How to write a formal reply to an official letter

Terms used

• Expediente — The expediente is the official file number the administration gives your case; it appears on every letter about it.
• Escrito — An escrito is a formal written document you send to an administration, with your details, facts and request.
• EXPONGO — EXPONGO means "I state" and introduces the facts and reasons in a formal reply.
• SOLICITO — SOLICITO means "I request" and introduces what you are asking the office to do.
• DNI — The DNI is the national identity card of Spanish citizens.
• NIE — The NIE is the foreigner identification number used for dealings with Spanish authorities.

Key rules

• Correction deadline: If your request is missing something, you usually have 10 working days to correct it, counted from the day after you are notified; if you do not, the request is treated as withdrawn.
• Hearing step: When you are given a hearing step, you have between 10 and 15 working days to send your comments and documents, counted from the day after notification.
• Email: An ordinary email is not a registered filing and does not start or stop any deadline.
• Language: Write in Spanish, or also in the co-official language of your region, and expect to translate English documents if asked.
• Proof of filing: Keep the stamped copy or receipt from the registry, because it proves your filing date.

Start with the deadline

Look at the letter first. It tells you what kind of reply is expected and how long you have. Note the date you were notified. Days are working days, so weekends and holidays do not count, and counting starts the day after notification.

• The letter asks you to fix or complete your request. You usually have 10 working days. If the documents are hard to obtain, ask for up to 5 more days before the time runs out. Send the correction in time and your original filing date stands. If you do nothing, the request is treated as withdrawn.
• The letter gives you a hearing step. You have between 10 and 15 working days to send your comments and documents. If you have nothing more to add, you can say so and the step may end sooner.

Some special procedures, such as sanctions or immigration, set their own periods. If the letter states a period, follow the letter.

Address it to the right body

Address the reply to the office, unit or administration named in the letter, and quote the file number (expediente) it shows. If the sender is unclear, check the unit's name and signature block on the letter. You can also check the procedure page on the administration's electronic office.

If you are still unsure, file at any general registry, addressed to the administration that sent the letter. A filing at any public registry is valid even if it reaches the wrong body, and it will be forwarded.

What the escrito contains

An escrito is a short formal written reply. Keep it to one page if you can. Use this order:

1. Your details. Full name and ID number (DNI, NIE or passport). Add your representative's name and ID if someone files for you.
2. Reference details. The expediente number, the procedure name, the office that wrote and the date of the letter. Add the registry entry number of any earlier filing on the same matter. Repeat the expediente number on every page and attachment.
3. EXPONGO. The facts and reasons, in short numbered points. Say what happened and what you are answering.
4. SOLICITO. Your specific request. For example, ask the office to accept the attached documents and continue your file. Be exact about what you want.
5. Documents attached. List each one.
6. Notification channel and contact. An address or electronic channel for notifications, plus a phone number or email.
7. Place, date and signature.
8. Addressee. The body the reply goes to, at the end or the top.

The template below follows this layout.

Language and translations

Write in Spanish. If you live in a region with a co-official language (Catalonia, Valencia, the Balearics, Galicia, the Basque Country or Navarre), you may also write in that language. A document in English has no automatic validity. The office may ask for a translation and, if you do not provide one, may treat the document as not provided.

A sworn translation is not always needed. Immigration, civil registry and recognition of qualifications usually require one, and other offices may accept an ordinary translation. Ask the office, or read the letter, before paying for one.

Where to file

You can choose any of these:

• The electronic registry of the administration concerned.
• An assistance office for registry matters, in any administration.
• A post office (Correos), following the postal filing rules. Ask for the stamped copy.
• A Spanish embassy or consulate, if you are abroad.

Companies and other obliged persons must file electronically. Keep the stamped copy or receipt, because it proves the date you filed. An ordinary email is not a registered filing and does not start or stop any deadline.

If someone files for you

Your representative can file for you, but you must give proof of representation. Their name and ID go in the escrito too. The documents list below shows what to attach.

Timeline and deadlines

• Note the date you were notified and the type of letter: as soon as you receive it

• Correct what is missing if the letter asks you to fix your request: within 10 working days, counted from the day after you are notified

• Ask for up to 5 more days if the documents are hard to obtain: before the 10 working days end

• Send your comments and documents if you are given a hearing step: between 10 and 15 working days, counted from the day after notification

• Expect the request to be treated as withdrawn if you do not correct it: after the 10 working days pass without a reply

Documents you need

• Your written reply (escrito) in Spanish, or in the co-official language if you live in a region that has one. It needs your full name, your ID number (DNI, NIE or passport), the file (expediente) number from the letter, your request, the place and date, and your signature.

• A copy of the letter or notification you are answering, showing the file number, the office that sent it and its date.

• A copy of your ID (DNI, NIE or passport), the same one whose number you wrote in the reply.

