Writing Part 3 is the third and shortest task in the Writing module of the ÖSD certificate B1. Here you write a short, formal email. The topic is always practical: you have to, for example, cancel an appointment, ask for something or respond to an advertisement.

The task is short but important. Many participants lose points here because they do not read the situation carefully or use the wrong salutation. In this article we show you exactly how Part 3 works and how you avoid typical mistakes.

In Part 3 you do not write to a friend, but to a person from the (semi-)formal area. That is the biggest difference from Part 1. You always address the addressee with Sie.

Typical communication partners are:

• your teacher or course leader;
• your supervisor or a colleague;
• a potential employer or a company;
• a service provider, for example a workshop, a practice or a landlord.

Because the register is formal, you use a formal salutation and a formal closing. Colloquial language does not fit here. Words like super, okay or Quatsch are wrong in this email.

The task contains a situation, an addressee and a desired language action. The language action tells you what you have to do. These actions appear most often:

• sich entschuldigen / einen Termin absagen (apologise / cancel an appointment) — you cannot come to an appointment;
• einen Termin verschieben (postpone an appointment) — you would like a new appointment;
• um etwas bitten (ask for something) — for example for information or a certificate;
• auf eine Anzeige oder einen Aushang reagieren (respond to an advertisement or a notice) — for example for a flat or a job;
• Hilfe oder Mitarbeit anbieten (offer help or participation) — for example at a celebration;
• eine Information mitteilen (give a piece of information) — for example a new address.

Always read the task carefully. Often there are two small tasks in one sentence, for example: apologise and suggest a new appointment. You have to write both parts.

A good email in Part 3 always has a clear structure. This is what the structure looks like:

1. Anrede (salutation): Sehr geehrte Frau … / Sehr geehrter Herr …
2. Einleitung (introduction): a short sentence about the reason, for example vielen Dank für Ihre Einladung.
3. Hauptteil (main part): here you carry out the language action, for example apologise and give a reason.
4. Schlusssatz (closing sentence): a short, fitting sentence, for example Über einen neuen Termin würde ich mich freuen.
5. Grußformel (closing): Mit freundlichen Grüßen
6. Name (name): your first and family name.

Never forget the salutation and the closing. Without them the text type email is not complete, and you lose points for the coherence.

For Part 3 you can get a maximum of 20 points. The examiners assess your text according to four criteria:

Important: mistakes in the vocabulary and in the structures count especially negatively when the reader can no longer understand the text because of them. Therefore better use simple sentences that you master confidently.

These mistakes appear especially often in Part 3. If you know them, you lose no points.

Mistake 1: misunderstanding the situation

This is the most dangerous mistake. Some participants read the task too quickly and write about something wrong. If the task says that you should cancel an appointment, then you have to do exactly that. Therefore read the situation twice.

Mistake 2: wrong salutation or closing

A salutation like Hallo Frau Müller or just Frau Müller is too informal. Correct is Sehr geehrte Frau Müller. The closing must also be formal: Mit freundlichen Grüßen, not Viele liebe Grüße.

Mistake 3: too short or too long

A text with only 30 words is too short. Then important information is often missing. Write about 40 words. A bit more is no problem, but too short costs points for the fulfilment.

Mistake 4: copying words from the task

Do not write the same sentences as in the task. Use your own words. If you only copy, you get fewer points for the vocabulary.

Mistake 5: colloquial language

Words from spoken language like super, echt or Quatsch do not fit in a formal email. Stay polite and neutral.

With these five steps you write Part 3 confidently and quickly:

1. Read the situation. Who do you write to and why? Read the task twice.
2. Find the language action. What should you do? Cancel, ask, offer?
3. Note keywords. Write short notes for each point.
4. Write the email. Salutation, introduction, main part, ending, closing and name.
5. Check. Check the salutation, closing, grammar and word count.

Here is an example. The task is: your course leader, Frau Müller, has invited you to a meeting about your grades. But you cannot come. Apologise politely and explain why.

Why is this letter good?

• The salutation is formal and correct: Sehr geehrte Frau Müller.
• The introduction thanks politely for the invitation.
• The main part apologises and gives a clear reason.
• The closing sentence fits the situation and politely asks for a new appointment.
• The closing is formal, and the text has about 40 words.