G2G
Chapter 94

Sehr Geehrte Damen und Herren

Formal Writing in German

The Language of Professional Correspondence — Business Letters, Formal Emails, and Official Communication. German formal writing follows strict conventions developed over centuries. Mastering this register is essential for professional communication, job applications, complaints, and formal interactions in German-speaking countries. Formal German is precise, respectful, and deeply structured.

Learn the rules of formal German correspondence↓

Formal German is a distinct register with its own vocabulary, grammar structures, conventions, and unwritten rules developed through centuries of business and diplomatic correspondence. Unlike English, which has largely flattened formality distinctions, German maintains strict separations between formal (Sie) and informal (du) address. Formal writing intensifies and codifies these distinctions into precise, almost ceremonial patterns. Understanding formal German means knowing how to compose professional correspondence, formal emails, complaint letters, official requests, job applications, and business communications that will be taken seriously in German-speaking business, governmental, and academic contexts. Making mistakes in formal German marks you as uneducated or disrespectful—which can have real professional consequences. A single misused du instead of Sie, a casual abbreviation, or an informal closing can undermine your credibility or even cost you a job opportunity. Conversely, correct formal German demonstrates competence, respect, and professionalism that opens doors.

"Formal German is the language of respect, clarity, and precision—words are chosen carefully, structured logically, and presented according to centuries-old conventions."

