Writing a formal email in Italian can be a challenge, especially for non-native speakers! There are some specific rules which, if not followed, can make the message seem unprofessional or even rude. Let’s discover them together!
Formal E-mails: How to write them properly
In this article, you’ll discover the 5 most common mistakes that foreigners (and some Italians) make when writing a formal email in Italian. You’ll also find simple, practical tips to avoid them. Let’s get started!
Mistake #1: A greeting that is too generic or informal
The first mistake concerns the greeting. In Italian, especially in formal contexts, greetings must be respectful and appropriate.
WHAT TO NOT WRITE:
- Ciao or Salve (too informal!) → Hi or Hello
- A chi di competenza (too generic!) → To whom it may concern
WHAT TO WRITE:
Always try to find the name of the person you are addressing, if possible, or at least their title.
- Egregio Signor Rossi,
- Gentile Dott.ssa Bianchi,
- Egregio Presidente,
- Gentile Direttore,
If you are addressing a company, an institution, or any type of organization:
- Spettabile [Nome Azienda],
Mistake #2: Incorrect use of pronouns and formal address
In formal emails in Italian, the pronoun Lei is used with a capital L, as well as S for possessive pronouns and adjectives (Suo, Sua). This demonstrates respect and professionalism.
WHAT TO NOT WRITE:
- Ti invio i documenti. → I am sending you the documents. (informal)
- Ti mando il tuo codice. → I am sending you your code. (informal)
WHAT TO WRITE:
- Le invio i documenti. → I am sending you the documents. (formal)
- Le mando il Suo codice. → I am sending you Your code. (formal)
- Vorrei ringraziarLa per la Sua disponibilità. → I’d like to thank you for your availability.
Don’t forget, moreover, to learn formal expressions that are always appropriate and give your email a more polished touch:
- La ringrazio.
- Le allego…
- Desidero informarLa riguardo…
These details make the difference between an amateur email and a professional one!
Mistake #3: Sentences that are too long or unclear
Writing long and complicated sentences can make the message difficult to read and unprofessional.
WHAT TO NOT WRITE:
- Con la presente volevo informare il gentile destinatario della mia richiesta che riguarda la domanda inoltrata in data 12 gennaio… → With this letter, I wanted to inform the esteemed recipient of my request regarding the application submitted on January 12…
WHAT TO WRITE:
- Desidero informarLa riguardo alla richiesta inoltrata il 12 gennaio. → I would like to inform you regarding the request submitted on January 12.
Use short and direct sentences! Always check that the message is clear and well-organized.
Mistake #4: Forgetting the formal closing
Don’t forget an appropriate (and not too casual) closing for your formal email.
WHAT TO NOT WRITE:
- Grazie,
- A presto,
WHAT TO WRITE:
- Cordiali saluti, → Best regards,
- Distinti saluti, → Sincerely,
- Cordialmente, → Cordially,
- Con i migliori saluti, → With best regards,
If you are expecting a response, you can write:
- Rimango in attesa di un Suo gentile riscontro. → I look forward to your kind reply.
- Confidando in una Sua cortese risposta, porgo distinti saluti. → Trusting in your kind response, I send my best regards.
If you want to express gratitude, you can write:
- La ringrazio per la cortese attenzione e Le porgo distinti saluti. → Thank you for your kind attention, and I send my best regards.
- Grazie per la Sua disponibilità. Cordiali saluti. → Thank you for your availability. Best regards.
If the context is formal, but not too much (for example, among colleagues), you can write:
- Grazie per l’attenzione. Saluti cordiali.
- Restando a disposizione, porgo un cordiale saluto.
- In attesa di risentirLa, porgo un cordiale saluto.
Mistake #5: Grammar or spelling mistakes
The last mistake, but perhaps the most common one, concerns grammar and spelling.
How to avoid them?
- Always proofread the text before sending it.
- Use spell-check tools like automatic correctors.
- Ask a native speaker to check if the email is very important.
- Study the most common mistakes, such as the use of the subjunctive or the differences between “da” and “dà”.
Example of a correct e-mail
Subject: Request for information about your company
Gentile Responsabile, → Dear Manager,
Le scrivo per richiedere informazioni sulla vostra azienda. Ho consultato il vostro sito e desidero sapere di più sulle collaborazioni che offrite.
→ I am writing to request information about your company. I have reviewed your website and would like to know more about the partnerships you offer.
Potrebbe cortesemente indicarmi a chi posso inviare i documenti necessari per formalizzare la mia richiesta?
→ Could you kindly indicate to whom I can send the necessary documents to formalize my request?
Rimango in attesa di un Suo gentile riscontro.
→ I look forward to your kind reply.
Cordiali saluti,
Maria → Maria
By following these simple tips, your emails will be clear, professional, and error-free.
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Want to learn more? Watch our video on how to correctly use the formal address in Italian!
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