If you need to write to someone you don't know in person, using formal language is important for maintaining correct correspondence. Even if you are able to use the Spanish language to speak, listen and read, it is possible that you have never acquired the right knowledge to write in a formal way. Many of the main rules for writing a letter are the same for all languages, but you must still follow specific rules for Spanish, especially from a cultural point of view. These formalities vary according to the recipient and the purpose of the letter.
Steps
Part 1 of 3: Opening
Step 1. Write the addresses in the right format
If you need to write a formal letter, write your name and address in the top right, then write the recipient's name and address on the left.
- Most word processors have a business letter template that automatically processes the structure.
- If you intend to print it on letterhead, you do not need to enter your name and address.
- When writing an e-mail, addresses generally don't go at the top of the page.
Step 2. Enter the date
If it is a formal letter, it is a good idea to write the date the letter was written above. In Spanish letters, the date is usually preceded by the city you are in at the time of writing.
- For example, you would write: "Acapulco, 23 de diciembre de 2016". As in Italian, the date is written indicating the day first, followed by the month and year. If you only use numbers, the same date would be written like this: "23-12-2016".
- If the letter is printed on letterhead, or the recipient is a friend or acquaintance and the letter is more informal, enter the date in the top right, where your name and address would usually go.
- Business letters are generally dated on the left side of the page, under names and addresses.
Step 3. Say hello appropriately
How you greet the recipient depends on your relationship and how long you have known them. Informal greetings that would be fine for a friend or acquaintance can be offensive to someone older than you or you've never met.
- If you do not know the name of the recipient, you can write "A quien corresponda" (ie "To whom of competence"). This is a good greeting for general business letters, for example when you want to receive information about a product or service.
- If the recipient is older than you or you are writing to them for the first time, use "Estimada / o", followed by their surname. If necessary, use the term señor or señora. For example, you could write Estimado Señor Lopez. It literally means "Dear Mr. Lopez", but it is similar to the expression "Gentile Signor Lopez" in Italian.
- If you have a close relationship with the recipient, you can use Querido / a, followed by their first name. Example: Querida Benita, or "Dear Benita".
- In Spanish, the greeting must be followed by a colon; in Italian a comma is used instead.
Step 4. Introduce yourself
In the first line of the letter you need to say who you are, then write Mi nombre es, following this expression with your full name. If necessary, you should also indicate your professional title or the relationship you have with the recipient.
- Example: Mi nombre es Maria Bianchi. Next, write a sentence to explain who you are, for example you can say that you are a university student or that you know a friend of his.
- If you are writing from another person, use the expression Escribo de parte de, followed by the person's name. Example: Escribo de parte de Margarita Flores.
Step 5. State why you are writing
Immediately after introducing yourself, you need to briefly explain why you are addressing the recipient or what you want them to do. You will go into more detail in the body of the letter, but the purpose must be stated immediately.
- Imagine this is the summary of the letter. For example, if you want to know more about a job or an internship, you could write: Quisiera postularme para el puesto, ie "I would like to apply for the position". At this point you will explain where you saw the ad or how you learned about it.
- This section should contain no more than one or two sentences and is used to conclude the introductory paragraph of the letter.
Part 2 of 3: Working out the Body of the Letter
Step 1. Use formal language
Despite having a more or less friendly relationship with the recipient, the drafting of a letter in Spanish requires the use of a formal and polite language, just like in Italian.
- In Spanish, the formal drafting is very similar to the Italian one. Use conditional forms (quería saber si ustedes estarían disponibles, ie "I would like to know if you would be available") and give del lei (usted or ustedes) to the recipient, unless you have a closer relationship.
- If you don't know how to write, you'll always be on the safe side with formal language. If you are more polite than necessary, you are unlikely to offend the recipient, while it can be a risk if the letter has a too informal or familiar tone.
- If you have met the recipient more than once or you are the one who has to reply to a letter, orient yourself according to the degree of formality of the previous meetings. Never be less formal than the other person was.
- Even when writing an email, colloquialisms, slang and abbreviations used in text messages or in an informal conversation on the internet are not appropriate for a letter.