Salutation: Opening the Letter Correctly
German formal letters always begin with a salutation. The most common is "Sehr geehrte Damen und Herren" (Dear Ladies and Gentlemen) when writing to a company, organization, or unknown recipient. If you know the person's name, you MUST use it: "Sehr geehrter Herr Schmidt" (Dear Mr. Schmidt) for men or "Sehr geehrte Frau Müller" (Dear Ms. Müller) for women. Note the capital letters on titles and the accusative case after "Sehr geehrter/e/es." If you're unsure of gender, "Sehr geehrte Person" or "Sehr geehrter/Sehr geehrte [Full Name]" works. Never use "Liebe/r" (dear in the affectionate sense) in formal correspondence—it's reserved for personal letters and signals intimacy, which is inappropriate in professional contexts. "Hallo" and "Hi" are absolutely forbidden in formal writing.
Subject Line: Betreff (The Purpose Statement)
Formal letters include a subject line (Betreff or "Re:" in emails). This line clearly states the purpose of the letter in 5-10 words. Examples: "Betreff: Bewerbung für die Position als Projektmanager" (Re: Application for Project Manager Position), "Betreff: Beschwerde über Lieferungsverzögerung" (Re: Complaint about Delivery Delay), or "Betreff: Anfrage bezüglich ihrer Dienstleistungen" (Re: Inquiry Regarding Your Services). The subject line is typically indented, bolded, or underlined and placed between the salutation and the opening sentence. The Betreff should be concise but informative—it tells the recipient immediately what the letter is about and helps them file and prioritize it correctly.
Opening Formulas: Setting the Formal Tone
Formal letters don't jump immediately into content. They open with conventional phrases that signal professional intent: "Ich beziehe mich auf..." (I refer to...), "Bezüglich Ihres Schreibens vom [Datum]..." (Regarding your letter of [date]...), "Hiermit möchte ich..." (Herewith I would like to...), "Mit diesem Schreiben möchte ich..." (With this letter I would like to...), "In Bezug auf..." (With regard to...), or "Bezugnehmend auf..." (In reference to...). These openers signal that you're following formal conventions, understand professional protocols, and are taking the matter seriously. They set the professional tone and show respect for the recipient. Omitting these and jumping straight to content marks you as informal or rushed.
Body of the Letter: Grammar, Structure, and Stylistic Requirements
The body of a formal letter must be meticulously structured and carefully written. Each paragraph addresses one main point and is clearly separated from others by blank lines. Content is logically organized: first paragraph introduces the topic and states your purpose; middle paragraphs develop your argument or explanation with facts and details; final paragraph summarizes and indicates what action you expect. You MUST use the Sie-form (formal you) throughout every sentence without exception—never the du-form (informal you), no matter how well you know the recipient. The imperative mood is strictly avoided; instead, use polite conditional requests: "Könnten Sie bitte..." (Could you please...), "Ich würde Sie bitten, mir zu..." (I would ask you to...), "Es wäre sehr hilfreich, wenn Sie..." (It would be very helpful if you...), or "Können Sie mir bitte mitteilen, ob..." (Can you please let me know whether...). Complex sentences with multiple subordinate clauses are expected and valued in formal German—they demonstrate sophistication and precision. Subjunctive II (würde + verb) is used frequently for politeness and to express conditions: "Ich würde gerne erfahren" (I would like to learn) is significantly more polite than "Ich will wissen" (I want to know). Passive voice appears frequently, especially in formal announcements and official statements. Never use contractions (wasn't, don't), abbreviations except standard ones like "z.B." or "usw.," or colloquialisms. Every word should be carefully chosen and professionally appropriate.
Closing Formulas: Ending with Appropriate Formality and Professional Grace
Formal letters end with standard closing phrases that signal professionalism, respect, and cultural awareness. The most common and widely accepted is "Mit freundlichen Grüßen" (With kind regards), appropriate for business correspondence, job applications, formal inquiries, and professional communication of all types. This formula conveys courtesy without being overly warm or distant. More formal and older-fashioned: "Hochachtungsvoll" (With great respect), used for official government correspondence, formal complaints to authorities, or extremely formal situations. Even more archaic and rarely used today: "Mit vorzüglicher Hochachtung" (With distinguished respect), which appears mainly in very old letters or extremely formal official documents. In contemporary business emails, "Freundliche Grüße" (Kind regards) is slightly less formal than "Mit freundlichen Grüßen" but still professional and increasingly acceptable. In German-speaking countries, omitting a closing formula or using an informal one like "Viele Grüße" (Many greetings) is considered unprofessional and disrespectful. After the closing formula, you leave several blank lines for your handwritten signature, then type your full name. In emails, you typically include your title, company name, phone number, and email address below your typed name for complete contact information.
Format and Layout: Physical Presentation of Respect and Professionalism
