how to write a formal email in Spanish

How to write a formal email in Spanish in 6 steps

In order to learn how to write a formal email in Spanish, you have to know how to use some aspects of the formal language in Spanish.

Formal emails tend to be brief and very specific. They don’t usually have more than five paragraphs in the body of the message.

You must be coherent when writing your emails according to your company’s tone. Therefore, if you are using an intimate tone to establish a more free-flowing relationship with your client, do not let your email have a too formal nor a far-too-informal tone 😉

How to write a formal email in Spanish

Writing your email subject

An email subject is completely connected to the email topic or content and it is a super summary of the topic you are going to write about. The most common thing is for this subject to be a very short sentence ―verbs not included. The ideal thing is that in the email subject the email’s topic is clear. Take a look at the following examples:

  • Reunión para dudas (Meeting to clarify any doubts)
  • Consulta urgente (Urgent inquiry)
  • Respuesta a su consulta (Answers to your inquiry)
  • Recordatorio de su cita (Appointment reminder)
  • Factura marzo (March’s bill)

In this first part of how to write a formal email in Spanish you already have an idea of how to write the subject. Now let’s see how to start your email’s text.

How to start a formal email in Spanish

We always should start our emails with a greeting. Depending on the degree of formality you want to write the email, you will make use of one or another.

Here below are some greeting examples you can use to write your formal email in Spanish and in which context each one of them can be used:

  • Estimada señora Rodríguez/ Estimado señor Rodríguez:

This example is used to send rather formal emails. “Estimado/a + señor/a + surname” is the most commonly used way to communicate in formal emails in Spanish.

There are still more formal ways but these are reserved for letters rather than emails. So it could be said that this is the most formal way for emails.

  • Estimada Ana/ Estimado Fernando:

As you can see, in this case the surname has been changed for the first name and we have also removed “sr/sra”. Therefore, this email is slightly less formal than the previous example although it is still a way you would never use when writing to a friend.

You can start sometimes by saying “Buenos días/tardes + first name”, but this is not the common thing because it is better to use ‘timeless’ greetings that do not show which part of the day we are actually writing the email.

 TIP: After the greeting we write a colon ( : ) instead of a coma ( , )

Learn more about greetings in Spanish

Knowing who is writing the email

Before writing the purpose and the main topic it is appreciated if the person or company who writes the email introduces him/herself.

Sometimes emails are sent without this introduction and the person who receives it doesn’t know which company or professional is sending the email.

This is also an important part of how to write a formal email in Spanish because it offers the formality the recipient expects. How can you introduce yourself?

If you are a professional or company’s employee:

Mi nombre es X de la empresa X (+ motivo del correo electrónico)

If you are sending it as the company:

Le escribimos de la empresa X (+ motivo del correo)

Writing the email’s purpose

In order to know how to write a formal email in Spanish it is also necessary that we know how to indicate which it’s the reason we are writing the email, why we are sending it. In order to do this, there are several ways:

  • Nos ponemos en contacto con usted para/porque [+ motivo]
  • Le escribimos para/porque [+motivo]
  • El motivo de este correo es [+motivo]

Take a look at these examples so you can see how they work:

  • Nos ponemos en contacto con usted para informarle de que su pregunta se ha trasladado al departamento correspondiente
  • El motivo de este correo es informarle de que su pregunta ha sido trasladada al departamento correspondiente
  • Le escribimos para informarle de que su pregunta ha sido trasladada al departamento correspondiente

Writing of the main content

There is no right way in this section because depending on the topic you are writing, you will write an email in one way or another. But I can give you an advice: Write using “usted” instead of “tú”.

It does not make sense to start an email with “Estimada señora Rodríguez” and keep writing the email with “(tú) tienes que entrar a nuestra web.” You must keep the same formality level from the moment you start the email until you finish it.

BUT WAIT! Forget about writing “usted” if your marketing strategy is to have a close relationship with your client 😉

Formal email closing in Spanish

In order to close our formal email in Spanish we have to choose which farewell we want to use. We can choose from different possibilities:

  • Reciba saludos cordiales,
  • Saludos cordiales,
  • Reciba un cordial saludo,
  • Atentamente,
  • Le saluda atentamente,

Now you know how to write a formal email in Spanish. If you have any questions or doubts, do not hesitate to leave your comment. See you on the next post!

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