How to Write Emails in Italian (Formal and Informal Templates)

Aug 31

Few things expose the subtle dance between language and culture quite like writing an email in another language. While spoken conversation often allows for gestures, facial expressions, and a forgiving listener, the written word sits in stark black and white, carrying with it a weight of precision, etiquette, and tone. For learners of Italian, mastering the art of email writing is a pivotal step not only in achieving language fluency but also in navigating professional opportunities, maintaining friendships, and participating fully in Italian social life.

In Italy, how you write an email reveals much more than just your grammar skills. It reflects your understanding of respect, hierarchy, social conventions, and even regional communication styles. A single misstep—too formal or too casual, the wrong greeting, or a poorly chosen closing—can leave a lasting impression, and not always the one you intend. And while Italians are famously warm and expressive, they also adhere to clear rules of politeness, particularly in writing.

The challenge is twofold: writing emails that are grammatically correct and culturally appropriate. The Italian language distinguishes sharply between formal and informal registers, requiring different pronouns, verbs, and even entire expressions depending on your relationship with the recipient. Whether you’re emailing a professor, responding to a job offer, writing to a friend, or arranging dinner plans, choosing the right tone and structure is crucial.

Yet once you grasp the conventions and learn a few reliable templates, writing emails in Italian becomes a powerful tool. It allows you to connect professionally, maintain personal relationships, and handle life’s daily logistics with confidence. And it transforms your written Italian from textbook exercises into living, practical communication.

In this article, we’ll dive deep into how to write both formal and informal emails in Italian. You’ll learn:

✅ Essential vocabulary and phrases
✅ Structural differences between formal and informal emails
✅ Cultural nuances you need to know
✅ Templates for common scenarios
✅ Tips to avoid common mistakes

We’ll also explore real examples and provide handy templates that you can adapt for your own needs. Whether you’re a student, a professional, or a traveler eager to communicate smoothly, you’ll leave this article ready to write emails that feel authentically Italian—and make the right impression every time.

Because in Italian, how you write often speaks even louder than what you say.

Why Writing Emails in Italian is Different

Italian Culture Values Formality

Italians are polite and respectful, especially in writing. Formal emails require:

Correct titles (e.g. Dott., Sig., Prof.)
Respectful language
Indirect phrasing

Pronouns Matter

Italy distinguishes between:

Tu → Informal, for friends, family, and peers
Lei → Formal, for professional contacts, elders, or strangers

Mixing them up can sound disrespectful.

Politeness Formulas

Italian emails often begin and end with polite expressions that go beyond a simple “Hi” or “Bye.”

Attention to Detail

Grammar, spelling, and even layout signal professionalism and respect.

Essential Email Vocabulary

Greetings

Formal:
- Gentile Signora Rossi, → Dear Ms. Rossi,
- Egregio Signor Bianchi, → Dear Mr. Bianchi,
- Spettabile Ditta, → To the esteemed company,
Informal:
- Ciao Marco, → Hi Marco,
- Caro Luca, → Dear Luca,
- Ehi! → Hey!

Introductions

Formal:
- Mi permetto di contattarLa per… → I’m writing to you regarding…
- Le scrivo in merito a… → I’m writing about…
- Con la presente desidero… → With this email, I wish to…
Informal:
- Come va? → How’s it going?
- È da tanto che non ci sentiamo! → It’s been a while!
- Ti scrivo perché… → I’m writing because…

Making Requests

Formal:
- Le sarei grato se potesse… → I would be grateful if you could…
- Potrebbe gentilmente…? → Could you kindly…?
Informal:
- Mi puoi mandare…? → Can you send me…?
- Hai voglia di…? → Do you feel like…?

Closing

Formal:
- Cordiali saluti, → Kind regards,
- Distinti saluti, → Sincerely,
- In attesa di un Suo gentile riscontro, porgo cordiali saluti. → Awaiting your kind reply, I extend my best regards.
Informal:
- A presto! → See you soon!
- Un abbraccio, → A hug,
- Ciao! → Bye!

Formal Email Structure

Subject Line
Keep it short and precise.

Oggetto: Richiesta informazioni sul corso di italiano

Greeting

Gentile Dott.ssa Verdi,

Introduction

Mi permetto di contattarLa per avere informazioni sul Suo corso di italiano online.

Main Message

Avrei bisogno di sapere se ci sono ancora posti disponibili e quali sono gli orari delle lezioni.

Closing Line

In attesa di un Suo gentile riscontro, porgo cordiali saluti.

Signature

Marta Rossi

Informal Email Structure

Subject Line

Oggetto: Sabato sera?

