Letter template according to DIN 5008 in Writer

    From The Document Foundation Wiki
    Other languages:


    This Page is in Work!

    Foreword

    The video links to this page here, which contains further information.

    This description explains how to create a letter template according to DIN 5008 in LibreOffice Writer that can be used for letters.

    Link to the Video

    Link to the Video (in German [DE]:

    Brief als Dokumentvorlage erstellen

    Why a document template as a letter

    Those who have to write letters more often or do not want to try out where the best positions for sender, date and address are each time.

    Furthermore, it would be nice if the letter could indicate the sender and the address for Envelope DL in the format: "DL (DIN-Lang) - 220x110 mm",
    EnvelopeWikipedia logo v3.svg with a window in the right place.

    Furthermore, fold marks for the envelope and a fold mark for the perforation.

    You can define all this in a document template.

    Letter template according to DIN 5008

    The creation of a LetterWikipedia logo v3.svg according to DIN_5008Wikipedia logo v3.svg as a document template requires some effort in the implementation.

    The arrangement and the possible variants of the letter parts for the address and sender are quite tricky.

    Particular attention should be paid to the entire page layout with the letter logo and the corresponding lettering.

    The video and the following descriptions are intended to help you create your own “Letter template according to DIN 5008” and will guide you step by step through this process.

    Within these descriptions, as well as above, there are links to WikipediaWikipedia logo v3.svg, which provide additional information.

    Preliminary considerations

    Business paper from the printing company

    First of all, inserting an image, as shown here in the example, only makes sense if you write very few letters.

    The reason for this is the cost of printer material, such as ink or toner for color images.

    Therefore, this example will probably only apply in very few cases.

    Printed paper is available at very reasonable prices.

    So if you have your paper printed, you can simply omit the image in the example.

    Information block

    Think about how you want to display the sender information.

    As a block on the right-hand side or split as lines before the subject.

    See Information block (Sender data)

    Special feature

    In the typewriter world, the fields for address and sender were based on the existing line feed.

    In Writer, the entire area for the address and sender is defined as a margin area, so that no continuous text is possible here.

    The fields for address and sender are defined using frames.

    Information on frames can be found in Chapters 6, 8 und 9 of the Writer Guide.

    Page/letterhead layout

    Letter forms

    Form A

    See also Sample letter form A

    Dimension drawing Form A' for private letters. Distance to the top edge of the sheet: 0.27 mm.

    Form B

    See also Sample letter form B

    Dimension drawing Form B' for business letters. The address area begins at a distance of 4.50 cm from the top edge of the sheet and the text field at 9.85 (exactly 9.846 cm) cm.

    Form B is the basis for the following descriptions of how to use Form B envelopes DIN long with window for private letters.

    Upper section of a page

    The following adjustments are made: The text field (top edge) starts at 10.0 cm.

    Form B - Upper section of a page - principle view

    Page/paper format

    Paper format

    For normal business correspondence, DIN 5008 specifies the paper formatWikipedia logo v3.svg.

    The usual paper format used is DIN A4.

    Letterhead / paper

    Letterhead: blank, mostly white

    LetterheadWikipedia logo v3.svg: partially pre-printed, mostly white with color printing.

    The paper quality should be at least 80 g/m2.

    This does not apply to short letters and other special forms.

    Note pin.svg

    Note:
    The letterhead is an important element for the recognition value. In the example, a graphic is used for the letterhead. This is a fairly large color area for output to a printer. This can lead to high costs for consumables (ink, toner). In many cases, it will therefore make sense to have the letterhead with letterhead and footer, sender identification and info block produced by a print shop.

    Page styles

    The page layout is defined in the page templates.

    If pages, for example the first page and the following pages, are to have different layouts, you need a page template for each page that is to be different from the others.

    Open Writer.

    Writer usually shows you a page as a white sheet.

    The Page styles are located in the sidebar (Ctrl + F5).

    And click on the "Page styles" icon at the top under Format styles.

    There is already a Page style "First page" and "Standard".

    Use the "First page" Page style for the first page of the letter template and "Standard" for the following pages.

    See also below Insert following pages

    Configuring the "First page" Page style for the first page

    The open white sheet is displayed in the sidebar as the "Standard" Page style (highlighted).

    Now double-click on the "First page" Page style to assign it to the white sheet.

    Right-click on the Page style "First page" and select Edit style…

    The "Page style: First page" dialog opens.

    Enter the values for margins in the "Page" tab.

    Margins - Left: 2.5 cm / Right: 2.0 cm / Top: 10.0 cm / Bottom: 2.0 cm (variable)

    Information on Page styles can be found in Chapters 5, 6, 8 und 9 of the Writer Guide.

    Possible letterhead design

    Wave orange-yellow according to point 3. (2484 Welle orange-gelb.svg)

    Basic possibilities

    1. Text field only
    2. Text field and graphic
    3. Graphic only
    4. -none- (remains empty), for example pre-printed stationery is used

    In this example, we proceed according to point 3.

