If your ancestors came from Saxony-Anhalt, Thuringia, Brandenburg, or the historic Province of Saxony, this update will help you access the digitized parish registers you need. Many towns and villages in these regions were once part of the Kingdom of Saxony or the Prussian Province of Saxony—and their Protestant church books are essential for genealogical research.

Where to Find Church Records from Saxony-Anhalt and Thuringia?

Today, these records fall under the care of the Evangelical Church in Central Germany (Evangelische Kirche in Mitteldeutschland, or EKM). Thanks to ongoing digitization efforts, more and more of these church books are becoming accessible online via Archion.de.

Here’s a quick overview of the current state of digital availability:

Which Archive Holds Which Church Books? (Magdeburg vs. Eisenach)

The historical church records of the Evangelical Church in Central Germany (EKM) are preserved in two regional archives. Their responsibilities are based on the historical structure of former church provinces—not current federal state borders.

• Church Archive of Magdeburg (Landeskirchenarchiv Magdeburg)

Responsible for the records of the former Evangelical Church of the Church Province of Saxony. This territory included most of today’s Saxony-Anhalt (excluding the former Duchy of Anhalt), large parts of Thuringia, and small areas of what is now Brandenburg and Saxony.

➤ This archive holds the records for places such as Magdeburg, Naumburg-Zeitz, Halle-Saalkreis, Sömmerda, and Erfurt, if they historically belonged to the Prussian Province of Saxony.

• Church Archive of Eisenach (Landeskirchenarchiv Eisenach)

Responsible for records of the former Evangelical-Lutheran Church in Thuringia, which was formed from the church territories of the Thuringian duchies and principalities. This includes areas like Saxe-Weimar-Eisenach, Saxe-Meiningen, Saxe-Gotha, Saxe-Altenburg, Schwarzburg-Sondershausen, Schwarzburg-Rudolstadt, and the Principalities of Reuss (Younger and Elder Line).

!!! Important clarification:

Some regions that are politically part of modern-day Thuringia—such as Erfurt, Sömmerda, Mühlhausen, and the Henneberger Land—actually belonged to the Prussian Church Province of Saxony and are therefore administered by the Magdeburg Archive, not Eisenach.

This clarification is key when trying to locate the correct records on Archion.de, especially for areas that fall near historical or modern state boundaries. If you’re unsure, always consult the downloadable list of parishes and districts provided by the Magdeburg Church Archive (English page).

What’s Already Online at Archion – EKM Church Records

The EKM’s church books are gradually being scanned and made available on Archion.de – the main platform for Protestant parish record digitization in Germany.

Already online (from the Magdeburg archive):

• Bad Liebenwerda
  
• Egeln
  
• Eisleben (partially)
  
• Elbe-Fläming
  
• Halberstadt
  
• Haldensleben-Wolmirstedt
  
• Magdeburg
  

!!! Important note: These are church district names (Kirchenkreise), not individual towns or villages.

Not all books from a given district will be released at once—some may be uploaded later in separate batches.

If you’re looking for a specific parish, it’s crucial to first determine which church district it belongs to. A complete, searchable list of all locations covered by the Magdeburg Church Archive—including their assignment to church districts—can be downloaded here:

🔗 Parish and District Directory (PDF) – Landeskirchenarchiv Magdeburg

The archive also provides useful PDF guides to help you translate and decipher historical church records.

 Useful Sources and Further Reading

• EKM Digital Church Books – Magdeburg Archive (in English)
  
• Background on the partnership with Archion and future upload plans.
• Archion Newsletter
  
• Sign up to receive updates about new digitized church books.

💡 How to Stay Updated on New Church Book Uploads

• Check Archion.de regularly for updates on new church book collections from the EKM area.
  
• Subscribe to the Archion newsletter so you won’t miss any releases.
  
• Be patient: Digitization is a complex process and proceeds step by step.
  

⸻

Tracing your family roots across shifting borders and old script can feel overwhelming—but you’re not alone. With more church books going online every month, now is a great time to dive into your Saxon or Thuringian heritage. Take it one parish at a time—and remember: every name you find is a story waiting to be told.

🇩🇪 Lass Dir beim Finden helfen!

🇬🇧 Let me help you find what you’re looking for!

👉 Need help finding a specific parish or church book?

