The problem has a name: administrative language
Official texts are not hard to understand because the content is complex. They are hard to understand because a language culture has grown up that mistakes precision for impenetrability. Convoluted sentences, passive constructions, abstract nouns and technical terms with no explanation: this is not a question of style. It is a barrier.
The consequences are tangible: follow-up questions take up staff time, errors in applications lead to duplicate work, and objections and requests for clarification take time. People affected may also feel that their own government does not take them seriously. How I rewrite administrative language in clear German.
Three examples from practice
The examples below are English translations of German administrative notices. The revised versions illustrate clearer German wording in translation; they are not examples of English-language public-service copy. The substance is preserved, while sentences become shorter, the structure clearer and the verbs more active. The aim is greater clarity without unnecessary loss of information.
Example 1: Notice of a social benefit
“On the basis of your application of March 12, 2026, having regard to standard requirement level 1 as laid down in Section 27a of the Twelfth Book of the Social Code (SGB XII), together with the reasonable expenditure on accommodation and heating pursuant to Section 35 SGB XII, a total monthly requirement in the amount of EUR 1,136.00 is hereby granted to you, whereby the attributable income pursuant to Sections 82 et seq. SGB XII in the amount of EUR 320.00 is deducted, such that a monthly disbursement amount in the amount of EUR 816.00 results.”
“You applied for social assistance on March 12, 2026. We have reviewed your application.
This is how your benefit is made up:
- Your monthly requirement is EUR 1,136.00.
- From this we deduct your attributable income: EUR 320.00.
- You receive EUR 816.00 per month.
The calculation is governed by the Social Code (SGB XII), Sections 27a, 35 and 82.”
What has changed: The substance and amount are the same, and the legal basis is still there. Instead of one 67-word sentence, there are now five sentences with a clear structure: What was requested? What is the result? How was it calculated? The legal basis moves to the end, where it remains readable as a reference, not a precondition for understanding.
Example 2: Request to cooperate
“You are hereby requested to submit the documents required to establish the facts pursuant to Section 60(1) of the First Book of the Social Code (SGB I), in particular the proof of income for the last three months as well as a current registration certificate, to the responsible case officer by April 30, 2026 at the latest, failing which the award of benefit pursuant to Section 66(1) SGB I may be refused or withdrawn in whole or in part.”
“We need some documents from you. Please send us the following by April 30, 2026:
- your proof of income for the last three months
- a current registration certificate
If we do not receive the documents in time, we may have to reduce or stop your benefit (Section 66 SGB I).”
What has changed: A hard-to-find notice about possible consequences becomes a clear request with a deadline and a list of the documents needed. The consequence is stated separately at the end instead of being buried in a passive subordinate clause. The legal basis is shorter, but still referenced correctly.
Example 3: Notice of the right to appeal
“An objection to this notice may be lodged with the above-named authority in writing or by being recorded for the file within one month of notification.”
“Do you disagree with this notice? Then you can lodge an objection. You have one month to do so, counting from the day you received this notice.
Send your objection in writing to the address at the top of this letter. You can also come in person and have your objection recorded on the spot.”
What has changed: Outside legal circles, no one understands “lodged by being recorded for the file.” The improved text says exactly the same thing: send it in writing or come in person. Opening with a question gives the reader their bearings. And the start of the deadline is explained, not merely stated.
Why this is not a question of style
Impenetrable administrative language is a structural problem. It affects more than people with limited German or reading difficulties. It affects everyone who does not work with official language every day, which is almost everyone.
The Online Access Act (Onlinezugangsgesetz, OZG) and the Federal Government’s e-government strategy are digitizing administrative processes. But a digitized notice that is just as impenetrable as its paper predecessor has only changed medium. Clear administrative language is not a nice-to-have. It is a precondition for digitization to work at all.
The examples above show simplified standard language. Easy Language (Leichte Sprache) goes a step further: shorter sentences, simpler words, larger type, images as a comprehension aid and a review by people from the target audience, organized by the client. For German federal public bodies, BITV 2.0 requires explanatory information in Easy Language on the home page and in the accessibility statement.
The three most common mistakes when optimizing text
- Leaving out the legal basis. Writing clearly does not mean removing it. It belongs in the text, in the right place and in a readable form.
- Shortening only the worst sentences. Improving individual sentences achieves little if the overall structure stays unclear. Clarity comes from good structure, not just from shorter sentences.
- Running it through ChatGPT. AI can shorten sentences. But it does not reliably judge whether a text remains legally correct, whether the tone fits the institution, or whether the target audience will actually understand it. That calls for professional quality assurance.
Sources
- Gesellschaft für deutsche Sprache / Institut für Demoskopie Allensbach: “Wie denken die Deutschen über die Rechts- und Verwaltungssprache?” (What do Germans think about legal and administrative language?), a representative survey. gfds.de
- BITV 2.0, Annex 2: explanations in Easy Language for federal public bodies. gesetze-im-internet.de
- Online Access Act (Onlinezugangsgesetz, OZG): duty to digitize administrative services. gesetze-im-internet.de
- Fourth Bureaucracy Relief Act (Viertes Bürokratieentlastungsgesetz, BEG IV), Federal Law Gazette 2024 I No. 323. Federal Law Gazette PDF
- Federal Office of Administration (Bundesverwaltungsamt): handbook “Bürgernahe Verwaltungssprache” (Citizen-friendly administrative language). University and State Library Bonn
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