Spanish is a global language. Around 559 million people speak Spanish worldwide, and for businesses, it can unlock new markets. Writing a precise and professional email in Spanish requires respecting local cultural norms and conventions.

In Spanish-speaking cultures, politeness and formality are integral to daily communication, and email etiquette is a crucial aspect. Many professionals consider a poor tone a “red flag” indicating communication issues.

For example, Spanish speakers often treat business emails like formal letters. This means using a respectful tone (for instance, the formal “usted” form instead of “tú“) and including courteous phrases.

At Spanish Express, with certified native translators and content creators, we help small businesses craft perfect Spanish emails. Our team ensures each message follows Spanish norms (from the subject line to the signature), delivering a seamless writing experience for you.

Why Spanish Email Etiquette Matters

In Spain and Latin America, email is more formal than personal chat. Colleagues often use apps like WhatsApp for casual messages and reserve email for important or professional topics. Consequently, a Spanish business email usually starts with a formal salutation and a courteous opening.

For example, instead of jumping straight into the message, Spanish emails often begin with a polite line such as “Espero que todo vaya bien” (“I hope everything is going well”). Including a phrase like this or “gracias por su mensaje” shows respect and sets a positive tone. Skipping these courtesies can make your email feel abrupt. Remember: in Spanish business culture, tone is everything. A formal tone signals respect and helps build trust.

Spanish Express data show that professionals expect formality in email. They will notice missing words like “por favor” or failing to match the formal usted form with your verbs. For instance, use “Le escribo…” instead of “Te escribo…” when writing formally. Our native translators ensure your Spanish emails always use the proper formal version, so your message comes across naturally.

Formal vs. Informal Emails (Structure Comparison)

Writing a formal email (usted) is different from an informal one (tú). The table below highlights the main differences:

This table illustrates the distinction between formal and informal structures. In a formal email in Spanish, start with a respectful greeting (Saludo), then a brief cortesía line, the main content, a polite closing sentence, and a formal sign-off. Informal emails are simpler: “Hola, [Name]:,” followed by your message and a casual sign-off. Always match the tone to the relationship.

Let’s Write the Parts of a Spanish Email

Subject Line (Asunto)

The subject line in Spanish (el asunto) should be clear and concise. It’s often the crucial part determining whether your email gets opened. Summarize the email’s purpose in a few words, e.g., “Información de la nueva oferta” for “Information about the new offer”. Avoid leaving it blank. Spanish professionals appreciate a relevant subject; it sets expectations and shows professionalism.

Salutation (Saludo)

The greeting is very important. Formal emails typically use “Estimado/a” + title + surname. For example, “Estimado Sr. Gómez:” (Dear Mr. Gómez,) or “Estimada Sra. Díaz:” (Dear Ms. Díaz,). Always end this greeting with a colon, not a comma. (RAE guidelines emphasize the colon after the greeting in letters/emails.) If you don’t know the recipient’s name, use “A quien corresponda:” (equivalent to “To whom it may concern,”).

Informal greetings are simpler: just “Hola, [Name]:” or “¡Buenas!”. Good morning or Good afternoon can be “Buenos días” or “Buenas tardes” (but these also can be somewhat formal unless it’s a friendly exchange). Avoid mixing them; in a formal email, you usually skip exclamations and stick to Estimado/a [Name]:.

Opening Line (Frase de cortesía)

After the greeting, Spanish emails often add a one-sentence courtesy before diving in. For a formal email, typical openings include “Espero que todo vaya bien” (I hope all is well) or “Gracias por su mensaje” (Thank you for your message). These set a positive tone. You can also begin with “Le escribo para…” (I am writing to…), which is a respectful way to state your purpose.

In an informal email, you might say “¿Qué tal todo?” or “Espero que estés bien”. Even in a casual tone, a friendly opener (like “Just checking in…”) works. For example: “Hola, Ana: ¿qué tal todo? Te escribo para contarte…”.

Body (Contenido del mensaje)

The body of the email contains your main message or request. In a formal Spanish email, keep paragraphs short, structured, and very polite. Use complete sentences and connectives, e.g., sin embargo, además, which means to sound professional.

If you need something, phrase it politely: for example, “¿Sería posible programar una reunión la próxima semana?” (Would it be possible to schedule a meeting next week?). Or “Me gustaría confirmar los detalles del contrato” (I would like to confirm the contract details). Use por favor for requests, and be clear about what you need. Remember that in formal writing, you must use the third-person or formal constructions (e.g. su empresa, le agradecería, etc.).

Closing Line (Cierre del correo)

Wrap up by thanking the recipient or inviting a reply. Common formal closings include: “Quedo a su disposición para cualquier consulta” (I remain at your disposal for any questions), “Gracias por su atención” (Thank you for your attention), or “Esperando su respuesta” (Looking forward to your response).

For instance: “Estoy a su disposición para cualquier duda. Gracias por su atención.” These phrases signal courtesy and leave the conversation open. In an informal email, you might end with “Ya hablaremos” (We’ll talk soon) or “¡Cuídate!”.

Sign-off (Despedida)

Formal sign-offs are brief words or phrases, usually followed by your name. The most common are “Atentamente” (Sincerely), “Saludos cordiales” (Kind regards), or “Un cordial saludo,”. These convey respect. Note that in Spanish, you usually place a comma after the closing word only if you add a short signature on the following line. Alternatively, you can end with a period if the closing is a complete sentence like “Reciba un cordial saludo.”

Email Signature (Firma)

A professional signature includes your full name, position, and contact details. For example, Mariana López, Coordinadora Comercial, Compañía XYZ. As GoDaddy advises, the signature is the “broche de oro” (golden touch) of a formal email. You can also add your company logo or address in a corporate email. This is where your email signature (firma) goes, and it comes after the closing phrase. For small businesses, including a proper signature shows credibility. Spanish Express’s translators often add formal titles and affiliations, reflecting best practice.

