for an application at a later date due to health reasons.

Prompt for an AI

Sehr geehrte Damen und Herren, hiermit wende ich mich an Sie, um höflich um eine Verlängerung der Frist für die Einreichung meiner Unterlagen zu bitten. Aufgrund von gesundheitlichen Problemen ist es mir derzeit nicht möglich, die erforderlichen Dokumente fristgerecht einzureichen. Ich bitte Sie daher um Ihr Verständnis und darum, mir eine Verlängerung bis spätestens zum 30. August zu gewähren. Bis zu diesem Datum werde ich die Unterlagen selbstverständlich nachreichen. Vielen Dank für Ihre Unterstützung und Ihr Entgegenkommen. Mit freundlichen Grüßen, [Ihr Name]

Conclusion

Writing formal texts with AI saves time, provides easier access to professional phrasing, and helps avoid uncertainties regarding structure and language. Those who clearly define important content will receive a convincing, ready-to-use document – whether for authorities, business partners, or public bodies.

Further links

ChatGPT Plus	Creates structured, formal texts (applications, letters, reports) based on a few keywords.
Copy.ai Starter	Offers templates and text suggestions for various formal contexts—simple, fast, and editable.

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Writing formal texts