Business email writing

By Debora Guedes

Emailing has long been the most widely used communication tool in the business environment as it is an efficient, inexpensive and quick way of getting in touch with colleagues and business contacts – on both a one-to-one and group basis.

This is no different in Brazil, where it is very important to use carefully-chosen, correct and appropriate language when writing business emails in Portuguese.

The first point to take into account before you start writing is to consider the recipient of the email, as this will dictate the level of formality required in the language used.

Writing to colleagues and established business contacts

If the recipient of your email is a work colleague or someone you already know and do business with, you can start the email simply by using to the recipient’s first name. You are not required to mention his/her title or occupation in the beginning of the email. Find below a couple of examples:

• Olá Francisco / Olá Maria (Hello Francisco / Maria)
• Prezado João / Prezada Camila (Dear João / Camila)
• Caro colega / Cara colega (Dear colleague)

Note that in both the above cases, the first name of the recipient is used; Brazilians rarely refer to each other using surnames unless in exceptionally formal circumstances. This is particularly true in spoken communication, but also relevant when writing business emails. This practice is a reflection of Brazilian culture: generally more casual and informal than on the northern side of the hemisphere.

When closing emails, this informal approach can again be noted: it is not uncommon for Brazilians to use an expression which would be considered very informal by UK standards: Um abraço (A hug). Initially, this may sound surprising (especially in relation to business emails), but note that when doing business in Brazil, developing personal relationships and creating an informal and friendly environment are core to the success of any interactions. Brazilians consider ‘um abraço’ as simply another way of saying goodbye.

Writing to senior and brand new business contacts

If you are writing to someone in a very senior position within a company, or to someone you are contacting for the very first time, a more formal writing style should be adopted. You can start your email by saying:

• Prezado Doutor Roberto / Prezada Doutora Ângela (Dear Dr. Roberto / Dear Dr. Ângela)
• Excelentíssimo senhor Marcelo Silva / Excelentíssima senhora Ana da Costa (Honourable Mr Marcelo Silva / Honourable Ms. Ana da Costa)

Useful expressions for signing off a formal email include:

• Atenciosamente (literal meaning: “with attention” – this is one of the Portuguese equivalents for ‘Best regards’)
• Com os melhores cumprimentos (Another equivalent for ‘Best Regards’)
• Saudações cordiais (Warm salutations)

Keep it concise (but also personable!)

When writing the body of the email, the same rules apply to business emails in Brazilian Portuguese as to those written in English: it is vital to keep the text concise and to the point, as well as to be clear about any action you expect from the recipient. In today’s society, most of us receive a significant number of emails every day, and so people definitely appreciate clear messages that do not require a lot of effort to be fully understood. Nonetheless, a few pleasantries are welcome and can help soften the tone of your email. Wishing your contact a nice holiday, complimenting him or her on a recent work achievement, etc. is very unlikely to create a negative impression.

Incorporating the above language and structures into your Brazilian Portuguese business emails will speed up your writing process; it will ensure that you receive better responses from recipients, avoiding the need for unnecessary clarification, and will help to establish a pleasant and productive working relationship between you and your colleagues and business contacts.

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