The frame of a formal message
A formal Spanish email is built from fixed parts: greeting, opening that states the reason, request, closing line and sign-off. Each part has a small set of standard formulas. Get those right and you sound confident, even if the rest is written plainly.
Openings that state the reason
Me pongo en contacto con usted para solicitar información sobre el curso de verano.
I am writing to request information about the summer course.
En respuesta a su correo del 3 de marzo, le confirmo la reserva.
In reply to your email of 3 March, I am pleased to confirm the booking.
Le escribo en relación con la factura n.º 2381.
I am writing with regard to invoice no. 2381.
Requests - three levels
The same request can sit closer to or further from an order. In formal writing you usually pick the middle or the top level. The top level combines a conditional with the imperfect subjunctive, much like English I would be grateful if you could…
The most polite request
The same request, more and more distance
¿Me mandas el informe?
Can you send me the report?
Between colleagues on tú terms.
¿Podría enviarme el informe?
Could you send me the report?
Polite, also common in formal emails.
Le agradecería que me enviara el informe antes del viernes.
I would be grateful if you could send me the report before Friday.
Formal letter, public office, first contact.
Le ruego que me confirme la fecha de entrega.
Please confirm the delivery date.
After ruego in the present, the present subjunctive follows.
In very formal writing you will also see the version without que: Le ruego me disculpe. It is correct but sounds bureaucratic. With que you are on safe ground.
Closing line and sign-off
Formal
Quedo a la espera de su respuesta.
I look forward to hearing from you.
Atentamente,
Yours sincerely / Yours faithfully
Formal but friendly
Muchas gracias de antemano por su ayuda.
Thank you in advance for your help.
Un cordial saludo,
Kind regards
Atentamente is neutral and distant and always fits. Spanish does not split it the way British English splits sincerely and faithfully. Un cordial saludo sounds warmer and is very common in emails. Sin otro particular, le saluda atentamente comes from older business letters and sounds stiff and old-fashioned today.
Stick to one form of address
English you never forces a choice. Spanish does, and the greeting commits you. After Estimada Sra. Ruiz the whole text stays with usted: 3rd-person verb, le, su. Writing to several people means ustedes: les, su, 3rd-person plural verb.
Le adjunto el contrato. Si tiene alguna duda, no dude en contactarme.
Please find the contract attached. If you have any questions, do not hesitate to contact me.
Les adjunto el presupuesto y quedo a su disposición.
Please find the quote attached. I remain at your disposal.