Contact me for personalized research support or sign up for my newsletter with updates on newly released Saxon church records.

In today’s fast-paced digital world, search engines like Google act as our go-to tools for everything – from finding a new recipe to researching a historical event. But not all searches are straightforward. When it comes to uncovering your family’s history or finding a truly unique gift, the process can be more complex. However, with a little strategy and the right tools, you can find extraordinary results and even uncover hidden treasures.

Start with Smart Questions

The first step in any successful search is knowing what to ask. This might sound simple, but it's a skill that takes practice.

For example, let’s say you’re researching your family tree. Instead of starting broadly with “Who were my ancestors?” you could ask more focused questions like:

“Who were my great-grandparents, and where did they live in the 1900s?”

“Are there military records or immigration documents related to my family?”

The same principle applies to gift hunting. Instead of asking, “What’s a good gift for my friend?” break it down based on what you know about the recipient. For instance:

“What’s a thoughtful gift for someone who loves vintage photography?”

“What unique books would a history buff enjoy?”

By narrowing your focus, you reduce the overwhelming number of results and make your search more productive.

Use the Right Tools

Once you know what you're searching for, it’s time to use the right tools. For family research, archives and databases are goldmines. , while online genealogy platforms like Ancestry.com can help you trace your family’s history.

The internet and archives are full of powerful tools – but you have to know how to use them. Let’s explore a few examples:

Genealogy Platforms: Websites like Ancestry.com  or FamilySearch.org let you explore family records, from census data, burial records to old publications or immigration records. These platforms are user-friendly and provide step-by-step guidance for beginners. For example, if your great-grandfather served in WWII, you might find his military service records or even enlistment documents. 

Websites like Archivportal-D let you explore German archives and their historical records.

Specialized Gift Websites: Sites like UncommonGoods specialize in unique, handcrafted items, such as personalized jewelry or custom art. Of course, you can also visit amazon.com (*), where you can find similar custom gifts.

Pro Tip: Learn how to use search filters effectively. For example, on genealogy sites, you can often filter by time period, location, or even document type. On shopping platforms, you can refine your search by budget, material, or theme.

Use What You Know

The best searches often start with what you already know. For family research, think about specific dates, locations, or names. For example:

If your grandmother always talked about living in Chicago during the 1920s, search archives from that time and place. Local newspapers or city directories might reveal fascinating insights into her life.

When it comes to gift hunting, leverage details about the recipient’s preferences:

If your brother loves coffee, consider a subscription to a premium coffee club or a unique hand-thrown ceramic mug from Etsy.

For a history enthusiast, a replica map from the 1800s or a first edition of a classic novel might be perfect.

By building on what you already know, you save time and increase your chances of finding something truly special.

Exploring Online Resources

There’s a wealth of information online, but knowing where to look is key. Here are some resources to get you started:

Archives for Historical Research:

Archivportal-D: An overview of German archives and historical documents, ideal for anyone researching archives and historical sources in Germany

Digital Collections of the Sächsische Landesbibliothek — Staats- und Universitätsbibliothek Dresden (SLUB): An online collection of digitized historical newspapers, images, maps, drawings and books.

Example: Let’s say you’re researching your family’s immigration history. Platforms like Ellis Island's Records Database can help you find ship manifests and passenger lists, revealing the journey your ancestors took.

Conclusion

Whether you’re diving into your family history or trying to find the perfect gift, it all comes down to asking the right questions, using the best tools, and building on what you already know. By following these principles, you can turn your search into an adventure – uncovering hidden stories and treasures along the way.

So, what are you waiting for? Start your journey today and see where it takes you! ✨

(*) Advertisement/Disclosure

As a professional genealogist, I love sharing my knowledge and experience in the fields of family history and archival research with amazing people like you. To support my work, some of the content published on this website may include affiliate links for products I personally use and recommend. If you take an action (such as subscribing, booking, or purchasing something) after clicking on one of these links, I earn a small commission – enough for a coffee. I’ll enjoy that coffee while creating more helpful content just for you. ☕

Genealogical research in Saxony, a region rich in history and cultural heritage, offers a rewarding journey for family historians. Saxony’s records span centuries, from its time as a collection of smaller counties and principalities to its role in modern Germany. However, navigating these historical documents can be challenging, especially if you rely on digital platforms like Ancestry.com. In this blog post, we’ll explore the unique aspects of genealogical research in Saxony, highlighting the pros and cons of using Ancestry.com for your search.

