How to Write an Email in Spanish: The complete Guide

Regardless of the Spanish-speaking country your recipient is from, writing an email in Spanish can make all the difference in how you’re perceived by them. Email etiquette varies across cultures, and Spanish-speaking countries are no exception. This guide will walk you through the essentials to help you learn how to write an email in Spanish that’s professional, polite, and culturally appropriate, without second-guessing your tone or format.

With a few key structures and phrases in your toolkit, you can confidently connect with Spanish-speaking colleagues and clients across the globe. So, let’s break it down step-by-step.

1. Understand the Level of Formality When Writing an Email in Spanish

Photo of Men Having Conversation to write an email in Spanish — *The level of formality and seniority is key to write in Spanish.*

To begin with, just like in French or English, the formality of your email in Spanish depends on your relationship with the recipient and their level of seniority. In most professional settings, it’s safest to default to a more formal tone.

You can use the following options such as:

Estimado/a Sr./Sra. [Last Name] – Dear Mr./Ms. [Last Name] (formal)
Hola [First Name] – Hi [First Name] (informal)

However, it is better to avoid overly casual greetings like “Qué tal” unless you have an established rapport with the person. If you are replying to someone who’s already introduced themselves, it’s helpful to match their tone.

2. Use the Right Greeting Based on the Time of Day

Beautiful Woman in Beige Long Sleeves Using a Laptop writing an email in spanish. — *Timing is everything.*

You can also use time-appropriate greetings when you write an email in Spanish with the following expressions:

Buenos días, Sr. López – Good morning, Mr. López
Buenas tardes, Sra. García – Good afternoon, Ms. García
Buenas noches, Ana – Good evening, Ana (informal)

3. Be Clear and Courteous in the Body of the Email

Spanish business culture values politeness and clarity. Therefore, when writing an email in Spanish, try to get to the point respectfully, and structure your message into clear paragraphs.

Some useful phrases include:

Le escribo para… – I’m writing to…
Quisiera solicitar… – I would like to request…
Agradezco de antemano su ayuda – Thank you in advance for your help

Additionally, break your email into short, digestible sections, especially if you’re making multiple requests or addressing different points, just like you would in English.

a. To introduce your purpose, the following expressions are commonly used in Spanish:

Le escribo para… (I am writing to…)
Me permito contactarle en relación con… (I am reaching out regarding…)
Tras nuestra conversación… (Following up on our conversation…)
Me gustaría hacerle unas preguntas sobre… (I would like to ask you a few questions about…)

b. To make a request or ask for information, you can include:

¿Podría enviarme…? (Could you send me…?)
¿Sería posible…? (Would it be possible to…?)
Me gustaría saber más sobre… (I would like to know more about…)

c. To confirm or provide information, use expressions like:

Le confirmo que… (I confirm that…)
Adjunto encontrará… (Attached, you will find…)
Quedamos a su disposición para cualquier información adicional. (We remain available for any additional information.)

d. To express appreciation or gratitude, consider closing with:

Gracias de antemano por su respuesta. (Thank you in advance for your response.)
Le agradezco su ayuda. (I appreciate your help.)

These structured phrases will help keep your email professional, polite, and easy to understand.

4. Know How to Close Professionally When Writing an Email in Spanish

Content young woman using laptop in modern living room
learning how to write an email in Spanish — *The ending of your email is as important as the greeting.*

When wrapping up an email in Spanish, end your message with a courteous closing and your full name, title, and contact info if necessary.

Here are some common closings in Spanish:

Atentamente, – Sincerely (very formal)
Saludos cordiales, – Kind regards (formal)
Un saludo, – Best regards (neutral)
Gracias y saludos, – Thanks and regards (casual/professional)

In any case, make sure your closing matches the tone of the email and reflects your relationship with the recipient.

5. Beware of Regional Variations When Writing an Email in Spanish

It’s also important to note: Spanish is spoken in over 20 countries. A greeting or phrase used in Spain may come off differently in Argentina or Colombia. When in doubt, use neutral, widely accepted expressions or observe how your recipient communicates and mirror their style.

Conclusion

All things considered, learning how to write an email in Spanish doesn’t have to be stressful. With a few simple structures and a good understanding of tone and etiquette, you can craft messages that are both clear and culturally appropriate. Whether you’re just starting out or already using Spanish in your day-to-day work, mastering email communication will help you build stronger professional relationships across borders.

Don’t forget to:

Always use proper accents and punctuation (¡ and ¿ are non-negotiable in Spanish!).
Avoid machine translation for full emails—tools like DeepL can help, but always review.
Read your message aloud to check tone and flow.

You can now start emailing you colleagues or clients in Spanish with ease.

Let us know in the comments how you usually write your emails in Spanish! Are you also learning French for professional purposes? Then check out our other guide on how to write an email in French!