Writing a formal email in Polish can feel daunting if you’re not fluent. Polish business culture values politeness and precision, so getting the tone right matters. Here’s a no-nonsense guide to the key phrases and structure you’ll need.
The Basics: Greetings and Closings
Start with a formal greeting. If you know the recipient’s name, use it. If not, opt for a general polite opener.
Szanowny Panie
/ʂaˈnɔvnɨ ˈpaɲɛ/“Dear Sir”
Szanowni Państwo
/ʂaˈnɔvɲi ˈpaɲstfɔ/“Dear Sir/Madam”
For closings, stick to these formal options:
- Z poważaniem (/z pɔvaˈʐaɲɛm/) – 'Sincerely' (most common)
- Łączę pozdrowienia (/ˈwɔntʂɛ pɔzdrɔˈvjɛɲa/) – 'Best regards' (slightly less formal)
- Z wyrazami szacunku (/z vɨˈrazami ʂaˈt͡sunku/) – 'With respect' (very formal)
Structuring the Email
Polish formal emails follow a clear structure. Here’s how to navigate each section.
1. Opening Line
After the greeting, briefly state your purpose. Avoid overly casual phrases like 'Just checking in'.
- Zwracam się z prośbą o... (/ˈzvrat͡sam ɕɛ s ˈprɔɕbɔ̃ ɔ/) – 'I am writing to request...'
- Piszę w sprawie... (/ˈpiʂɛ f ˈspravjɛ/) – 'I am writing regarding...'
2. The Body
Keep it concise. Bullet points are acceptable if you’re listing items or questions.
3. Closing the Email
End with a polite request for a response or action:
- Będę wdzięczny za odpowiedź (/ˈbɛndɛ vˈd͡ʑɛt͡ʂnɨ za ɔtˈpɔvjɛd͡ʂ/) – 'I would appreciate a reply' (male speaker)
- Proszę o potwierdzenie (/ˈprɔʂɛ ɔ ptɔfʲɛrˈd͡ʐɛɲɛ/) – 'Please confirm'
Common Pitfalls to Avoid
Even small mistakes can make your email seem unprofessional. Watch out for these:
- Using informal pronouns like 'ty' instead of 'Pan/Pani'.
- Overusing exclamation marks. Polish formal emails are more restrained than English ones.
- Ignoring Polish diacritics (ą, ć, ę, etc.). It’s like writing 'Zyczenia' instead of 'Życzenia' ('Wishes') – it looks sloppy.
Example Email
For more on Polish professional etiquette, check out our guide on Danish Business Etiquette – some principles cross borders.
