How to Write a Formal Letter in Spanish?

Surely now that you’ve started learning Spanish, you’ve faced new situations. One challenge may be writing a formal email to your landlord or to a company to apply for a job. That can feel tough without the right language tools. Don’t worry—this guide gives you clear tips, plus Spanish examples with English translations, so you can write formal and informal emails with confidence.

For our task, it helps to be clear about the differences between a formal email and an informal one. There aren’t as many as it might seem, but you should know them well to avoid mistakes. Below, we look in detail at the main differences and give parallel examples in Spanish and English.

1. The Greeting

This is one of the most obvious differences, because formal emails use courtesy differently from informal ones.

Formal greetings:

• Estimado Sr. + Apellido: / Estimada Sra. + Apellido:
  “Dear Mr./Mrs. + Surname:”
  E.g., Estimado Sr. García: → “Dear Mr. García,”
• Estimado/a + cargo o profesión:
  “Dear + position/profession:”
  E.g., Estimada Profesora: → “Dear Professor,”
• When the recipient is unknown:
  Estimados señores: / A quien corresponda:
  “Dear Sirs,” / “To whom it may concern,”
• More ceremonious option:
  Distinguido Sr. + Apellido: / Distinguida Sra. + Apellido:
  “Distinguished Mr./Mrs. + Surname:”

Informal greetings:

• Hola, + Nombre: → “Hi, + Name,”
• Buenos días, + Nombre: → “Good morning, + Name,”
• Buenas tardes, + Nombre: → “Good afternoon, + Name,”
• Buenas noches, + Nombre: → “Good evening, + Name,”
• Querido/a + Nombre: → “Dear + Name,”

2. The Form of Address

Formal emails should use the polite form usted, while informal emails use tú.

Formal (usted):

• Le escribo, Sr. García, para informarle de un problema ocurrido hoy en clase.
  “I am writing to you, Mr. García, to tell you about a problem that occurred in class today.”

Informal (tú):

• Juan, te escribo para contarte que hoy hubo un problema en clase.
  “Juan, I’m writing to tell you there was a problem in class today.”

3. Introduction to the Topic

Formal emails usually start with a short, clear introduction stating who you are and why you’re writing. Informal emails are more conversational.

Formal:

• Me llamo Juan García y le escribo porque me gustaría recibir información sobre los cursos de la academia.
  “My name is Juan García and I am writing to you because I would like information about the academy’s courses.”
• Soy Juan García y le escribo para solicitar información sobre los cursos de la academia.
  “I am Juan García and I am writing to request information about the academy’s courses.”

Informal:

• ¿Cómo estás, María? Espero que todo vaya bien. Quería preguntarte por los cursos de la academia de los que me hablaste.
  “How are you, María? I hope you’re well. I wanted to ask you about the academy’s courses you mentioned.”

4. The Body of the Message

In formal writing, keep the structure concise and the tone polite. Avoid overly direct or colloquial requests. Below are common reformulations.

• Too direct → Polite formal request:
  Deme información, por favor. → ¿Podría facilitarme información, por favor?
  “Give me information, please.” → “Could you please provide me with information?”
• Too imperative → Contract/obligation with courtesy:
  Tiene que arreglarlo, por favor. → Le ruego que lo repare a la mayor brevedad.
  “You have to fix it, please.” → “I kindly request that you repair it as soon as possible.”
• Blunt → Softer request:
  Contácteme lo antes posible. → Le agradecería que se pusiera en contacto conmigo lo antes posible.
  “Contact me as soon as possible.” → “I would appreciate it if you could contact me as soon as possible.”

5. The Closing

After the body, use a brief closing that matches the level of formality.

Formal – to start closing:

• En resumen, y tras lo expuesto, me gustaría… → “In summary, after everything mentioned, I would like…”
• En conclusión, le ruego que… → “In conclusion, I kindly ask that you…”
• Según lo indicado, espero que pueda… → “According to what has been said, I hope you can…”
• Por todo lo anterior, sería conveniente que… → “For all the above, it would be advisable that…”

Formal – sign-offs:

• Gracias de antemano. Un cordial saludo, María Gómez. → “Thank you in advance. Kind regards, María Gómez.”
• Quedo a la espera de su respuesta. Atentamente, Juan Pérez. → “Awaiting your reply. Sincerely, Juan Pérez.”
• Saludos cordiales, Marta Fernández. → “Kind regards, Marta Fernández.”

Informal – to start closing:

• En resumen, después de todo lo que te he contado, me gustaría… → “In summary, after everything I’ve told you, I would like…”
• En fin, a ver si puedes… → “Anyway, let’s see if you can…”
• Sobre lo que te dije, espero que podáis… → “Regarding what I told you, I hope you all can…”
• Por todo esto, creo que sería mejor que… → “Because of all this, I think it would be better that…”

Informal – sign-offs:

• ¡Muchas gracias, María! Un beso. → “Thanks a lot, María! A kiss.”
• Ve contándome. Un abrazo, Juan. → “Keep me posted. A hug, Juan.”
• Saludos, Ana. → “Regards, Ana.”

Quick comparison table

If you pay close attention to greetings, address, introductions, body, and closings, you’ll adapt your emails to each situation with ease. Feel free to reuse and adapt the expressions in this post. And remember: given the friendliness of Spanish-speaking cultures, the line between formal and informal can shift depending on context—like when you contact the school where you study Spanish. In our case, we’re happy to receive informal emails—unless you want to practice what you’ve just learned!