Why Researching Family History in Saxony is Unique

Saxony’s history is complex, influenced by its geographical position in the heart of Europe. Originally, Saxony consisted of several smaller counties and principalities, governed by electors for much of its history. This political structure led to detailed and comprehensive records that provide valuable information about your ancestors.

However, these records are often written in old German scripts or Latin, languages that can be difficult to decipher without specialized knowledge. Additionally, centuries of political changes have impacted record-keeping practices, making some documents harder to locate.

The Role of Ancestry.com in Saxony Genealogical Research

Pros of using Ancestry.com

1. Extensive Database: Ancestry.com offers a vast database of records, including some from Saxony, such as birth, marriage, death records, and immigration documents. The platform’s breadth of resources can be a significant advantage if you’re just starting your research.
   
2. User-Friendly Interface: Ancestry.com is known for its intuitive interface, which simplifies the process of searching records, building family trees, and connecting with distant relatives. For those who are not experts in genealogical research, this ease of use is a substantial benefit.
   
3. Global Reach: Saxony has seen significant emigration, especially in the 19th and early 20th centuries. Ancestry.com’s global network can help you connect with distant relatives who may hold vital information or records not readily available in Germany.
   
4. DNA Testing Integration: Ancestry.com’s integration with DNA testing can provide leads you might not have otherwise considered. This is particularly useful for those with Saxon ancestry, as it may help you connect with relatives and uncover familial lines that are not well-documented.
   

Cons of using Ancestry.com

1. Limited Access to Original Saxon Records: While Ancestry.com has a large collection of records, its holdings from Saxony are not as comprehensive as some might hope. Many original documents remain in local archives in Germany and are not digitized or accessible through the platform. This limitation means that crucial records may be missing unless you visit Saxon archives or hire a local researcher.
   
2. Accuracy of Transcriptions: Given the challenges of deciphering old German script, transcription accuracy on Ancestry.com can vary. Mistakes in transcription can lead to incorrect information in your family tree, which can be particularly frustrating when dealing with common Saxon surnames.
   
3. Subscription Costs: Access to Ancestry.com’s full range of features, especially international records, requires a paid subscription. For researchers focused solely on Saxony, this can be a significant expense, especially if the necessary records are not available on the platform.
   
4. Over-reliance on Digital Resources: While Ancestry.com provides a convenient starting point, relying too heavily on it can lead to missed opportunities. Many valuable records are held in local archives, churches, or governmental offices in Saxony, requiring on-site visits or specialized knowledge to access.
   

It’s best to form your own opinion by exploring which historical sources Ancestry.com provides on Saxony. Search the "card catalog", but note that not all records are correctly categorised as Saxon.

Tips for effective Saxony genealogical research

1. Explore Local Archives: Reach out to local archives in Saxony, such as the State Archives of Saxony (especially Sächsisches Staatsarchiv in Dresden and Leipzig), the Saxon Church Archive in Dresden or Saxon State Library - Dresden State and University Library (SLUB). These institutions hold a wealth of records that may not be available online.
   
2. Learn to Decipher Old German Script: Familiarize yourself with old German script, or hire a translator. Many older records, especially church books, are written in these scripts, and understanding them will open up many more sources.
   
3. Use Multiple Sources: Don’t rely solely on Ancestry.com. Cross-reference with other genealogical websites, local databases, and physical archives. Websites like Archion.de, which specialize in German church records, can complement your research on Ancestry.com. Or visit the digital collection of documents of Saxon State Library: Saxorum
   
4. Connect with Local Researchers: Local historians or genealogical societies in Saxony can provide insights that you might not find in online databases. They can guide you to lesser-known resources and help interpret local historical contexts.
   
5. Plan a Research Trip: If possible, plan a trip to Saxony to visit archives, churches, and places of your ancestors. This on-the-ground research can uncover records that are not digitized and provide a deeper connection to your ancestors’ homeland.
   

