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Working in Germany: How to write the perfect cover letter in English

Looking for a job cover letter that will catch an employer's attention? German careers columnist Chris Pyak gives a good example.

Working in Germany: How to write the perfect cover letter in English
Photo: DPA

Just a few days back I got a message from Michelle, one of my clients in the Expats Job Offer Miracle.

She just had just gotten off the phone with a manager that I had introduced her to.

READ ALSO: Six golden rules for creating the ideal German cover letter and resume

The impressions from that phone call were still fresh, so she wanted to apply for the job as quickly as possible. Here is the first draft of the cover letter that she sent to the employer.

While you read her letter, imagine that you would compete with Michelle for the same job. (Because you do compete with someone like Michelle for the same jobs.)

Here's the letter:

Dear Mr. Walter,

I had the pleasure of speaking with your colleague, Janine Meier, regarding your biggest challenges you are trying to solve with the Junior UX Researcher position. My understanding of one of these challenges is listening and developing a strong message to your customers through user research.

Recently I conducted six user interviews to test a mobile app prototype where users can reach out to experts in virtually any field. Through speaking with the participants I learned that the browse function wasn’t meeting the needs of the users because they weren’t able to view all experts.

During the next iteration I modified this feature in order for them to have the ability to view the full range of experts. We will see in the near future how this performs through another round of testing.

I look forward to discussing this topic with you further.

With warm regards,

Michelle

Whether writing by hand or computer, there are a few tricks to writing a cover letter than catches an employee's attention. Photo: DPA

Here's a few interesting things about this letter:

1. As you can read, the person that I had introduced her to wasn't the right contact person. That happens. We have to take a shot at our best options when we reach out.

2. Clearly it did not matter. Once the two ladies began to talk, they immediately built trust and a bond. As a result, her conversation partner was more than happy to introduce Michelle to the actual manager for this job offer.

3. Notice how honest Michelle is. She doesn't know yet if her changes in the design improved the results. Instead of making up some fake story, she tells it like it is: “We will see.”

READ ALSO: 10 German words you need to know when looking for a job

If you were the manager, would you like to interview Michelle for the job?

The candidate who was:

  • interested enough to ask what you actually want to achieve?

  • who made an effort to reach out?

  • who gives a concrete example of how she could help you?

  • who comes with a recommendation from your co-worker?

Reaching out to managers before you apply, sending a personalized, specific cover letter: That's one of the strongest tools for job seekers.

I want you to have more success in your job hunt. That's why I give you 8 pages of advice on how to write the perfect cover letter. You find them – and everything else that you need to convince employers to hire you when you are “unusual” – in my book:  “How To Win Jobs & Influence Germans”.

I wish you success.

ABOUT CHRIS PYAK

Chris Pyak is the Author of “How To Win Jobs & Influence Germans“. The managing director of Immigrant Spirit GmbH has worked in four different cultures and lived in five different countries.

Chris returned to Germany in 2011. His mission: Bring the Immigrant Spirit to his home country. Chris introduces international professionals to employers in Germany.

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WORKING IN GERMANY

7 tips for how to survive as a freelancer in Germany

Taking the decision to go it alone and freelance in Germany can be a daunting prospect. But, if you do it right, it can be an exciting and liberating path. Here are some of our top tips on how to survive.

7 tips for how to survive as a freelancer in Germany

1. Get a tax advisor

The German tax system is complicated, even for Germans. All the associated paperwork uses the Amtsprache (authority language) which is more like legalese than ‘normal’ German, and mistakes when filling out tax forms can cause you, at best, a massive headache and, at worst, a costly fine. So it’s best that you employ someone who knows what they’re doing to help you out.

That person is called a Steuerberater (tax advisor) in Germany. They will help you register with the tax office, correspond with them and submit your tax declarations.

Be aware that, in Germany, different deadlines apply for tax returns depending on whether you employ an official tax advisor or not. If you are doing the tax return on your own, the deadline for submitting your annual tax return is earlier than if you use a tax advisor’s services. 

READ ALSO: What NOT to do when you’re freelancing in Germany

When looking for a tax advisor, a top tip is to use your network to get recommendations. Ideally, you want someone who will do more than just fill in the forms for you, but who will actually advise you on how best to manage your business finances so that you can make tax savings.

2. Keep your accounting in order

The better you keep your own accounts in order, the easier it will be for your tax advisor to compile your tax declarations and therefore the cheaper their services will be.

As a freelancer, there are a lot of costs you can deduct from your taxes – from train tickets, working materials, to meals out – so it’s best to keep hold of all your receipts and to keep them in good order.

