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How to write a formal letter in Spanish

The easiest part of writing a letter is the structure because it never changes, but yes the content and the most important what do you want to express and how to write a letter in Spanish. Of course there are two types of letters, informal and formal letters or semiformal, but let’s divide them in two:

Formal letters

Click on each of the following lessons:

1) Presentation Structure of the letter In the structure of  the letter we are going to see the order, the salutation, and the closing of the letter.

2) Salutation

3) Content

4) Closing

1. Presentation Structure of the letter

According to Cervantes Institute which is  a worldwide non-profit organization created by the Spanish government in 1991. It is named after Miguel de Cervantes (1547–1616), the author of Don Quixote and perhaps the most important figure in the history of Spanish literature. The Cervantes Institute, a government agency, was modeled on the British Council and the German Goethe Institute, and is the largest organization in the world responsible for promoting the study and the teaching of Spanish language and culture.

Besides I consider this institute the father of teaching Spanish as a foreing language. Spanish people are very proud of their language.

Google Inc.

Gerente de Recursos Humanos Argentina

Margarita Pérez

Av. Del Libertador 214 – Piso 21

1428, Buenos Aires, Argentina

 

Srta. Mara Bogado Poisson

Licenciada en Adminitracion

Av. Cabildo 2762 – PB (PB is planta baja)

 

Buenos Aires, 03 de marzo de 2012

Estimada Sra. Bogado Poisson:

Tengo el agrado de dirigirme a usted con el fin de felicitarle por el Ascenso en la compañía. Además aprovecho para desearle una feliz Navidad y próspero año nuevo.

Tengo entendido que nos estará pasando a visitar el próximo mes, por lo tanto, no dude en contactarnos por si tiene alguna duda sobre nuestra sucursal o si quiere que vayamos adelantando alguna información para la reunión.

La esperamos con ansias,

Saluda Atentamente,

 

Firma/Signature HERE

Margarita Pérez

Gerente de Recursos Humanos

2) Salutation

How to write a formal letter in Spanish

1) We can  start a salutation with the abbreviation of Señora, Señor y Señorita (Sra. Sr.  Srta.) and the last name of the person

In Spanish is always colon (dos puntos) for the salutation. When you use only Sr. or Sra or Srta. in order to start a salutation you always have to put the last name, it doesn’t sound formal Sr. Martín

Sr. Gomez:

Srta. or Sra. Gomez:

We can also start a salutation with the profession:

In Spanish for doctors  (Médicos) or lawyers (Abogados)  or someone that has a Phd. (doctorado) the abbreviation is:

Dr. Fernandez :

For people that study a profession reltated to a Bachelor’s degree like Buesiness Administration, Journalist, etc. we call them Licenciado o Licenciada

Then abbreviation

Lic. Mara Fernandez

or

Lic. Fernandez

Lic. Alberto Gomez

Even women or man are called Lic.

2) Other ways

Estimado and the last name

Querido (better if it is an acquaintance or someone you know)

You can combine them with Estimado Sr. Gomez, or Estimado Martin Gomez, if you avoid a name always avoid the first name.

Estimado/Querido Dr. Gonzalez

Estimado/Querido Gonzalez

Estimado/Querido Marcelo Gonzalez

Content of the letter

Formal Spanish letters – Parts of the letter in the inside

The content would depend of what do you want to say of course, but I can give you some guidelines in order to help you to write one.

1) The introduction usually refers to previous correspondence, thank the recipient and / or indicate the reason for writing.

Expressions:

“Tengo el agrado de dirigirme a usted con el motivo de …. ”  (very common)

“Me contacto con usted para …”

“El motivo de esta carta/mail es para…”

“Me dirijo a usted…”

“Por medio de esta carta les hacemos llegar el siguiente pedido …. ”

“En respuesta a su carta anterior … ”

“Quiero agradecerle por ….”

2) At the heart develops the main idea of the letter. It is important to write the core with objectivity and clarity, especially in the case of a claim.

SOURCE HERE

Would you mind if…¿Sería posible…Formal request, tentative
Would you be so kind as to…¿Tendría la amabilidad de…Formal request, tentative
I would be most obliged if…Me complacería mucho si…Formal request, tentative
We would appreciate it if you could send us more detailed information about…Agradeceríamos si pudiera enviarnos información más detallada en cuanto a…Formal request, very polite
I would be grateful if you could…Le agradecería enormemente si pudiera…Formal request, very polite
Would you please send me…¿Podría enviarme…Formal request, polite
We are interested in obtaining/receiving…Estamos interesados en obtener/recibir…Formal request, polite
I must ask you whether…Me atrevo a preguntarle si…Formal request, polite
Could you recommend…¿Podría recomendarme…Formal request, direct
Would you please send me…¿Podría enviarme…Formal request, direct
You are urgently requested to…Se le insta urgentemente a…Formal request, very direct
We would be grateful if…Estaríamos muy agradecidos si…Formal request, polite, on behalf of the company
What is your current list price for…¿Cuál es la lista actual de precios de…Formal specific request, direct
We are interested in … and we would like to know …Estamos interesados en… y quisiéramos saber…Formal enquiry, direct
We understand from your advertisment that you produce…Entendemos según su anuncio publicitario que ustedes producen…Formal enquiry, direct
It is our intention to…Es nuestra intención…Formal statement of intent, direct
We carefully considered your proposal and…Consideramos su propuesta con detenimiento y…Formal, leading to a decision regarding a business deal
We are sorry to inform you that…Lamentamos informarle que…Formal, rejection of a business deal or showing no interest in an offer

3) It ends with a conclusion that serves as a summary of the letter and / or encouragement.

At the end of the letter before the last ending that we saw in the Structure like atentamente, cordialmente, etc

Quedo a su disposición ante cualquier consulta,  (I remain at your disposal for any inquiry)

Atentamente,

Mara Bogado Poisson

Closing a Spanish letter

This is on the very end of the letter

1) It ends with a conclusion that serves as a summary of the letter and / or encouragement.

“Quedo a su disposición ante cualquier consulta…” (I remain at your disposal for any inquiry)

2) And the you close it definetely with ..

The regular ones are:

Atentamente,

Saludos,

Other:

Saludos cordiales,

Respetuosamente,

Se despide cordialmente,

3) Examples of these two endings combined: 

Atentamente,

Rita Gimenez

Contadora

This is on the very end of the letter

1) It ends with a conclusion that serves as a summary of the letter and / or encouragement.

“Quedo a su disposición ante cualquier consulta…” (I remain at your disposal for any inquiry)

2) And the you close it definetely with ..

The regular ones are:

Atentamente,

Saludos,

Other:

Saludos cordiales,

Respetuosamente,

Se despide cordialmente,

3) Examples of these two endings combined: 

Atentamente,

Rita Gimenez

Contadora

 

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