Conclusion

Genealogical research in Saxony can be a deeply rewarding endeavor, unveiling the rich history and cultural heritage of your ancestors. While Ancestry.com offers a useful starting point, especially for those new to genealogical research, it’s essential to recognize its limitations and complement it with other resources. By combining digital tools with local research and expertise, you can piece together your family’s history in Saxony with greater accuracy and depth. Whether you’re a seasoned genealogist or just starting, the journey through Saxony’s records promises discovery and connection.

If you need further support with your research in Saxony, visit: ancestrysaxony.com or contact me directly.

Let me help you find!

Your personal and professional research support in Saxony/Germany ... 

Lars

Church records are one of the most important sources for family researchers. Until the introduction of registry offices around 1875, births (or baptisms), marriages and deaths (or burials) were registered as official acts almost exclusively by the church. 

The records of church officials also contains further information on the occupation, social status, illnesses and place of residence. The German (protestant) church records of births/baptisms, marriages and burials can date back as far as the 16th century. Usually, the books are stored at the parish and researcher will be able to examine the books there. This means that when searching for personal data, you have to find out not only the place of residence and birth, but also the relevant parish. For the territory of Saxony the Historisches Ortsverzeichnis von Sachsen (historical gazetteer) is the best tool and can be searched online.

I provide a quick guide for the gazetteer within my blog article: Searching places in Saxony with the Historical gazetteer of Saxony (incl. quick guide video) 

In recent years, more and more church records have become available online

Digital Saxon church records

Since the end of 2020, the birth, marriage, and death records of all Catholic parishes in Saxony up to the year 1875 have been available online in completely digital form via the parish register platform "Matricula". 

Unfortunately, for the evangelical-lutheran parish, which are the most common congregation in Saxony, the situation is completely different. Many books were filmed and digitized, but only a few are available online. 

(The further explanations refer only to the records, parishes and archives of the Evangelical Lutheran Church of Saxony).

The Landeskirchliche Archiv in Dresden (Church archive Dresden) provides on their website  a list of all filmed and digitized church books in it's area of responsibility. (Behind the link there is a pdf-file, which you can save on your computer by clicking the right mouse button). 

All archival records listed there can be viewed in digital form at the church archive in Dresden. Some of the digitized church books are already available at Archion.de  (online portal for Protestant church records). But it will take some more time until all digital books from Saxony are available at Archion. I recommend that you check the church directory portal from time to time for updates.

The church archive in Dresden is not the only archive that keeps church records for places in the (historical) territory of Saxony. 

The most important archives and websites for Saxon church records

Please find below all important webpages and research platforms together with a short prescription.

Historische Ortsverzeichnis von Sachsen (Historical gazetteer of Saxony)

Besides „Meyers Orts- und Verkehrslexikon“ (Meyers Gazetteer) the Historical (digital) gazetteer of Saxony is the most important reference book or platform for locating parishes in Saxony. The use of the “Historical gazetteer of Saxony “ requires knowledge of the German lan-guage.

https://hov.isgv.de/ 

https://www.meyersgaz.org/

Archion.de

One of the most important platforms for research in German church records is the inter-net platform "Archion.de". More than 140,000 digitized books from mainly Protestant ar-chives and parishes are available online there. Unfortunately, only books from 140 par-ishes (out of a total of 338 parishes of “Evangelisch-lutherische Landeskirche von Sach-sen”) are available so far. The church records are not indexed and therefore not machine searchable. Knowledge of German and old German scripts are necessary for the search.

Navigation on the portal is possible in English and German.

https://www.archion.de/en/the-portal/

https://www.archion.de/de/das-portal/

Matricula-online.eu

Since the end of 2020, the birth, marriage, and death records of Catholic parishes in Saxo-ny (diocese of Dresden-Meißen up to the year 1875) have been available online in their entirety via the "Matricula" parish register platform.

In addition, church records from Austria, Bosnia and Herzegovina, Germany, Italy, Luxem-bourg, Serbia and Slovenia can be found here, too.

Navigation on the portal is possible in English and German as well as Czech and Slovak.

https://data.matricula-online.eu/en/bestande/

https://data.matricula-online.eu/de/bestande/

Landeskirchliches Archiv Dresden

The “Landeskirchliches Archiv Dresden” has become the most important archive for church book research in Saxony. An increasing number of digitized church records are available in the archive. The archive is leading the filming and digitization of church books in the area of the “Landeskirche von Sachsen”. Gradually, the digitized books will also be published on Archion.

