November 4, 2020

Cómo Escribir un Correo Formal

Today you probably have to write a lot of emails, both inside and outside of your professional life, since it is one of the most used forms of communication due to its practicality. A good email is short, to the point, keeps us informed or reminds us of important things. If writing emails is not your thing, it is essential that you polish your technique.

Now, there are certain things you should consider before composing an email.

Is an email necessary?

In some cases another means of communication may be ideal. Perhaps it is better to have a phone conversation with the other person, or perhaps it is better to speak in person, especially if it is a very sensitive topic or also if it is something very casual.

You should think about whether an email is the most appropriate way to get the message to your recipient, taking into account what it is about.

Who are you talking to?

The tone, in some way, of your email will depend on who you write to. If you talk to a coworker that you trust, you can be a little less formal, more friendly, you can even include little jokes if you want.

On the other hand, if you write to your boss, to someone you respect or to a total stranger with whom you want to start a business relationship, your email has to be respectful and impeccable. Remember that first impression is everything!

How long should it be?

Unless the other person has demanded it or expects a long, detailed email, you should generally opt for a short, concise, and accurate email.

Business people tend to be very busy and typically have to read dozens or even hundreds of emails a day. If they see a wall of words when opening an email, they most likely won't even bother to read it and it goes straight to the digital trash.

Is it necessary to review it?

Another reason why many emails end up in oblivion is the abundance of misspellings. An error-free email shows professionalism and that you place enough importance on the other person to take the time to deliver something of good quality.

If you find it difficult to catch those little mistakes, you can always use a free spell checker or grammar checker from you find on the Internet, or you can ask someone you trust to take a look at your email.

What if they don't answer me?

Not receiving a reply can be due to a number of factors: the receiver may be very busy and will reply when he has time; maybe he got lost in a sea of mail; or, the other person may not be interested, especially if it is the first time they receive an email from you.

Whatever the case, you should not despair. The normal thing is to wait a few days, giving the other person time to contact you. If you don't get a response after a couple of days, you can send them a reminder. Most of the time just a reminder enough to receive a response.

If they still don't answer you, perhaps you can choose another way to contact the other person, or simply accept that they may not be interested in communicating with you.

Now, when writing the email, we can divide it into three parts: greeting, body and closing.

The greeting, as the name implies, is how you will open the email. This is the first thing the person will see.

Let's first look at some formal ways to open your email:

Estimado/a Sr./Sra.

Distinguido/a Sr./ Sra.

Sr. Director/Sra. Directora

These are slightly more semi-formal or friendly ways to open your email:

Estimado/a …

Querido/a …

Hola …

Before saying goodbye, it is common to add a closing line. These will depend on the nature of your email. Have you asked questions? Have you offered your help? Here we leave you some very common closure lines.

First the formal ones:

When asking questions:

Quedo a la espera de sus respuestas.

Quedo atento a sus respuestas.

Por favor póngase en contacto conmigo lo antes posible.

When offering help:

Estoy a su entera disposición para cualquier consulta.

No dude en escribirme ante cualquier duda.

When asking for comments or opinions:

Quedo a la espera de sus comentarios.

Espero sus comentarios.

In thanking:

Le agradezco su ayuda de antemano.

Gracias de antemano.

When saying goodbye beforehand:

Sin más que agregar, me despido.

 

Now the semi-formal or more friendly.

When asking questions:

Quedo a la espera de tus respuestas.

Quedo atento a tus respuestas.

Por favor ponte en contacto conmigo lo antes posible.

When offering help:

Estoy a tu entera disposición para cualquier consulta.

No dudes en escribirme ante cualquier duda.

When asking for comments or opinions:

Quedo a la espera de tus comentarios.

Espero tus comentarios.

In thanking:

Te agradezco la ayuda de antemano.

Gracias de antemano.

Ejemplos

We must also take into account how to close the mail.

First the formal goodbyes:

formal

Un cordial saludo.

Saludos cordiales.

Se despide atentamente.

Atentamente.

Now the semi-formal or friendly farewells:

Saludos cordiales.

Saludos.

Un abrazo.

Now let's look at an example of a formal email.

Estimado Sr. Mendoza,

Reciba un cordial saludo.

Le escribo para preguntarle si ya tomó una decisión con respecto al presupuesto del proyecto que discutimos en la reunión pasada. De ser así, por favor comuníquemelo para comenzar a armar el equipo que llevará a cabo del proyecto.

Quedo atento a su respuesta.

Saludos cordiales,

Hector Ramírez.

Finally, let's look at an example of a semi-formal email.

Semiformal

Hola Enrique,

¿Cómo estás? Te quería preguntar si viste mi teléfono. Lo dejé en la mesa de la cafetería y no lo encuentro. ¿Por casualidad sabes dónde está?

Si lo ves, avísame, por favor.

Un abrazo,

Camila.

As you can see, learning to write an email is nothing to write home about. It just takes dedication and practice. Follow these small recommendations and in a short time you will have more effective communication and those who read your emails will appreciate it.

¿Listo para comenzar a aprender o mejorar tus habilidades lingüísticas? Haga clic en el botón de abajo para encontrar su tutor de idiomas perfecto hoy.

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About the author 

Jaimi Saunders

J’aimi has worked in the education industry for over 20 years, gaining experience in teaching, mentoring, and coaching. As a seasoned educator he is passionate about advancing teaching excellence and student motivation. In addition to working in the education industry, he is also involved in continuing his personal education and improvement. Outside of the office, J’aimi enjoys, antique vehicles, motorcycles, and travelling to new destinations.

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