Greeting

Ciao Elena!

Introduction

Come stai? È da tanto che non ci sentiamo.

Main Message

Ti va di uscire sabato sera? Magari possiamo andare al cinema o a cena fuori.

Closing

Fammi sapere! A presto!

Signature

Francesca

Formal Email Template

Subject: Richiesta di informazioni

Gentile Signora Rossi,

Mi permetto di contattarLa in merito al corso di italiano avanzato pubblicizzato sul vostro sito.

Vorrei sapere se ci sono ancora posti disponibili e quali sono i costi e gli orari previsti. Inoltre, Le sarei grato se potesse inviarmi il programma dettagliato del corso.

RingraziandoLa anticipatamente per la disponibilità, Le porgo cordiali saluti.

Luca Bianchi

Informal Email Template

Subject: Pizza venerdì?

Ciao Andrea!

Come va? Spero tutto bene. Ti scrivo perché stavo pensando di organizzare una pizza venerdì sera. Ti va di unirti? Sarebbe bello rivederci!

Fammi sapere. Un abbraccio!

Chiara

Special Situations

Job Application

Oggetto: Candidatura per la posizione di Assistente Marketing

Egregio Dott. Ferri,

Con la presente desidero sottoporre alla Sua attenzione la mia candidatura per la posizione di Assistente Marketing presso la vostra azienda. Allego il mio CV e resto a disposizione per eventuali colloqui.

In attesa di un Suo gentile riscontro, porgo distinti saluti.

Elena Russo

Complaint Email

Oggetto: Reclamo per prodotto difettoso

Spettabile Ditta,

Le scrivo per segnalare un problema con il prodotto ricevuto in data 3 aprile. Purtroppo il prodotto risulta difettoso e non funzionante.

Chiedo cortesemente indicazioni su come procedere per la sostituzione o il rimborso.

Cordiali saluti,

Davide Neri

Common Mistakes in Italian Emails

Mixing Up “tu” and “Lei”

✅ Formal: Le scrivo…
✅ Informal: Ti scrivo…

Missing Accents

È (it is) vs E (and)

Forgetting Titles

Use titles for professionals:

Dott. (Doctor)
Ing. (Engineer)
Avv. (Lawyer)
Prof. (Professor)

Using English Phrases

Avoid dropping English words unless necessary:

❌ Best regards,
✅ Cordiali saluti,

Cultural Nuances

Be Patient

Responses might take time, especially for formal emails.

Length

Formal emails tend to be longer and more detailed.

Politeness

Even complaints remain polite and measured.

Formal Even with Friends

Some Italians stay semi-formal in writing, even with people they “tu” in conversation.

Helpful Phrases for Different Situations

Asking for information:
- Vorrei ricevere maggiori informazioni su… → I’d like more information about…

Requesting documents:
- Potrebbe inviarmi…? → Could you send me…?

Thanking someone:
- La ringrazio per la Sua disponibilità. → Thank you for your availability.

Following up:
- Le scrivo per sapere se ci sono aggiornamenti riguardo… → I’m writing to ask if there are any updates regarding…

Apologizing:
- Mi scuso per il ritardo nella risposta. → I apologize for the delay in replying.

Why Mastering Email Writing is Worth It

✅ Helps you navigate professional situations confidently
✅ Builds trust and respect
✅ Prevents misunderstandings
✅ Enhances friendships and personal relationships
✅ Makes you stand out as culturally aware

FAQs

Q: Can I use “Ciao” in a business email?
A: No. Stick with “Gentile” or “Egregio” in business contexts.

Q: How do I know when to use “Lei” vs. “tu”?
A: If in doubt, use “Lei.” Switch to “tu” only if invited.

Q: Are Italians strict about email formality?
A: Yes, especially in professional settings. Always err on the side of polite.

Q: Can I write short emails in Italian?
A: Yes, but even brief emails should include greetings and closings.

Q: Do I always need to include my surname?
A: In formal emails, yes. In informal ones, first names are fine.

Q: Should I translate my English signature?
A: Yes. Use Italian closings like “Cordiali saluti.”

Q: Are emojis acceptable in Italian emails?
A: Only in informal contexts with friends or close colleagues.

Q: Is it okay to write an email in English to an Italian business contact?
A: Many Italians speak English, but writing in Italian shows respect and professionalism.

At Polyglottist Language Academy, we believe true fluency comes from mastering both the spoken and written word. Our Italian courses don’t just teach grammar and vocabulary—we guide you through real-life situations, including how to write emails that are polite, professional, and authentically Italian.

Ready to elevate your Italian communication skills? Sign up for our Italian classes!

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