In addition, other important genealogical sources from the historical holdings of Protestant church congregations in Saxony can be viewed in the “Landeskirchliches Archiv in Dres-den”.

General information about the archive and the holdings is available in English.

https://en.evlks.de/contacts-resources/archive-/-genealogy

Everything else is described in German only.

https://www.evlks.de/service/landeskirchliches-archiv/benutzung

Landeskirchliches Archiv Berlin

The church records office at the “Landeskirchliches Archiv Berlin” is responsible for the area of the Evangelical Church Berlin-Brandenburg-schlesische Oberlausitz (EKBO). The area also includes Saxon parishes in the church districts of Hoyerswerda, Weißwasser and Görlitz. The church records in question can be viewed in the archives in Görlitz.

Information on the website is available in German only.

https://www.landeskirchenarchivberlin.de/kirchenbuchstelle-berlin-brandenburg-schlesische-oberlausitz/

Archiv des Evangelischen Kirchkreisverbandes Görlitz

The archive in Görlitz has a large number of microfiches concerning church parishes in Saxony. The archive also provides access to filmed church records in Silesia (now Germany and Poland).

Information on the site is available in German only.

https://www.kirchenkreis-sol.de/familienforschung/

Landeskirchenarchiv Magdeburg

Some Saxon parishes in northern Saxony belong to the Evangelische Kirche Mitteldeutsch-lands (Evangelical Church of Central Germany). The church records for places in the for-mer Provinz Sachsen (Province of Saxony as part of Prussia) are available in Magdeburg as microfilms.

Information on the website is available in German only.

https://www.landeskirchenarchiv-magdeburg.de/online-recherche/

Some of the church records from the archive have already been published at “Archion.de“.

Familysearch.org

On the pages of "Familysearch.org" you can find indexes to church books and some transcripts of church book contents in Saxony. As a rule, you will not find complete church records digitized here. The exception are church records for Bautzen, which can be viewed here in their entirety.

The catalog search can be used to find the available records on Saxony.

https://www.familysearch.org/search/catalog

Ancestry.com

The church records found at „Ancestry.com“ are similar to the available sources at „Fami-lysearch.org“. In the descriptions of the holdings, there is often a reference to the available books at "Familysearch.org".

The catalog search can be used to find the available records on Saxony.

https://www.ancestry.de/search/collections/catalog

If records of the parish you are looking for are not available online, you must contact the appropriate archive or parish office.

Research inquiries to Church archives

Contacting a church parish or a church archive in Germany can be one of the biggest chal-lenges for a foreign researcher. You cannot be sure that your request will be answered.

Most employees in Saxon church archives or parish are not very familiar with the English language. For this reason, it can be that letters or e-mails in English cannot be processed. If you get replies from archives or church parish, they will be mostly written in German.

The payment options for archive fees are only for payments within Germany/ Europe. Most archives require the payment of fees in advance.

And you will often only get transcriptions from the book pages and no scans/photos or English translations of the records.

For this reason, I recommend seeking help for research inquiries from people who can write and read German very well. Alternatively, you can use translation programs, like “Google translation” or “DeepL.com”. Another option is to contact English-speaking researchers or professional genealogists in the searched area. They will help corresponding with the Saxon parish or archives or do the research in the church records for you.

Guiding questions and key points for written inquiries

Preparation of the request

• What is the goal of my inquiry? What do I want to know?
  
• What evidence or information do I already have? What document could help to understand and answer my request?
  
• What is the correct (postal or e-mail) address of the archives or parish office?
  
• Where can I find the address, I need?
  
• In what form is payment of fees possible?
  

Important content of a written inquiry

• name of the contact person
  
• central questions or the goal of your research request
  
• requesting for copies or transcripts from the church records pages
  
• mention known facts (names and dates)
  
• your contact details
  
• willingness to pay any costs incurred (fees)
  

Follow-up of your inquiry

• Ask for notification of receipt of your written request to the archive.
  
• Payment of fees
  
• Letter of thanks to archive or parish office
  
• Dealing with negative information (learnings)
  
• Determination of further research approaches
  

For additional help with research requests to German archives, see my blog article:

Successful inquiries to offices and archives in Germany

Good luck with your further genealogical research!

