Writing work emails and WhatsApp messages in clear Spanish

Key rules

• Default tone: Use tú with colleagues and managers, and usted with older people, officials and formal contacts.
• Safe email level: When unsure, use "Hola [Nombre]," or "Buenos días," and close with "Un saludo,".
• Right to disconnect: You can switch off from work messages outside working hours, and your employer must have a policy on it.
• Important decisions: Confirm anything important by email, even if it was agreed on WhatsApp.

Simple and polite is enough

You do not need perfect Spanish. Short sentences, a greeting, a clear request and a polite closing work well. Spaniards expect a friendly tone, not fancy language.

Tú or usted?

Most workplaces use tú, including with colleagues, managers and often the boss. First names are normal. Younger firms and tech companies use tú even with clients.

Use usted with older customers, public officials, in formal letters, and in traditional firms. Banks, law and medicine are often formal too. If a senior or older person says "tutéame", switch to tú. Using tú is rarely offensive, and usted with older people is the safe choice. Practice differs by company, region and age.

Email openings and closings

Pick the level that matches the person.

Formal

• Opening: "Estimado señor García:", "Estimados señores:" or "A quien corresponda:"
• Closing: "Atentamente," or "Reciba un cordial saludo". "Muy señor mío" sounds dated.

Most work emails

• Opening: "Hola Marta,", "Buenos días," or "Estimada Marta,"
• Closing: "Un saludo,", "Saludos cordiales," or "Gracias de antemano."

Colleagues you know

• Opening: "Hola," or "Hola a todos,"
• Closing: "Saludos," or "Un abrazo,"

If you are unsure, choose the middle level. It fits almost everything.

Useful sentences

• "Te escribo para..." opens your reason for writing.
• "Adjunto el documento..." tells them a file is attached.
• "Como comentamos..." refers back to an earlier talk.
• "Quedo a la espera de tus noticias" asks for a reply.

With someone you address as usted, change the verb and pronoun forms, for example "Quedo a la espera de su respuesta". The ready phrases below give more.

WhatsApp at work

WhatsApp is common in small and medium businesses, hospitality, retail, trades and sales. It is used for quick coordination, shift swaps and informal updates. Team groups are normal.

• Keep the tone informal: tú, short messages, emojis, "Buenos días".
• Voice notes are very common, but written text is better for formal topics.
• Keep private matters out of large groups, and do not share other people's personal data there.
• Confirm important decisions by email.
• Avoid late evenings and weekends unless it is urgent.

Larger or regulated firms often prefer email or a company tool. Your employer should not require you to use your personal phone for work.

Switching off

You have a legal right to switch off from work messages outside working hours, and employers must set a policy on how this works. The right applies to WhatsApp too. It is not absolute: emergencies and some roles may be covered by agreed rules. Ask your employer for the policy, and check your collective agreement for extra detail.

Ready phrases for work emails, WhatsApp and meetings

Pick the register first, then copy the phrases. Use tú with colleagues and managers in most workplaces. Use usted with clients in formal settings, older customers, public officials, and in banks, law firms and traditional companies. If you are unsure, usted to an older person is the safe choice. Moving to tú usually happens when the senior or older person invites it.

Emails

Formal (public offices, clients, senior contacts)

• Opening: Estimado/a señor/señora [Apellido]: / Estimados señores: / A quien corresponda:
• Closing: Atentamente, / Reciba un cordial saludo, / Quedo a su disposición para cualquier consulta.

Semi-formal (most work emails)

• Opening: Hola [Nombre], / Buenos días, / Buenas tardes, / Estimado/a [Nombre],

Informal (colleagues you know)

• Opening: Hola, / Hola a todos,
• Closing: Saludos, / Un abrazo, / Hasta luego, / Gracias y un saludo.

Avoid Muy señor mío. It sounds dated.

Useful lines for the body

• Adjunto el documento... (I'm attaching the document...)
• Como comentamos... (As we discussed...)
• Quedo a la espera de tus noticias. (I look forward to hearing from you.)
• Un saludo cordial. (Kind regards.)

WhatsApp

Work WhatsApp groups are normal in small businesses, hospitality, retail, trades and sales. The tone is informal: tú, short messages, the odd emoji, and Buenos días to start the day.

• Buenos días a todos. (Good morning, everyone.)
• Vale, perfecto. (OK, great.)
• Gracias, un saludo. (Thanks, regards.)
• Te lo confirmo por correo. (I'll confirm it by email.)

A few habits help:

• Avoid messaging late in the evening or at weekends unless it is urgent.
• Voice notes are common, but not always welcome for formal topics.

Your right to switch off from work messages outside working hours is explained elsewhere in this guide.

Meetings

Ask someone to repeat or explain

• ¿Podrías repetir, por favor? (Could you repeat that, please?)
• Perdona, no te he entendido. (Sorry, I didn't understand.)
• ¿Qué quieres decir con...? (What do you mean by...?)
• ¿Puedes hablar un poco más despacio? (Can you speak a bit more slowly?)
• ¿Cómo se dice...? (How do you say...?)

Interrupt politely

• Perdona que te interrumpa... (Sorry to interrupt...)
• Si me permites... (If you'll allow me...)
• Quería añadir algo. (I'd like to add something.)
• Una pregunta rápida. (A quick question.)
• Una cosa, por favor... (One thing, please...)

Check and confirm

• A ver si lo he entendido bien:... (Let me check I've understood:...)
• Entonces, ¿quedamos en que...? (So, are we agreed that...?)
• En resumen... / Para recapitular... (In short... / To recap...)
• Lo dejamos así, ¿no? (We'll leave it like that, then?)

Informal fillers with colleagues: Oye, un momento (Hey, one moment), Vale, entonces... (OK, so...), Perfecto (Perfect).

In a formal meeting, switch to usted:

• ¿Podría repetirlo, por favor? (Could you repeat that, please?)
• Si me permite... (If you'll allow me...)

Frequently asked questions

Should I use usted with clients in emails?

Yes, use usted with clients in formal settings, with older customers, and in banks, law or medicine. Younger and tech firms often use tú even with clients, so copy the tone your colleagues use. Move to tú once the other person invites it.

Which closing should I use in a normal work email?

A closing like "Un saludo," or "Saludos cordiales," suits most work emails. For colleagues, "Un abrazo," or "Saludos," is fine. For formal contacts, use "Atentamente," or "Quedo a su disposición para cualquier consulta."

Can I send voice notes to colleagues on WhatsApp?

Yes, voice notes are very common at work in Spain, but they are not always welcome for formal topics. Use text for formal matters.

Do I have to answer work WhatsApp messages in the evening?

No, you generally do not have to answer work messages outside working hours, because you have a legal right to switch off. Emergencies and certain roles can be covered by agreed rules. Ask your employer for the company policy on how this works.