2 euros and 50 cents lie on a receipt in a beer garden. Photo: picture alliance/dpa | Peter Kneffel

In Germany, you’re obliged to keep hold of receipts for two years, in case of a tax inspection, so it’s a good idea to photocopy the type of machine-printed receipts you get from restaurants so that they stay legible for a long time.

There are also a few things to be aware of when writing your own invoices. Firstly, make sure that you include your tax number. This isn’t the 11-digit Steueridentifikationsnummer that everyone gets when registering in Germany, but the 10-digit Steuernummer you get from the Finanzamt after registering yourself as a freelancer. 

Most companies won’t pay you if you don’t have this on your invoices so make sure you include it.

You should also make sure that you number your invoices properly – ideally in ascending order so that you can easily keep track of them. You are not allowed to issue two invoices with the same number and if you do so and the finance office notices, you could face an inspection of your whole accounting system.

There are numerous great accounting software programmes you can use to help you, such as Lexoffice and Sevdesk and, even if you have to pay for them, the costs will be tax deductible!

3. Find out if you’re eligible for financial support

In Germany, there are several opportunities for freelancers to gain financial support and to cut their outgoings, and its worth finding out if you’re eligible for them.

If you’re claiming unemployment benefits under ALG 1 and are thinking about becoming a freelancer, the employment office offers a special type of financial support to help you to get your freelance business off the ground.

Called the Grundungszuschuss (“foundation grant”) the payment is a six-month grant equalling your monthly entitlement under ALG 1 plus €300 towards your insurance costs can be applied for those in receipt of this unemployment benefit.

READ ALSO: Will freelancers benefit from Germany’s €300 energy allowance?

If you are engaged in some form of artistic profession in Germany – which can include journalism to pottery – you may be entitled to membership to the Kunstlersozialkasse (artists’ social insurance).

Being a member of the KSK means you only have to pay half of your health insurance and pension contributions, and the KSK will pay the rest.

4. Work out how much you think you will earn

As with starting any business, you need to have some idea of your expected earnings from the outset.

If you’re just starting out as a freelancer, or have some freelance gigs on the side of an employment position, then it might be worth considering registering yourself as a Kleinunternehmer (“small business”).

As a Kleinunternehmer, you can currently earn up to €22.000 per year without having to charge VAT and having to submit only yearly tax declarations. 

An income tax declaration form lies on a table. Photo: picture alliance/dpa/dpa-Zentralbild | Hans-Jürgen Wiedl

Be aware that if you are registered as this kind of freelancer, you must include the following sentence in your invoices: ‘Gemäß § 19 UStG wird keine Umsatzsteuer berechnet’ which means ‘In accordance with Paragrah19 of the German VAT law, no VAT has been added to this invoice.’

READ ALSO: Everything you need to know about your German tax return in 2022

If you think you will earn more than €22.000 per year, you will need to pay Umsatzsteuer (VAT) and will have to submit tax declarations in advance and more often. Depending on how much you earn, this could be every month or every quarter. 

5. Get your insurance in order

In Germany, it’s a legal requirement to have health insurance.

If you’ve just made the move from employment to being a freelancer and want to keep the same health insurer, you should get in contact with your health insurance provider straight away to tell them about your change of circumstances. They will ask you to re-register and to tell them your projected freelance earnings for the year, so they can amend your monthly fees.

If you don’t keep your health insurer provider updated, you could continue to be charged the higher rate that you had from your previous salary.

The insurance cards of the health insurance companies DAK, AOK, Barmer and Techniker-Krankenkasse TK lie with euro notes under a stethoscope. Photo: picture alliance / dpa | Daniel Karmann

It’s not just health insurance you need to think about as a freelancer. It’s also wise to think about protecting yourself from any sort of claims that could arise as a result of any working mishaps. 

If, for example, you lose your laptop which contains confidential client information, you need to be protected against claims.

That’s why it’s good to have both Betriebshaftversicherung (business liability insurance) and Rechtschutzversicherung (legal protection insurance).

6. Plan your time wisely

All of these bureaucratic obligations take time. So it’s really important that you take account of that when planning your time. For example, planning half a day a week to deal with your invoices, filing, emails to clients, and conversations with authorities can be really beneficial when scheduling your working time. 

7. Grow your network

As a freelancer, networking is absolutely crucial to success. 

Keep an up-to-date profile on websites like LinkedIn and German equivalent XING and keep in contact with anyone you’ve ever worked with, no matter how brief the contact was. 

Having a network is not only about getting more clients, but also about building a support network in your field to exchange advice, tips and generally for your own enrichment. 

Participating in workshops related to your field, going to seminars, and meet-ups, can be great ways of broadening your network. 

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