The historical gazetteer is one of the most important tools for locating places in Saxony. Since its publication as an online version in 2008, it has also been available to a larger circle of users and, moreover, can be used at any location with an Internet connection. So also for the family researchers outside of Germany. However, knowledge of the German language is necessary to use the platform.

The historical gazetteer of Saxony includes about 6000 places and parts of places, which are provable as settlements since the Middle Ages on the territory of today's Free State of Saxony. In addition to the current place name and the geographical location of the place in Saxony, historical and current information is provided to each settlement.

Access to the webpage

You can access the digital gazetteer by entering the address https://hov.isgv.de  in the address bar of your Internet browser. Since the address bar is now also the search bar in the most common browsers (Firefox or Google Chrome), you can just enter "hov isgv" and the page will be displayed as the first search result. Now you have to click on this and you will be on the start page of the historical gazetteer.

The main elements of the Historical Gazetteer

Above the introduction text in the header of the start page you will find the search field for the location search directly next to the menu items "Project", "Locations" and "Help". Here you can enter the searched place name directly. You have to enter at least 3 characters to start a search for place names.

As soon as you have entered three characters, suggestions for possible places in the directory are listed. The list is divided into place names and older forms of place names.

The first three letters from the beginning of the place name are usually used in the search. (Example: "ter") Partially, strings in the word are probably also included. It should be noted that the search via the search field only considers the place names (mean current and older name forms).

For a complete search in all location information you have to use the "full text search".

I explain this function in my video "Content search in the digital gazetteer of Saxony".

Structure of the page content

The first thing that catches your eye is the place name highlighted in green with its geographical location and the political administrative area it belongs to. Directly above you will find an alphabetically sorted row of places or places with the same name. Places with the same name are distinguished by numbers in brackets. You can directly click on the displayed places and you will get to the corresponding content page.

On each content page you will find information about:

• Constitution (legal status, division of the place, associated districts or incorporations ...)
  
• Form of settlement and district (structure of the settlement and size of the area)
  
• Population (number of different years)
• Helpful links
• Administrative affiliation (office, court office, county ...)
  
• Landlordship (former landlord relationships)
  
• Church organization (churches, places belonging to the parish with dates ...)
  
• Place name spellings (historical place names and early mentions of place in historical documents)
  
• Literature and links (references to photos, related archives and sources)
  

Below the information you can view the location of the place directly on a map.

Perhaps not all blocks are equally interesting for genealogical research. First let’s have a look at the most important information.

Place name forms or Place name spellings

If you are still unsure whether it is the place name you have found, then you will find here the various spellings in the history of the place with the associated year of naming. This can be helpful if you have found a place name in old documents, but the spelling differs from the current spelling of the place name.

Church organization

This information is very important for finding the church records. Here you can find out whether the place had its own church or whether the place belonged to another church parish (gepfarrt). You should also pay attention to the years and time periods. In the course of the decades some things can have changed.

The information is divided into Protestant and Catholic parishes.

Administrative Affiliation

When searching for historical records of a place and its inhabitants, it is absolutely necessary to know the administrative affiliation of the place, in the past and the present. The records in the public archives are usually arranged according to the principle of origin. That means, that the place where the document was written in the past is significant. Knowing or even guessing where something was written down helps to find the right archive.

The administrative affiliation of the place in the present can be important to find out where the historical records are kept today. For example, the old marriage registers for Höckendorf (a town near Dresden) are now in the county archive Pirna. Reasons for this can be structural changes of the counties and associated archives. (Example)

Landlordship

The information on the landlordship can be equally important for archival research, as the information provided here can be helpful when searching the archive's finding aids.

Constitution

This block informs you about the form of the place (village, town, ...), changes in the affiliation of the place or even parts of the place to other places, with naming of the concerned year. You can also find information about the old constitutional forms, which shows you the historical development of the place (for instance from a farm to a manor to a knight's seat).

The information of incorporated places can also be useful for the identification of places.

Settlement form and parcel size

This block with information on the structure of the settlement as well as the size of the fields is probably of more interest to historians than for genealogical research.

Population

Information about the historical development of the population. This can give you an overview of the size of the town in different years.