• Proof of representation, if someone files for you. Their name and ID go in the reply too.

• The registry entry number of any earlier filing on the same matter, if you made one.

• A translation into Spanish of any document in English or another foreign language, if the office asks for it. Immigration, civil registry and recognition of qualifications usually need a sworn translation (by a traductor-intérprete jurado); other offices may accept an ordinary one.

Checklist

• Write your full name and ID number (DNI, NIE or passport) at the top, plus your representative's details if you have one.

• Copy the file (expediente) number, the procedure name, the sending office and the letter's date from the notification, and put the file number on every page and attachment.

• Write the reply in Spanish, or in the co-official language if you are in a region that has one.

• Set out the facts and reasons under EXPONGO, then your specific request under SOLICITO.

• List the documents you attach, then add the place, the date and your signature.

• File it through the office's electronic registry, an assistance office for registry matters, a Correos post office or a Spanish consulate abroad.

Spanish template to reply to an official letter

Copy the text below into a document, fill in the blanks in the square brackets, and delete any line that does not apply to you. Keep the Spanish: the office reads the reply in Spanish.

A LA ATENCIÓN DE: [nombre del organismo, oficina o unidad que le escribió]
[Código DIR3 del organismo, si aparece en su carta]

DATOS DE LA PERSONA INTERESADA
Nombre y apellidos: [su nombre completo, como figura en su documento]
DNI / NIE / Pasaporte nº: [número]
Dirección para notificaciones: [calle, número, piso, código postal, ciudad, provincia]
Correo electrónico: [correo]
Teléfono: [teléfono]

DATOS DE LA PERSONA REPRESENTANTE (solo si actúa un representante)
Nombre y apellidos: [nombre]
DNI / NIE / Pasaporte nº: [número]
Documento que acredita la representación: [poder, autorización u otro]

REFERENCIA
Nº de expediente: [número que aparece en la carta]
Procedimiento: [nombre del procedimiento, tal como figura en la carta]
Organismo que lo envía: [nombre]
Fecha de la notificación o del requerimiento: [día/mes/año]
Nº de registro de mi escrito anterior: [número, solo si presentó algo antes]

EXPONGO
Primero. Que con fecha [día/mes/año] recibí una notificación de [organismo] en el expediente indicado, en la que se me [requería / comunicaba / solicitaba]: [resuma en una frase lo que dice la carta].

Segundo. Que [explique los hechos con claridad: qué ha pasado, qué ha hecho usted, qué documento aporta y por qué].

Tercero. Que [añada, si hace falta, el motivo por el que no está de acuerdo o por el que pide más plazo o una corrección].

SOLICITO
Que se tenga por presentado este escrito en tiempo y forma, que se admitan los documentos que se adjuntan y que [indique su petición concreta: se me tenga por atendido el requerimiento / se corrija el dato erróneo / se me conceda un plazo adicional de ___ días / se archive el expediente / otra].

DOCUMENTOS QUE SE ADJUNTAN
1. Copia de la notificación recibida
2. Copia de mi DNI / NIE / pasaporte
3. [documento 1]
4. [documento 2]
5. [documento 3]

En [ciudad], a [día] de [mes] de [año]

Firma: [su firma]
[Nombre y apellidos]

How to use it

• Put the expediente number on everything. Write it at the top of the letter and on every attached page, so the office can match your reply to your file.
• Be specific in "Solicito". Ask for one clear thing. A vague request is easy to leave unanswered.
• Copy the details from the letter. Use the expediente number, procedure name, issuing body and date exactly as they appear in the notification.
• Keep the facts short. One idea per paragraph under "Expongo" is enough, and attach proof for anything you state.
• Sign it. If you file online, use the electronic signature or other identification method the office's portal accepts.
• Keep your proof of filing. Ask for the registry stamp or receipt, which shows the registry entry number.

Quick answers about writing to Spanish authorities

Can I write to a Spanish authority in English?

No, write in Spanish, because English is not an official language and the office may ask for a translation. If you send no translation, the document can be treated as not provided. In Catalonia, Valencia, the Balearics, Galicia, the Basque Country and Navarre you may also use the regional co-official language.

Is a handwritten letter accepted by Spanish administrations?

Yes, a handwritten letter on paper is valid if it is legible, signed, and contains your identity, request, address, date and the office it is for. Illegible or incomplete writing leads to a request to fix it, usually within 10 working days. Only individuals can file on paper; companies and professionals must file electronically. Offices may prefer their own form but cannot refuse a valid letter.

Can someone else sign and file my reply for me?

Yes, any person with legal capacity can act for you, but for formal acts like appeals or waiving rights they must prove it. Proof is a notarial power of attorney, a personal appearance at an office, or an electronic authorization in the official register. If proof is missing, the office gives 10 days to correct it. Have both IDs and the signed authorization ready.