The salutation: how much distance
A formal Italian letter has three fixed slots: salutation, opening and sign-off. In each one you choose between several correct formulas, and every choice sets how close to or far from the recipient you stand.
Then there is the title. In Italy anyone with a university degree is Dottore or Dottoressa. Lawyers, engineers and professors are addressed by their professional title. English rarely goes beyond Dr or Professor, but in Italian, if you know the title, you use it: a bare Signora can then sound slightly dismissive.
Three salutations, three distances
| Formula | When | Effect |
|---|---|---|
| Gentile Dottoressa Ferri, | people, women and men alike | polite and neutral, the default |
| Egregio Avvocato Conti, | officials, people you defer to | very formal, traditionally used mainly for men |
| Spettabile Ufficio Tributi, | companies, public offices, editorial teams | institutional, often shortened to Spett.le |
Salutations with titles
Gentile Dottoressa Ferri,
Dear Dr Ferri,
Egregio Ingegner Rossi,
Dear Mr Rossi,
Ingegnere drops its final -e before a name, like Signore and Dottore.
Spettabile Redazione,
Dear Sir or Madam,
To an editorial team with no named contact.
The first sentence
The first sentence states why you are writing. Italian likes to hook it onto something that came before: an email, a phone call, an advertisement. These formulas are fixed and sound professional rather than stiff, much like English Further to or With reference to, only more frequent.
Typical openings
In riferimento alla Sua e-mail del 3 marzo, Le confermo la disponibilità della sala.
With reference to your email of 3 March, I can confirm that the room is available.
Facendo seguito alla nostra conversazione telefonica, Le invio il preventivo.
Further to our phone call, please find the quote attached.
Mi permetto di contattarLa per un'informazione sul corso di aprile.
I am taking the liberty of contacting you about the April course.
First contact with someone you don't know.
Con la presente Le comunico la mia decisione di recedere dal contratto.
I hereby inform you of my decision to withdraw from the contract.
Cancellations and notices with legal effect.
The ending in two steps
Before the sign-off itself, Italian usually adds a pre-closing: a phrase that asks for a reply, says thank you or offers help. English puts this in a sentence of its own (I look forward to hearing from you.). Italian often runs it straight into the sign-off, frequently with a gerund or in attesa di.
Pre-closings
In attesa di un Suo cortese riscontro, porgo distinti saluti.
I look forward to hearing from you. Yours sincerely,
Resto a disposizione per eventuali chiarimenti.
Please do not hesitate to contact me if you have any questions.
La ringrazio anticipatamente per la collaborazione.
Thank you in advance for your cooperation.
Common, though some readers feel a slight pressure in it.
Sign-offs from distant to close
| Formula | Effect |
|---|---|
| Con osservanza | to authorities and courts, old-fashioned and deferential |
| Distinti saluti | formal and distant, for strangers and offices, like Yours faithfully |
| Cordiali saluti | the business standard, like Kind regards |
| Un cordiale saluto / Con i migliori saluti | warmer, once you have already written to each other |
One request, two distances
Friendly and formal
Gentile Dottor Neri, Le scrivo per chiederLe se fosse possibile spostare l'appuntamento a giovedì. Un cordiale saluto.
Dear Dr Neri, I am writing to ask whether we could move the appointment to Thursday. Kind regards.
To someone you have dealt with before.
Official and distant
Spettabile Ufficio Anagrafe, con la presente chiedo lo spostamento dell'appuntamento a giovedì. In attesa di un cortese riscontro, porgo distinti saluti.
Dear Sir or Madam, I hereby request that the appointment be moved to Thursday. I look forward to your reply. Yours faithfully.
To a public office with no named contact.
