Step 1: Structure and Subject
The first thing you need to keep in mind is that an email is a text with a structure.
If you organize it into short paragraphs and you use the right opening and closing formulas, you are already halfway there.
Writing (and reading) an email doesn’t actually start with the email itself. Have you ever noticed?
It starts with the subject you read before even opening the message!
So remember, never overlook the subject of an email! It is an essential part of every communication, and it will be the first thing the recipient sees and reads.
If badly written or absent, it could get no attention, give a bad impression or worse, make your email look like spam! And you do not want your message to go straight to the bin, do you?
So, be clear and concise and explain in a few words the reason why you’re writing.
Step 2: Formula di apertura, Greetings and Titles
The opening greetings (formula di apertura) can change a lot depending on who you are writing to. If you are addressing a friend or someone you know well, you can use the following words:
Caro/Cara
Dear
Ciao
Hi
It is becoming increasingly common to start emails with simple greetings like:
Buongiorno
Good morning/afternoon
Buonasera
Good evening
These can be considered a middle ground between a very informal Ciao and the more formal addressing Gentile and are a great go-to when you don’t know the reader’s name or gender!
If you do not know the person you’re writing to, for example, when you ask for information or for a job application, you can use adjectives like gentile or egregio/ egregia followed by either:
- the title* of the person you are addressing,
- or the abbreviation Sig. (Signore – Mr.) or Sig.ra (Signora – Mrs.) followed by their surname.
Gentile direttore/ Gentile insegnante
Dear director/ Dear teacher
Gentile Sig. Bellini / Gentile Sig.ra Bellini
Dear Mr. Bellini / Dear Mrs. Bellini
Gentile (lit. kind, gentle) is a slightly more formal version of “caro/cara” and is widely used in all sectors.
Egregio direttore/ Egregio professore / Egregia professoressa
Dear director/ Dear teacher
Egregio Sig. Bellini/ Egregia Sig.ra Bellini
Dear Mr. Bellini / Dear Mrs. Bellini
These are very formal and are mainly found in official communication.
Remember to pay attention to the gender agreement!
With the name of a business, use Spettabile (Respectable). For example: Spettabile Scuola di Italiano.
*Italians love their titles, so it is important to mention them, even in an email! If the addressee has a title you know of, use these abbreviations:
Dott. / Dot.ssa (dottore / dottoressa)
a doctor or anyone with a degree
Avv. (avvocato)
lawyer
Ing. (ingegnere)
engineer
Arch. (architetto)
architect
Rag. (ragioniere)
accountant
Step 3: Introduction and Main Body
Introduction
At this point, you can introduce yourself:
Sono Michael.
I’m Michael.
Mi chiamo Allison Bay.
My name is Allison Bay.
Mi chiamo Robert Nash e sono un ingegnere elettronico.
My name is Robert Nash, and I’m an electronic engineer.
Then, if you’re writing an informal email, you can thank the other person for their previous correspondence:
Grazie per la tua/sua email.
Thanks for your email.
Ti/La ringrazio per avermi scritto.
Thank you for writing to me.
Or apologize:
Scusa/Scusi se non ho risposto prima, ero molto impegnato/a.
I’m sorry I didn’t answer before; I was very busy.
Tua, ti, and scusa are informal, whereas sua, la, and scusi are formal.
If, on the other hand, you’re writing a more formal message, after introducing yourself (if you want and it is required by the context) make a short point on why you are writing and/or what you are writing about.
You can use the following phrases:
Le scrivo in riferimento al nostro incontro.
I am writing with regard to our meeting
Le scrivo in riferimento al colloquio telefonico.
I am writing with regard to our phone call
Come anticipato nella mail precedente/telefonicamente.
As stated in the previous mail/call
In risposta alla Sua mail…
Answering your email…
Body
Then comes the body, which is the main part of your email. Here you can explain your reason for writing in more detail.
In an informal letter, just write what you want; this is the time for open communication!
In a formal context, you can say:
Con la presente comunico…
I am writing with regard to…
Le scrivo perché vorrei delle informazioni su…
I am writing because I would like some information about…
Con la presente, scrivo per presentare la mia candidatura per il posto di (job position) presso (company)
I am writing to apply for the job (position) at (company)…
And remember, if you have an attachment, don’t forget to mention it!
In allegato invio…
Please find attached…
Allego…
I am attaching
Step 4: Conclusion and Closing Greetings
To conclude a formal communication, use one of the following formulas.
They all stand for the English “I am looking forward to hearing from you,” and even if they have slightly different literal meanings, they all serve the same purpose.
- In attesa di riscontro, resto a disposizione per chiarimenti e porgo cordiali saluti.
- In attesa di un Suo cortese riscontro
- Ringraziando per l’attenzione
Followed by one of these Italian formal salutations or formule di congedo, which stands for the English sincerely or warm regards.
- Distinti Saluti
- Cordiali Saluti
- Cordialmente
In an informal conclusion, you can just end the email with something like:
Fammi sapere
Let me know
Un abbraccio
A hug
A presto
See you/Write soon
Write an email in Italian today!
Who will be the lucky one to receive an email in Italian from you?
A friend? A colleague? A relative? A lover?
There’s a lot to write about. Can you put it in writing now?
In any case, writing an email is an excellent way to practice your writing skills.
Don’t worry about minor mistakes. It’s not an exam. You want to communicate.
Happy writing!
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