    Create letterhead / page header

    The page header in the design as a graphic.

    Now insert the graphic "2484 Wave orange-yellow.svg".

    Click twice on the image here on the right to download it.

    You can of course adapt your own graphic to the space available in the letterhead.

    Take a look at the dimensional sketch under Form B to see what options you have.

    Select Insert ▸ Image from the menu.

    An "Insert image" dialog opens.

    Search for the directory path and then click on the image you want to insert.

    Click on Open.

    The image is now inserted at the cursor.

    Right-click on the image and select Properties… in the Context menu.

    The "Image" dialog with several tabs opens.

    The values to be entered in the desired tabs can be found in the following below

    The values all relate to the example shown here with the "Wave orange-yellow".

    You must adjust the values accordingly for your own graphics.

    Image: Wave orange-yellow

    "Image" dialog (graphic), Position and Size tab.

    Size - Width: 21,00 cm, Hight: 3,07 cm
    Anchor - To Page
    Position - Horizontal From left by: 0,00 cm to: Entire page, Vertical From top by: 0,00 cm to: Entire page

    Same values for all frames in the "Options", "Wrap" and "Borders" tabs.

    "Options" tab:

    For the Protect function, check the ☑ Position and ☑ Size boxes.

    "Wrap" tab:

    Settings: Through

    Spacing: Left: 0,00 cm; Right: 0,00 cm; Top: 0,00 cm; Bottom: 0,00 cm.

    "Borders" tab:

    Line arrangement: "Preset: Set No Borders"

    Padding: Left: 0.00 cm; Right: 0.00 cm; Top: '0.00 cm; Bottom: 0.00 cm.

    Address field

    Frame Address field

    The address field contains the Return address, the Additional and note zone and the Address.

    The three items have different font sizes, but are contained together in one frame.

    Here are the values for the Address field frame dialog in the Position and size tab:

    Size - Width: 8.50 cm / Height: 4.50 cm
    Anchoring - On the side
    Position - Horizontal: From the left by: 2.00 cm to: Entire page / Vertical: From the top by: 4.50 cm to: Entire page

    Return information 1)

    Additional and note zone

    Recipient address

    Now insert the frames.

    This process must be carried out for all frames.

    Select Insert ▸ Frame ▸ Frame… from the menu.

    The "Frame" dialog with several tabs opens.

    Take the values to be entered for the required tabs from the information provided.

    Once all values have been entered, click OK.

    The frame(s) is/are now inserted.

    The font in the frame can only be inserted if the frame is not selected.

    Change values for a frame

    Select the frame.

    Then right-click on it.

    In the context menu, select Properties….

    Change the desired values in the dialog.

    Click OK

    Return information 1)

    The return information contains:

    One line, height: max. 0.50 cm, font size 6-8 pt.

    First name Last name / Street / ZIP CODE City - with an underline.

    Additional and note zone

    Examples: Registered mail / Book shipment / Merchandise shipment / Personal / If undeliverable, please return with new address.

    Font size 6-8 pt.

    Recipient address

    Weblinks: Korrekte Adressierung [DE|Wikipedia]

    Font size at least 8 pt, from 10 pt with serifs possible, otherwise use Liberation Sans, for example.

    Information block (Sender data)

    The Information block contains the sender data of the editing person and the date.

    Frame Information block

    Here are the values for the Information block frame dialog in the Position and size tab:

    Size - Width: 7.50 cm / Height: 4.00 cm
    Anchoring - To page
    Position - Horizontal: From the left by: 12.50 cm to: Entire page / Vertical: From the top by: 5.00 cm to: Entire page

    Font size at least 8 pt, from 10 pt with serifs possible, otherwise use for example Liberation Sans.

    Scheme

    First name Last name
    Street House number
    Zip code City

    Phone
    e-mail

    Date:

    Information block - Date

    The year should always be written with four digits.

    The international notation provides for the sequence YEAR-MONTH-DAY. (see also ISO 8601).

    In German, however, the sequence TAG-MONAT-JAHR has become established and is also correct according to DIN 5008.

    Examples of the spellings:

    • 2025-04-25
    • 25.04.2025
    • 01.04.2025 (here with leading zero i the day)
    • 1. April 2025 (here without leading zero in the day)

    Text area

    Font size at least 10 pt to 12 pt with serifs possible, otherwise use Liberation Sans, for example.

    Structure of the text area

    • Subject line
    • Salutation
    • Letter text
    • Greeting
    • Signature
    • Attachment(s)

    Subject line

    The subject line, for example "Important message for you", is created below the address field.

    The word "Subject" or similar is no longer used, it is omitted.

    The subject line does not have a dot at the end and is usually highlighted in bold.

    Salutation

    The salutation, for example "Dear Sir or Madam", should be two lines away from the subject line.

    The actual text of the letter

    Insert a blank line after the salutation and then you can write the text.

    Greetings

    With a blank line to the text, write the greeting formula, for example:

    Kind regards

    Signature

    After the greeting, leave (possibly) three lines of space for the signature.