The physical layout of a formal letter communicates respect and professionalism through structured, predictable design. Standard format: [Your Name], [Your Address], [Phone/Email] aligned to top left. Then [City], [Date] aligned to right. Then double space. Then [Recipient Name], [Recipient Title if applicable], [Company Name], [Company Street Address], [Company Postal Code and City]. Then double space again. Then the salutation line ending in comma. Then Betreff line (sometimes indented or bolded). Then body paragraphs, single-spaced within but double-spaced between paragraphs for clarity. Then closing formula on its own line. Then space for handwritten signature. Then typed full name. Optional: title, company, contact information. Margins must be at least 2.5 cm on all sides for professional appearance. Font must be conservative and readable: Times New Roman, Arial, Garamond, or Calibri, 11-12 point size. Never use colored text, unusual fonts, decorative elements, or casual formatting. Use white or light gray paper only. In German business culture, this careful attention to physical presentation signals serious intent and respect for the recipient.
Attachments and Enclosures: Signaling Supporting Documentation
When enclosing documents, use formal language: "Anlage" (Attachment) or "Anbei erhalten Sie..." (Enclosed please find...). Examples: "Anlage: Kopie des Kaufbelegs, Fotos des Produkts" (Attachment: Copy of receipt, photos of product) or "Anbei erhalten Sie die angeforderten Unterlagen gemäß Ihrer Anfrage" (Enclosed you will find the requested documents as per your request). This signals to the recipient that additional documents accompany your letter and helps them ensure nothing is missing. In emails, you might write "Anbei erhalten Sie die angeforderten Informationen als PDF-Datei" (Enclosed you will find the requested information as a PDF file). Always mention attachments explicitly.
Email vs. Traditional Letter: Format Differences in Modern German Business
Modern German business increasingly uses email, but the formality level must remain high. Unlike informal emails, formal business emails still require proper salutation: "Sehr geehrter Herr Schmidt," not "Hallo Klaus." The subject line is critical (Re: [Purpose]). The body should follow the same formal structure as traditional letters. However, email allows for slightly less elaborate opening and closing formulas. Where a traditional letter would open with "Bezugnehmend auf Ihr Schreiben vom 15. März," an email might say "Vielen Dank für Ihre E-Mail vom 15. März" (Thank you for your email of March 15). Traditional signature with "Mit freundlichen Grüßen" is still required, but "Freundliche Grüße" is increasingly acceptable in email. Many German companies include standardized signatures with title, phone, and company information below the name. The key difference: email is slightly more condensed and direct than traditional letters, but formality is non-negotiable. Never use "u" for "und," emojis, or exclamation marks in formal business email. Spell out numbers if they're not very large. Use proper German grammar and punctuation throughout.
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Complete Formal Letter Template with Annotations
[Your Name] [Your Street Address] [Postal Code and City] [Your Phone Number] [Your Email Address] [City], [Day]. [Month] [Year] [Recipient Name] [Recipient Title, if known] [Company Name] [Company Street Address] [Company Postal Code and City] Sehr geehrter Herr [Recipient's Surname], Betreff: [Purpose of the Letter - 5-10 words maximum] ich beziehe mich auf Ihre Anzeige vom [Date/Reference], in der Sie eine Position im Bereich [Field/Department] ausschreiben. Mit großem Interesse möchte ich mich auf diese Stelle bewerben. Meine berufliche Erfahrung und meine Qualifikationen machen mich zu einem idealen Kandidaten für diese Position. Seit [number] Jahren arbeite ich erfolgreich im Bereich [field] und habe dabei [relevant achievements] realisiert. Besonders stolz bin ich auf [specific achievement], das [impact]. Ihre Stellenanzeige entspricht meinen beruflichen Zielen sehr genau. Ich bin überzeugt, dass meine Fähigkeiten optimal zu den Anforderungen dieser Stelle passen und dass ich einen wertvollen Beitrag zu Ihrem Team leisten kann. Ich würde mich freuen, die Gelegenheit zu erhalten, Sie und Ihr Unternehmen näher kennenzulernen. Können Sie mir bitte mitteilen, ob ein persönliches Gespräch in absehbarer Zeit möglich ist? Für Rückfragen stehe ich Ihnen jederzeit gerne zur Verfügung. Sie erreichen mich unter der Telefonnummer [phone] oder per E-Mail unter [email address]. Anbei erhalten Sie meinen tabellarischen Lebenslauf und Kopien meiner relevantesten Zeugnisse. Mit freundlichen Grüßen [Your Signature - handwritten if printed] [Your Typed Full Name] [Your Title, if applicable] Anlage: Lebenslauf, Zeugnisse, Arbeitsproben
Formal vs. Informal: Comprehensive Phrase Comparisons for Professional Writing
Understanding the critical differences between informal and formal language is absolutely essential. Here are fourteen common phrases and expressions showing the stark contrast between casual and professional German:
English Context Informal (du) Formal (Sie)
Greeting/Hello Hallo! / Moin! / Hi! / Was geht? Guten Morgen / Guten Tag / Guten Abend / Sehr geehrte/r
How are you? Wie geht's dir? / Wie geht's? Wie geht es Ihnen? / Ich hoffe, es geht Ihnen gut
What do you want? Was willst du? / Was ist los? Was wünschen Sie? / Was kann ich für Sie tun?
I want to know Ich will wissen / Sag mir Bescheid Ich möchte gerne wissen / Ich würde gerne erfahren
Can you help me? Kannst du mir helfen? / Hilf mir! Könnten Sie mir bitte helfen? / Können Sie mir behilflich sein?
Thank you Danke / Danke dir! / Cheers! Vielen Dank / Ich danke Ihnen herzlich / Beste Dank
I disagree Ich bin nicht deiner Meinung / Du hast unrecht Ich bin nicht Ihrer Meinung / Ich muss da widersprechen / Das sehe ich anders
Send me... Schick mir... / Send mir... Bitte senden Sie mir... / Können Sie mir bitte... zusenden?