Step 2. To begin, describe the main purpose of the letter
In the body you have to state the points or information in descending order of importance. Try to write clearly and concisely so that the letter is no longer than one page.
- A personal letter, for example you ask a friend to share experiences on vacation, can be as long as you want. For a business or formal letter, respect the time available to the recipient. Do not address topics that are not related to the purpose. You will impress the recipient more by proving you can write a formal letter correctly.
- It can be helpful to make a small outline before you start writing, so that you know exactly what points or topics to tackle and how. Planning ahead makes drafting easier, especially when you're not writing in your native language.
Step 3. Break the information into paragraphs
The letter should have single spacing, with double spaces between paragraphs. Each paragraph should be limited to two or three sentences.
- For each different idea or point you should write another paragraph.
- For example, imagine you are writing a letter in order to apply for an internship. There are two main points you need to address: your experience and why you would be the best candidate. The letter should include an introductory paragraph, a paragraph about your experience, a paragraph about why you are the best candidate, and a concluding paragraph.
Part 3 of 3: Close the Letter
Step 1. Summarize the purpose of the letter
Introduce the concluding paragraph with a sentence or two that summarize the purpose of the letter. You must also include concluding remarks relevant to the topic.
- For example, if you are applying for a job or an internship, at the end you could say that you have people willing to give your references.
- If the letter has only a couple of paragraphs, this may not be necessary. However, it can be useful for longer letters, for example a couple of pages, because it will remind the reader why you wrote them in the first place.
- If you are writing to a close friend or family member, this part of the letter is usually not important.
Step 2. Write your closing sentence
To conclude the letter, explain to the recipient what your expectations are. In the last sentence you have to state what decision you hope he will make or what date you will expect to hear from him.
- For example, if you want a simple answer, but don't have a specific date in mind, you could write: Espero su respuesta, which means "I await your reply".
- If you think the recipient has questions or would like to discuss the topic further, you could write Cualquier cosa estoy a su disposición, which means: "If you have any questions, I am at your disposal."
Step 3. Write a closing greeting
You can use a word or phrase like "Cordiali saluti" or "Sinceramente", just like you would in Italian.
- In Spanish the closing greetings are similar to the Italian ones and have the same degree of formality. Expressions such as Saludos cordiales are generally used. If you ask the recipient a favor, you could write Gracias y saludos, which means "Thanks and regards".
- If you do not know the recipient at all and are older than you or in a position of authority, you could write: Le saludo atamente. This sentence represents one of the more formal closing greetings and can literally be translated as "I greet you distinctly". It implies a certain detachment and courtesy towards the recipient.
- When writing to a close friend or family member, you can use a closing greeting such as Besos, meaning "Kisses". It may seem more intimate than the way you would close a letter in Italian, but in Spanish it is quite common.
Step 4. Correct the letter carefully, especially if you used a word processor set in Italian, otherwise you risk finding yourself with quite serious errors in terms of punctuation or spelling
A rough letter won't help you look good and can denote little respect for the recipient.
- If you have enabled autocorrection on your word processor, correct the letter with particular care if you have set a language other than Spanish. It could alter Spanish words similar to Italian ones without you even noticing.
- Pay special attention to punctuation. For example, in Spanish, questions should be introduced with the symbol ¿and ended with?. This structure is typical of the language, therefore, not being used to writing in Spanish, you risk forgetting about it.
Step 5. Add your contact details
Although having entered them at the beginning of the letter, it is customary to include your data under the name written on the computer to be contacted directly. This is especially important if you write as an employee.
- For example, if you write the letter using your employer's letterhead, the general company information is usually already included, while your personal information is not.
- Indicate which methods of communication you prefer. If you want the recipient of the letter to call you, write your phone number after your name. Instead, if you want me to send you an email, give them your address.
Step 6. Sign the letter
Once you are sure that the letter is free of errors, print and sign it, just like you would a letter in Italian. Typically, you leave blank lines under the closing greeting and then write your name on the computer.
- Place your handwritten signature above the computer-written name.
- If the letter has an official purpose, you may want to photocopy it after signing it for archiving before sending it.