Link

Important for further research:

• References to court records relating to a specific place
  
• Saxon Biography: outstanding personalities of Saxon history with reference to the respective place, number of entries is given in brackets
  
• ISGV picture archive: Pictures of places from more recent times, for downloading
  

Quick guide video

How to search places in Saxony and all important elements o f the platform will be explained in this quick guide video for the historical gazetteer of Saxony.

Searching for the stations of life of a chimney sweep I've contacted in April 2017 by telephone and with written inquiries the registry offices in Nienburg a. Saale and Nienburg a. Weser. Within only one week, I received the required information and was able to successfully complete the research.

While researching an emigrant family from Upper Franconia (Bavaria/Germany), I found out that the city archive of the next largest city keeps records on the place I was looking for. The employee of the registry office was also responsible for the city archive in this case. After a short phone call, I sent my research inquiry to the employee. After 6 weeks I received an unsatisfactory answer. So I called the registry office again to hopefully clear up the unanswered questions, but without success.

These examples from practical work with offices and archives show how different the results can be.

Why you don't have to accept with the answers to your requests

In the past years, I have always asking myself: Why I could not be successful with individual requests? Sometimes I had the feeling that something had gone wrong. But what?

It is clear that every office and every archive has its own unique characteristics. Last but not least, it always depends on the processor. But what can it be exactly why certain requests for information simply do not lead to the desired success?

Before you start looking for possible obstacles in the offices and archives, take a look at your own approach. What exactly do you do when you make a request to parish offices, registry offices or archives? How do you go about it?

6 mistakes you should avoid at all costs in your requests

• You send your request to the wrong institution. You receive a rejection after a long time, because the archive is not responsible for your questions.
  
• Your request is very extensive and contains many different questions that you would like to have answered. It is not clear to the person processing your letter what your actual question is and exactly what information you would like to receive.
  
• You have forgotten your postal address in your written request. Where should the processor send the answer?
  
• You have forgotten your telephone number or e-mail address in your letter. In case of necessary inquiries, the answer may take much longer.
  
• You spoke on the phone with a very nice and helpful employee of the archive. Unfortunately, you didn't remember to write down his name and phone number.
  
• You forgot to inquire about fees due and did not provide accurate information about copies needed. The registry office sends you 3 certified documents and a bill for 100 euros.
  

However, you are not the only one responsible if an inquiry does not go as you expect. Archives and registry offices can also make mistakes when answering inquiries.

5 possible sources of error in information provided by offices and archives

• Your email request is sorted out as unsolicited mail by the automatic filter and ends up in the SPAM folder.
  
• The request you sent via an online contact form was not submitted and therefore not processed.
  
• The parish office you wrote to can only process genealogical inquiries on a secondary basis and with a long waiting period, because there are simply not enough employees available and other tasks are more important.
  
• The clerk you wrote to is responsible for other tasks as well as for the archives, but due to insufficient knowledge he cannot give you any helpful information about existing records.
  
• The documents of the city or municipal archives you are inquiring about are archived, but only insufficiently indexed. In other words, no one can actually tell you what information can be found where.
  

What you can do to avoid possible mistakes with requests 

With the following steps you should be able to minimize possible mistakes and increase your chances of success.

Step 1: The preparation

Let's assume that you generally know where the genealogical source you are looking for is usually located. That is, you know what church records are, for example, and where they are usually kept.

Before you start writing to all possible archives, I recommend that you ask the following questions again and make notes on them:

What do I want to know?

Look for the relevant names and dates (or the relevant family branch) and write down the questions that are open to you. Clarify the goal of your inquiry.

What do I need for the inquiry?

Look for necessary documents, which could be important for the inquiry. This can be, for example, the death certificate of your grandfather, if you request the birth certificate at the registry office. Also another central document, which is connected with the searched person or which underlines your search concern well, can be of importance.

Who is the right addressee?

Do you know the address or e-mail address of the institution? If not, use internet search engines (Google, Yahoo, Bing ...) to find out the contact information you need. In the meantime, the majority of public institutions have informative websites.

Contact data of public institutions can of course also be found in the good old telephone book or the Yellow Pages. I know that it is not always easy to find what you are looking for. When in doubt, it can be easier to dial the central number of the city administration or archive and ask your way through to the responsible employee.