I'd appreciate it if... Es wäre cool, wenn... / Wäre echt nice, wenn... Es wäre hilfreich, wenn Sie... / Ich würde es schätzen, wenn Sie... könnten
I want your advice Gib mir mal Rat / Sag mir, was ich machen soll Ich würde gerne Ihre Meinung zu diesem Thema erfahren
Please let me know Sag mir Bescheid / Lass mich wissen Bitte teilen Sie mir mit / Können Sie mir bitte Mitteilung machen?
I apologize Entschuldigung / Sorry / Mein Fehler Mein aufrichtiges Beileid / Ich entschuldige mich vielmals
Goodbye Tschüss! / Bis dann! / Mach's gut! Auf Wiedersehen / Mit freundlichen Grüßen
Looking forward to response Schreib mir bald / Antworte mir! Ich freue mich auf Ihre baldige Rückmeldung / Über Ihre zeitnahe Antwort würde ich mich freuen
Essential Formal German Vocabulary for Professional Correspondence
Formal German relies on specific vocabulary that would seem stiff or overly official in everyday conversation but is expected and valued in professional contexts. Master this vocabulary for authentic formal writing: "Bezugnahme" (reference/with reference to), "Verbindlichkeit" (binding nature/obligation), "Gemäß" (according to/in accordance with), "Nachfolgend" (below/following/hereunder), "Überaus" (exceedingly/highly), "Angelegenheit" (matter/affair/case), "Veranlassung" (occasion/grounds), "Bekanntgabe" (announcement/notice), "Notwendigkeit" (necessity/need), "Ermächtigung" (authorization/empowerment), "Zuständigkeit" (competence/responsibility), "Unklarheit" (ambiguity/lack of clarity), "Missverständnis" (misunderstanding), "Aufklärung" (clarification/explanation), "Stellungnahme" (statement/position), "Häufig" (often), "Bedauern" (regret), "Verständnis" (understanding/sympathy), "Anliegen" (concern/matter), "Tätigkeit" (activity/work). These words elevate your writing to properly formal register and signal that you understand professional German conventions. The key is using this vocabulary appropriately without overdoing it—excessive formality can seem pompous or ridiculous. Balance formal vocabulary with clear, direct communication.
Common Formal Letter Types and Their Specific Requirements
Different formal letters have specific conventions and purposes. A job application letter (Bewerbungsschreiben) emphasizes your qualifications and enthusiasm, uses Subjunctive II for politeness, and demonstrates knowledge of the company. A complaint letter (Beschwerdeschreiben) uses neutral, factual language, cites specific dates and references, describes the problem clearly, and outlines what compensation you expect. A formal inquiry (Anfrage) clearly states what information you need and offers specific options for response. A letter declining an offer uses "Mit großem Bedauern muss ich..." (With great regret I must...), expresses gratitude for the opportunity, and maintains professional cordiality despite the rejection. A request for information or clarification (Anfrage zur Klärung) frames questions professionally and suggests a solution. Understanding these distinctions ensures your letter achieves its purpose while maintaining appropriate professional tone.
Punctuation and Capitalization: Precision in Formal German
Formal German punctuation is strict and heavily emphasizes clarity. Titles after names are capitalized: "Sehr geehrter Herr Dr. Schmidt" or "Sehr geehrte Frau Professor Müller." When using titles, note that "Professor" and "Doktor" are capitalized, as are "Herr" and "Frau." Commas are used liberally in German, often before subordinate clauses that would not require commas in English. The salutation line ends with a comma: "Sehr geehrter Herr Schmidt," (note the comma, not exclamation mark or period). The first word after the salutation is NOT capitalized (unless it's a proper noun): "Sehr geehrter Herr Schmidt, ich beziehe mich auf..." All nouns are capitalized (German rule), but importantly, after the salutation, formal letters often begin with lowercase letters for direct continuation of thought. Always use the German quotation marks („ and ") rather than English quotes.
Common Mistakes in Formal German Correspondence and How to Avoid Them
Even advanced learners make consistent mistakes in formal German. The most common: mixing du and Sie forms within the same letter (unforgivable in professional contexts). Using informal abbreviations like "u." for "und" or numbers like "4" instead of "vier." Writing overly long sentences that are hard to parse—formal German prefers complex but clear structures. Using "Liebe/r" instead of "Sehr geehrte/r"—this signals inappropriate intimacy. Omitting the Betreff line or making it too vague. Using English salutations or closings. Forgetting the formal closing formula entirely. Starting sentences with lowercase letters after the salutation. Using punctuation marks other than periods and commas (German formal writing avoids exclamation marks and ellipses unless absolutely necessary). Not spacing out the date correctly. Including handwritten signatures in emails (unnecessary and looks unprofessional). Avoid these and your formal German will be exemplary.
Modern Developments: Digital Formality and Email Conventions in German Business
German business culture is slowly adapting to email, but formality remains high. Key changes: Email allows slightly shorter opening formulas but still requires "Sehr geehrte/r [Name]" or "Sehr geehrte Damen und Herren." The subject line is critical and should be identical to what you'd write as "Betreff:" in a traditional letter. Email bodies can be slightly shorter than traditional letters but still require proper Sie-form and Subjunctive II for politeness. Closing formulas remain standard: "Mit freundlichen Grüßen" is still preferred, though "Freundliche Grüße" is increasingly acceptable in contemporary business email. Email signatures should include: your name, title, company, phone, and email. Many German companies add standardized legal disclaimers. The transition to WhatsApp and Teams for internal communication has slightly loosened formality, but correspondence with external parties still demands traditional formality. Even in instant messaging for business, Germans are more formal than Americans—the du-form is rarely used unless explicitly suggested.
