Writing to Austrian archives is often a better use of time than travelling, and it is the step that turns a trip from a hope into a plan. A good message gets a clear answer, and a vague one gets nothing or a bill. This guide explains what archives say they need, how to structure a message and how to write a short request in German. It covers the State Archives, the Vienna city archive and parish offices, with the same principles for each.
What archives tell you they need
The Austrian State Archives say that ordering archival records does not replace your own preparation, and that for personal research you should use their online sources first. They respond to written inquiries as far as possible and inform you about holdings that may be relevant, and they carry out specific research for a fee if workload allows. For orders to be ready for a visit, they require exact reference numbers, called signatures, and at least three working days’ notice, and they note that the mere mention of a topic or a person’s name will not result in material being made available. See their guidance on email orders and inquiries page.
The Vienna city archive says that to research a person, it needs the full first and family name and the exact date of birth or death, and as much further information as you can give. It limits research to people who lived in Vienna or topics clearly related to Vienna, and the request must be limited to a specific topic and period, since general history questions are not answered. See the city’s page.
A structure that works
- Say who you are and why you write. One sentence is enough.
- Name the person and the facts you know. Full names, dates, places and spellings.
- State exactly what you want. A specific record, a time period, a file reference.
- Say what you have already done. That shows you did your own work.
- Ask about cost and access. Include your postal and email address.
- Thank them. Archivists are generous with courteous researchers.
A short request in German
A short German message is more likely to be answered quickly than a long English one, though many archives will read English. Adapt the following invented example and have it checked by a German speaker if you can.
Invented example:
Sehr geehrte Damen und Herren,
ich recherchiere die Geschichte meiner Familie und suche Unterlagen zu Josef Brandl, geboren am 3. Mai 1881 in Linz, gestorben am 12. Februar 1944 in Wien. Ich habe die Matriken im Internet bereits durchsucht. Gibt es in Ihrem Archiv Akten zu dieser Person? Falls ja, bitte ich um Auskunft über die Signatur und die Möglichkeit, die Unterlagen bei einem Besuch am 14. Mai einzusehen. Bitte teilen Sie mir auch mit, ob Kosten entstehen.
Mit freundlichen Grüßen
The invented request names a person, gives dates and places, says that the online parish books have been searched, asks about reference numbers and a visit date and asks about costs. Those are the elements archives look for.
| English | German |
|---|---|
| I am researching my family history | Ich recherchiere meine Familiengeschichte |
| Do you hold records on this person? | Gibt es Akten zu dieser Person? |
| Could you give me the reference number? | Könnten Sie mir die Signatur nennen? |
| Is it possible to view the records on a visit? | Ist eine Einsichtnahme bei einem Besuch möglich? |
| Will there be a charge? | Fallen Kosten an? |
| Thank you very much | Vielen Dank |
Writing to a parish office
Parishes are a different case. The staff may be few, the hours short and the books held locally, and no online system will name a reference number. Write a short, courteous message with the name, the approximate dates and the question: could you tell me whether the baptism, marriage or burial book for those years survives, whether it can be consulted and how I might arrange a visit or a copy? Mention that you understand protection periods apply to recent entries. Parishes in some dioceses direct requests to the diocesan archive, so be ready for that answer. Our post on Matricula Online explains which books are online, so you do not ask for what you can read at home.
Writing to a registry office
For civil records from 1938 and 1939, the registry office of the place of the event holds the entry, and access depends on the person and the time that has passed. Our post on ordering civil records gives a template and explains the rules. If you need a certificate for an official procedure, ask the authority which form it accepts before you order.
Following up
- Wait a reasonable time, since archives answer in weeks and not days
- Send a short reminder if you have heard nothing, and include the earlier message
- Keep a log of whom you wrote to, when and what they said
- If an archive says it cannot help, ask where the records went
- Thank everyone, including those who say no
If you want someone else to do the research
The State Archives say that third parties can research Vienna’s archives and libraries for a fee, and that staff research is also charged apart from basic information. Ask for an estimate and a description of what will be delivered before agreeing to anything. Give the researcher your reference numbers, your tree and a precise question. And keep copies of what you receive with the source details. Our Austrian genealogy guide shows how to prepare the brief. Whatever route you take, be ready to explain your project briefly and to accept that some records may not be available to a researcher, because access rules differ by archive and by period.
Where to go next
Read the trip planning guide for how requests fit a trip, and visiting Austrian archives for what happens when you arrive. The starter kit includes a correspondence log.
Fees, forms and procedures change. Confirm each detail on the archive’s own site before you write, and keep the reply with your notes, since the answer an archive gives today may be the reference that saves you a question next time.