Key Phrases and Tips

• “Estimado Sr. [Apellido]:” the standard “Dear Mr.” in formal emails. (If you know a woman’s last name, use “Estimada Sra.”.)
• “A quien corresponda:” use when you truly don’t know the recipient’s name.
• “Por favor” include for requests (e.g. “Por favor, envíenos la información.”).
• “Gracias por su tiempo/atención.” common courteous thank you.
• “Quedo a su disposición” or “Estoy a su disposición” “I remain at your disposal,” a very polite close.
• “Saludos cordiales” literally “cordial greetings,” equivalent to “Best regards.”
• “Un saludo” informal “Regards” (use only with colleagues or acquaintances).
• “Muy señor mío” is extremely formal, “Dear Sir” is now a bit old-fashioned, but still seen in some formal letters.
• “Qué tal todo?” / “¡Hola!” very casual openings (only with friends).
• Possessive adjectives: In formal writing use su/sus (his/her/their/your formal) instead of tu/tus (your informal). For example, “agradecemos su interés” vs. “agradecemos tu interés.”

Always proofread your email: Spanish speakers will notice spelling, accent, or grammar mistakes and may question your professionalism. Double-check accents (e.g. tú vs. tu) and spelling before hitting send.

Examples

Formal example (to a new client):

 Asunto: Información sobre nuestros servicios
Saludo: Estimado Sr. Torres:
Primera línea: Le escribo para presentarle nuestra empresa y los servicios que ofrecemos en el área de logística.
Cuerpo: Detallaría la información importante de manera clara y ordenada.
Cierre: Quedo a su disposición para cualquier consulta. Gracias por su atención.
Despedida: Atentamente,
Firma: Mariana López / Coordinadora Comercial

Informal example (to a colleague):

Asunto: Próxima reunión del equipo
Saludo: Hola, Carlos:
Cuerpo: Un mensaje breve con la información o pregunta.
Cierre: ¡Hablamos pronto! o “Un saludo,” seguido de tu nombre.

These models show how key phrases fit a real email.

Let Spanish Express Handle Your Emails

At Spanish Express, we make Spanish email communication seamless. Our certified native translators and strategists ensure your emails sound professional and culturally appropriate from start to finish. Whether it’s crafting a formal letter or reviewing a casual message, we handle everything in Spanish, and even client emails are part of our expertise. Because our team writes in their native language, we guarantee accuracy and fluency.

At Spanish Express, our director is a Chartered Linguist and a member of the Chartered Institute of Linguists (CIOL), leading a team of expert linguists.

This means your small business can trust us for formal correspondence, subject lines, sign-offs, and all “things formal” about Spanish email (which might otherwise feel tricky). We offer this service to make your workflow truly seamless: you get polished Spanish emails without lifting a finger, backed by our membership in the Chartered Institute of Linguists and years of experience writing for Spanish-speaking professionals.

For small businesses expanding into Spanish-speaking markets, the right tone is non-negotiable. By leveraging our Spain-ready Spanish email experts, you avoid embarrassing mistakes and build trust immediately. Let us help you craft emails that impress Spanish speakers and grow your business.

1. Does correo mean email?

Yes, in the Spanish language, correo electrónico is the most common way to say “email.” In casual Spanish-speaking countries, people often shorten it to just correo, especially in Spanish writing. So, while correo originally means “mail,” its accepted Spanish equivalent for email is widely understood among Spanish natives.

2. How do you say email address in Spanish?

You would say dirección de correo electrónico when referring to an email address. A few examples of how to use it in a sentence include: ¿Cuál es tu dirección de correo electrónico? (What’s your email address?). This is a common phrase you’ll hear when exchanging contact details in business or personal settings.

3. How do I start an email in Spanish — can I use buenas?

In informal emails, yes, you can start with ¡Buenas! or ¡Hola!, both considered friendly Spanish greetings. However, if you’re writing a formal email, it’s better to use a formal greeting like Estimado señor: (which means esteemed Mr) followed by the person’s name. This is a respectful way to open a message in formal email writing.

4. How do I finish an email in Spanish informally?

For informal emails, popular email sign-offs include Un abrazo (a hug) or simply Besos (Kisses), which is why you’ll often see this style of endings among friends. If you want to be polite but casual, you could also use Que tengas un buen día (Have a good day), which is perfect for closing friendly emails.

5. What is the Spanish word for send?

The verb enviar means ‘to send,’ and it’s the one you’ll most often see on buttons—like Enviar—in apps or platforms. Whether you’re sending a message or forwarding a file, enviar is the go-to word in most Spanish-speaking countries.

6. How do I write a proper formal email in Spanish?

To write a formal email, it’s important to stick to the conventions of Spanish writing, starting with a formal greeting like Estimado señor:. Use useful phrases such as Le escribo para… (I am writing to…). Don’t forget to include polite closings like Espero su respuesta. (I look forward to your reply) and phrases like Estoy a su disposición. (I’m at your service). The structure of a formal email may vary slightly between Spanish-speaking countries, but the tone remains respectful.

7. How do I translate an email into Spanish?

When translating, remember you’re not just swapping words, you’re adapting the tone and context. A good translation of an email considers the Spanish version of professional standards, especially for formal contexts. Pay attention to email greeting, formal expressions, and how to close with a proper Spanish end like Atentamente or Un cordial saludo. For example, if you’re informing someone about a new job, the phrase Le informo que he conseguido un nuevo trabajo might fit. Always check against an example of a formal email if you’re unsure.