Subjunctive II and Polite Formulation: The Heart of Formal Politeness
Subjunctive II (Konjunktiv II) using "würde + infinitive" is absolutely essential for formal politeness. "Ich würde gerne wissen" (I would like to know) is substantially more polite than "Ich will wissen" (I want to know). "Könnten Sie mir bitte..." (Could you please...) is more polite than "Können Sie mir..." (Can you...). "Es wäre hilfreich, wenn..." (It would be helpful if...) is better than "Es ist hilfreich, wenn..." (It is helpful if...). "Ich hätte gerne..." (I would have liked...) is more polite than "Ich will..." (I want...). "Das würde bedeuten, dass..." (That would mean that...) is more tentative and therefore more polite than "Das bedeutet, dass..." (That means that...). Native speakers of German are acutely aware of these gradations and interpret them as signs of education, respect, and professionalism. Mastering Subjunctive II is perhaps the most important single skill for formal German correspondence.
Cultural Context: Understanding German Business Formality Expectations
German business culture places enormous emphasis on formality, precision, and professionalism in written communication. In German-speaking countries (Germany, Austria, Switzerland), formal correspondence is taken very seriously. A misspelled word, incorrect grammar, or inappropriate tone in a business letter can result in loss of opportunities, damaged professional relationships, or loss of business. Germans distinguish sharply between "Sachlichkeit" (objectivity/professional tone) and "Gefühlsduselei" (emotional language). Business letters are expected to be objective, factual, and precise—not warm or personable. This doesn't mean they're cold; it means they're efficient and respectful of the recipient's time. Formality signals competence. Germans interpret informality in formal contexts as laziness, disrespect, or lack of education. On the other hand, Germans also appreciate efficiency—formal correspondence should be comprehensive but not wordy. Multiple short paragraphs are better than one long dense paragraph. The goal is clarity and professionalism. Understanding this cultural expectation helps explain why German formal correspondence has developed its particular conventions.
Your Path Forward: From Learning to Native-like Fluency
You have now completed the essential chapters of Das Erste Wort. You understand collocations—the word pairings that make German sound natural. You understand genitive and prepositional structures—the grammar that holds German sentences together. You understand formal correspondence—the language that opens professional doors. These are the foundations. Your next steps: immerse yourself in authentic German. Read German newspapers, magazines, and literature. Listen to German podcasts, documentaries, and films. Engage with German speakers regularly. Write journal entries, emails, and letters in German. Speak German aloud, even if you're alone. The more you practice these structures in real contexts, the faster they transition from conscious knowledge to intuitive fluency. Join German language communities online or in your local area. Find conversation partners. Travel to German-speaking countries if possible. Most importantly, maintain curiosity and patience with yourself. Language learning is a long journey, but with consistent practice and engagement, you will reach fluency. The structures you've learned in this course are your map. Now walk the path.
Quick Reference: When to Use Which Formal Strategies
Use "Sehr geehrte/r Damen und Herren" when: Writing to a company, organization, or unknown recipient. Use "Sehr geehrter Herr / Sehr geehrte Frau [Surname]" when: You know the recipient's name. Use "Betreff:" line when: Writing business letters (letters, not emails). In emails, subject line serves same purpose. Use Subjunctive II (würde + verb) when: Making requests, asking for information, expressing wishes conditionally, showing politeness. Use passive voice when: Formal announcements, statements of fact, when you want to sound objective. Use "Ich beziehe mich auf..." when: Responding to a previous letter, email, or conversation. Use "Anbei erhalten Sie..." when: Enclosing documents. Use "Mit freundlichen Grüßen" when: Closing formal business correspondence. Use "Anlage:" when: Listing attached documents. Use complex sentences with subordinate clauses when: You want to sound educated and professional. Use imperatives NEVER in formal writing—always use polite requests instead. Following these guidelines ensures your formal German will be exemplary and well-received by native speakers. Remember that formal German is a skill that improves with practice. Every letter you write, every email you send, teaches you something about how native speakers expect professional communication to be structured. Pay attention to formal correspondence you receive from German companies or institutions. Notice their patterns: How they structure salutations, how they organize information, what closing formulas they use. Over time, these patterns become internalized and you begin writing German formally with the same ease that native speakers do.
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Chapter 94 Quiz: Formal German Writing