Step 2: The draft of a written request 

Step 3: The ideal cover letter 

At some point in school, we learned how a formal letter should be structured. Although most of today's correspondence is probably no longer in the prescribed letter form, the basic principles are still important. Emails should also have a form appropriate to the occasion. I myself regularly get email requests where all politeness and structure has been lost.

Imagine if you were a clerk and received more than 20 emails a week. Which request would you rather handle?

Your written request should make it as easy as possible for the reader to understand your concerns and find the most important information quickly.

This is how your written request should be structured

The salutation

The formula "Dear Sir or Madam" belongs at the beginning of every letter and can be modified depending on the situation. In any case, it is better to address the contact person directly by family name.

Introduction

Before you open the proverbial door, it is advisable to make a short introduction. This will help your counterpart to adjust to you and your concerns. Figuratively speaking, you can pick him up where you left off the last time. Refer to the telephone call or the information you have provided. Information from the relevant website or tips from other offices and archive staff are also suitable for your brief introduction to the actual issue.

Your central question - your problem

Then describe your actual concern briefly and in a structured manner and ask your questions. Make it easier for the editor to read and divide possible connections into paragraphs. If the explanation is somewhat longer, it is advisable to repeat the central question at the end.

Known information and already existing documents

You can additionally support the processing of your request to the archive by communicating known data. For example, by briefly and clearly summarizing the already known information about the person you are looking for, his relatives or important background information in one paragraph. In my work, it has also proven useful to send copies of documents that are already available. In this way you help the researcher with the research in the archives. In addition, it is best to let them know at the same time which documents you no longer need. The communication of already known information as well as already existing documents can, in the best case, accelerate the response to the request and avoid duplication of documents.

The closing formulas

At the end of the letter, possibly ask for a brief confirmation of the request. It also does not hurt to inquire about the time frame for the reply, even if there is rarely a written answer. It is better to ask about the possible response date during the first personal contact (telephone call).

Closing formulas also serve as a sign of politeness. For example: "Thank you in advance for your efforts" or "I would be grateful for your support. It also makes sense to clearly signal your willingness to answer questions: "I am available to answer any questions you may have.

You find it too formal?

Of course, you can choose another, perhaps more personal formulation. I personally don't like the formal "Yours sincerely" at the end of letters either. I like to adapt this greeting to the respective request or often use "Best regards".

In a formal cover letter, greetings and farewells should not be too "personal". It is always important to maintain the appropriate and suitable distance in the communication.

While letters contain the contact data in the letterhead or in a footer, emails offer other possibilities. In any case, your contact data should be included (again) at the end of the email request. The postal address, telephone number and email address can be inserted here by default, for example in the form of an email signature.

Important! Make it as easy as possible for the editor of your email to contact you.

The template for the perfect cover letter. Here you can get the perfect template for your next archive request free of charge. Please enter your email address below and I will immediately send you the link to download the template (text file). In addition, you will always be the first to be informed about further templates, instructions and similar offers. Of course you can revoke this decision at any time free of charge.

Step 6: The follow-up 

Gratitude for the answer

Please do not forget to thank them for answering your request and sending you information/copies if necessary. Do this even though it may actually be taken for granted to receive a proper response from an authority. However, in the email age, a few thank you lines are quickly typed and sent.

The written request has been sent and answered? Did you get the desired result?

Now it would be ideal to look at what went well and what went less well with the request.

• How long did I wait for the answer?
  
• Did I get the information I was looking for?
  
• Why didn't I get the information I was looking for?
  
• Are there other ways to get the information I need?
  

If you answer these questions briefly, you will have a brief documentation of the request. You will know what might have gone wrong and what you could do differently in the next request.

Please always remember, even negative answers can provide insights. Possible results can be

• no information received/delivered
  
• the records are temporarily blocked
  
• bad condition of the records (illegible) hinders the search for information
  
• the information searched for is not contained in surviving records
  

Conclusion

The forms and steps described here are ideal procedures. In practice, things usually work differently and each request is unique.

And what are your experiences with requests at registry offices and archives? Just write it to me in a comment. Let the other readers share your successes!

My explanation refer to communication with German offices and archives. Although there are worldwide (official and unofficial) standards, each language and each country has its own peculiarities.

Good luck with future inquiries!