    The signature can then be inserted in typewritten form, as not everyone necessarily has a legible signature.

    Example:
    Kind regards
    *
    *
    *
    Max Mustermann
    

    Attachment(s)

    Example:
    Attachments
    Certificate
    Further copy
    

    Letter footer design / bottom margin

    According to DIN 5008, there are no specifications for the bottom margin.

    You may need to adjust the bottom margin if information is to be included.

    You can then add a frame to the bottom edge if required.

    Do not choose a font size that is too small (min. 6 pt and max. 8 pt depending on the amount of information).

    Folding and perforated stamps for the envelope DIN lang

    Draw lines

    Draw the fold and hole marks with a line.

    To do this, use the "Drawing" toolbar.

    If the toolbar is not visible, select View ▸ Toolbars ▸ Drawing from the menu.

    Repeat the following procedure for each line:

    Select the "Insert line" icon.

    Draw a short line at the position where the lines are to be placed (approximately).

    With the line selected, right-click on the line and select Position and size.

    Enter the values specified below for the line and click OK.

    Fold mark_1

    Here are the values for the Fold mark_1 frame dialog in the Position and size tab:

    Size - Width: 0.50 cm / Height: 0.05 cm
    Anchoring - To page
    Position - Horizontal: From the left by: 0.40 cm to: Entire page / Vertical: From the top by: 10.50 cm to: Entire page

    Hole mark

    Here are the values for the Hole mark frame dialog in the Position and size tab:

    Size - Width: 0.50 cm / Height: 0.05 cm
    Anchoring - To page
    Position - Horizontal: From the left by: 0.40 cm to: Entire page / Vertical: From the top by: 14.85 cm to: Entire page

    Fold mark_2

    Here are the values for the Fold mark_2 frame dialog in the Position and size tab:

    Size - Width: 0.30 cm / Height: 0.05 cm
    Anchoring - To page
    Position - Horizontal: From the left by: 0.40 cm to: Entire page / Vertical: From the top by: 21.00 cm to: Entire page

    Insert following pages

    If page 1 of a letter is not sufficient, subsequent pages are required.

    For this purpose, it is necessary to prepare a page 2 ff.

    This page 2 is typically created with a corresponding format style (page style) so that the enlarged top margin of page 1 is not adopted when the page is changed.

    At the top of - Page styles - we noticed that the Page styles "First page" and "Standard" already exist.

    The "Standard" Page style is used for the following pages after the first page, or it is automatically created in the continuous text as soon as the text runs out of the first page.

    The Page styles are changed automatically because it is defined in the First page" Page style that the subsequent style is the "Standard" Page style.

    Below - Work files - you will already find a sample document template with a 2nd page.

    Detailed descriptions of page templates and formatting can be found here: Documentation

    There at: "Chapter 5 - Formatting Pages: Basics" and "Chapter 6 - Formatting Pages: Advanced".

    Envelope

    An EnvelopeWikipedia logo v3.svg is the packaging of a letter.

    Hole and fold marks in the document are used to prepare the A4 letterhead for a double horizontal fold.

    After folding, the letterhead is usually placed in a window envelope DIN langWikipedia logo v3.svg.

    Document template

    Further information on document templates can be found here in Chapter 10 - Document templates of the Writer guide.

    Note pin.svg

    Note:
    Of course you can modify the document template to suit your needs.

    Save document template

    If you have created the letter according to the specifications made here or with your own changes, you should save the document as a document template.

    Select File ▸ Document templates ▸ Save as document template… from the menu.

    Enter a name in the following dialog and select a template category (folder) for the document template.

    Now click on Save

    Apply document template

    Now the template can be via the main menu File ▸ New ▸ Templates… opened and used as a letter.

    Further Informations

    Work files

    According to DIN 5008 - Form B

    Sample letter according to DIN 5008 - Form B; second side different according to the description above (in German [DE]).

    Note pin.svg

    Note:
    Writer can only manage and open (open) document templates that were previously saved in template folders.

    Wave orange-yellow (2484 Welle orange-gelb.svg).

    According to DIN 5008 - Form A

    Alternatively: Letter according to DIN 5008 - Form A; second side different (in German [DE]).

    Correctly address letters internationally

    On the recommendation of the © Deutsche Post AG (German [DE]):

    National [DE]: Address envelope correctly

    International: Label letter

    Envelope in Writer

    Envelope in Writer

    Related topics

    Professional text composition with Writer

    Styles in Writer

    Inheritance in paragraph styles in Writer

    Character Styles in Writer

    Document templates Letter template in Writer - LO63

    Documentation / Manuals

    Here you will find the Documentation / Manuals:

    Documentation / Manuals

    Any questions?

    For questions on this topic go to:

    Ask.LibreOffice

    Get Involved

    Join us today and help us to make it even better!

    Get Involved

    LibreOffice is Free Software and is made available free of charge.

    Your donation, which is purely optional, supports our worldwide community.

    If you like the software, please consider a Donation.