Bauwerkstatt — Production Workshop

Three Levels of Formal Register Transformation
1Wortbaukasten — Register Matching
Informal: "Hey, wie geht's dir?" → Formal: ?
Formal phrases:
Informal: "Kannst du mir helfen?" → Formal: ?
Formal phrases:
Informal: "Wollen wir treffen?" → Formal: ?
Formal phrases:
Informal: "Danke dir!" → Formal: ?
Formal phrases:
2Lückensatz — Formal Sentence Completion
Fill in formal salutation: "_____ Damen und Herren,"
Fill in: "Könnten Sie mir bitte _____?"
Fill in formal closing: "Mit freundlichen _____,"
Fill in: "Ich möchte Sie ___ einem Termin fragen."
3Freies Bauen — Free Writing
Write a formal version: "Hi, wie geht's?"
Write formally: "Can you help me tomorrow?"
Write a formal letter opening for a business inquiry
Write a formal closing phrase
Your Progress: 0 / 12 Correct

Lesen & Hören — Formal Correspondence

Sehr geehrte Damen und Herren,
hiermit möchte ich Sie auf ein wichtiges Anliegen hinweisen.
Könnten Sie mir bitte einen Termin für ein Gespräch gewähren?
Mit freundlichen Grüßen bleibe ich Ihr ergebener Geschäftspartner.
Ich freue mich auf Ihre Antwort und verbleibe mit vorzüglicher Hochachtung.
Vielen Dank für Ihre Zeit und Ihre Berücksichtigung.

Verständnisfragen — Comprehension Questions

1. Wie beginnt der Brief?
Sehr geehrte Damen und Herren,
Liebe Freunde,
Hallo zusammen,
2. Was möchte der Schreiber gewährt bekommen?
einen Termin für ein Gespräch
eine Einladung zu einer Party
einen Preis
3. Wie endet der Brief formal?
4. Welche formale Wendung wird mehrmals verwendet?
Wie geht es dir?
Mit freundlichen Grüßen / Mit vorzüglicher Hochachtung
Bis bald!

Diktat — Dictation Exercise

Listen and type what you hear.

Sentence 1 of 3
← Chapter 93
A G2G Advisory Project
Patterns Discovered in This Chapter
Register Shifts: Formal German as a Distinct Linguistic System — Formal German is not merely "polite" German; it's a complete register with distinct vocabulary, grammar, and conventions. Sie-form replaces du throughout; subjunctive II (würde + verb) replaces direct commands; complex subordinate clauses replace simple sentences; passive voice replaces active.

Structural Formulas as Respect Signals — Formal German relies on conventional opening phrases ("Sehr geehrte/r," "Ich beziehe mich auf"), closing formulas ("Mit freundlichen Grüßen"), and layout conventions. These formulas aren't mere decoration—they signal cultural awareness and professional competence. Missing or misapplying them damages credibility.

Konjunktiv II (Subjunctive II) as Politeness Mechanism — "Könnten Sie...?" (Could you...?) and "Ich würde bitten..." (I would ask...) are more polite than direct imperatives. German uses conditional subjunctive to soften requests and maintain distance—a core feature of formal register that reflects cultural values around respect and indirectness.
Your Progress
Words Collected 804 / 850 (94%)
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Patterns & Grammar 143 / 145 (98%)
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