Every language has a bureaucratic register -- a set of fixed phrases, archaic constructions, and formulaic expressions used in legal documents, government forms, official letters, and institutional communications. Spanish bureaucratic language is particularly rich (and particularly opaque) because it preserves vocabulary and grammar from centuries past, wrapped in conventions that even native speakers sometimes struggle to parse.
You do not need to produce most of these formulas. But if you live in, work in, or deal with institutions in any Spanish-speaking country -- signing a lease, navigating immigration paperwork, reading a university regulation, or filing a complaint -- you need to recognize them. This page is a practical reference for the formulas you will encounter most often.
Opening formulas
These phrases typically appear at the beginning of official letters, legal documents, and administrative communications.
A quien corresponda
The equivalent of "To whom it may concern." Used to open a letter when the specific recipient is unknown.
A quien corresponda: Por medio de la presente, me dirijo a usted para solicitar...
To whom it may concern: By means of the present letter, I write to you to request...
Por la presente / Por medio de la presente
"Hereby" or "by means of the present [letter/document]." This formula signals that the document itself is performing a legal or administrative act.
Por la presente se le notifica que su contrato sera renovado.
You are hereby notified that your contract will be renewed.
Por medio de la presente, solicito una copia certificada del acta de nacimiento.
By means of the present letter, I request a certified copy of the birth certificate.
El/La que suscribe
"The undersigned." Used when the author of the document identifies themselves formally.
El que suscribe, Juan Carlos Mendoza, con domicilio en Avenida Reforma 245...
The undersigned, Juan Carlos Mendoza, domiciled at Avenida Reforma 245...
Me dirijo a usted(es)
"I address you" -- the standard formal opening when writing to a specific authority.
Me dirijo a ustedes con el fin de poner en su conocimiento los siguientes hechos.
I write to you in order to bring the following facts to your attention.
Reference and basis formulas
These phrases establish the legal or regulatory foundation for a claim, decision, or action.
En virtud de lo establecido en / En virtud de lo dispuesto en
"By virtue of what is established/provided in..." References a specific law, article, or regulation as the basis for action.
En virtud de lo establecido en el articulo 15 de la Ley Federal del Trabajo...
By virtue of what is established in Article 15 of the Federal Labor Law...
De conformidad con
"In accordance with." References the legal framework that authorizes or governs an action.
De conformidad con las disposiciones vigentes, se procede a la cancelacion del permiso.
In accordance with current provisions, the permit is hereby canceled.
Con arreglo a
"Pursuant to" or "in accordance with." Slightly more formal than de conformidad con.
Con arreglo a lo previsto en el reglamento interno, el plazo para presentar recursos es de diez dias habiles.
Pursuant to what is provided in the internal regulations, the deadline for filing appeals is ten business days.
Sin perjuicio de
"Without prejudice to." One of the most important legal formulas -- it means that one action does not cancel or override another.
Sin perjuicio de las acciones civiles que pudieran corresponder, se impone una multa administrativa.
Without prejudice to any civil actions that may apply, an administrative fine is imposed.
A los efectos de / A efectos de
"For the purposes of." Used to limit the scope of a definition or provision.
A los efectos del presente reglamento, se entendera por 'trabajador' a toda persona que preste servicios bajo relacion de dependencia.
For the purposes of the present regulation, 'worker' shall be understood to mean any person who provides services under a dependent employment relationship.
En su caso
"Where applicable" or "if applicable." One of the most common (and most confusing) bureaucratic phrases.
El solicitante debera presentar, en su caso, los documentos que acrediten su nacionalidad.
The applicant shall present, where applicable, the documents proving their nationality.
Declarative and certifying formulas
These phrases certify, declare, or establish facts with official authority.
Se hace constar que
"It is hereby stated that" or "let it be known that." Used in certificates, notarial documents, and official records.
Se hace constar que el ciudadano Luis Alberto Vargas comparecio ante esta autoridad el dia 15 de marzo.
It is hereby stated that citizen Luis Alberto Vargas appeared before this authority on March 15.
Queda constancia de que
"Let the record show that" or "for the record." Establishes an official record of a fact or event.
Queda constancia de que se le notifico al interesado en tiempo y forma.
Let the record show that the interested party was notified in due time and form.
Para que asi conste
"So that it may be on record." Used at the end of certificates and declarations.
Y para que asi conste, se firma la presente en la Ciudad de Mexico, a los veinte dias del mes de noviembre.
And so that it may be on record, the present document is signed in Mexico City on the twentieth day of November.
Doy fe
"I attest" or "I certify." Used exclusively by notaries public (notarios) to certify that a document or act is authentic.
Doy fe de que las firmas que anteceden son autenticas.
I certify that the preceding signatures are authentic.
Closing and purpose formulas
Lo que se comunica para su conocimiento y efectos
"Communicated for your knowledge and purposes." A standard closing formula in official notifications.
Lo que se comunica para su conocimiento y efectos oportunos.
This is communicated for your knowledge and appropriate purposes.
A que hubiere lugar
"As may be applicable" or "as the case may warrant." Uses the future subjunctive (hubiere) -- one of the last surviving uses of this archaic form outside of legal codes.
Se reserva el derecho de ejercer las acciones legales a que hubiere lugar.
The right to exercise any legal actions that may be applicable is reserved.
Atentamente / Sin otro particular
Formal closings. Atentamente ("sincerely") is universal. Sin otro particular ("without further matter") signals that the letter has no additional points.
Sin otro particular, quedo a sus ordenes. Atentamente...
Without further matter, I remain at your service. Sincerely...
Notarial formulas
Notarial documents have their own specialized formulas:
| Formula | Meaning | Context |
|---|---|---|
| ante mi | before me (the notary) | Certifies the notary witnessed the act |
| comparece(n) | appear(s) | The parties present themselves before the notary |
| otorga(n) | grant(s) / execute(s) | The parties formally execute a legal act |
| escritura publica | public deed | A notarized legal document |
| protocolizar | to enter into the notarial protocol | Making a document part of the official notarial record |
| fe publica | public faith / notarial authority | The legal power of the notary to certify |
Ante mi, Licenciada Maria Teresa Ruiz, Notaria Publica numero 47, comparecen los senores...
Before me, Licenciada Maria Teresa Ruiz, Notary Public number 47, the following persons appear...
Why these formulas matter
You may never write a legal document in Spanish. But understanding this register is a practical necessity:
- Renting an apartment: Your lease will use en virtud de, sin perjuicio de, and de conformidad con.
- Immigration paperwork: Visa applications and residence permits use el que suscribe, se hace constar que, and a los efectos de.
- University enrollment: Academic regulations use en su caso, con arreglo a, and a quien corresponda.
- Government interactions: Any official letter you receive or need to write will use these formulas.
- Reading the news: Constitutional debates and legislative coverage are full of legal formulaic language.
The formulas are not decorative. Each one carries a specific legal or institutional meaning, and using the wrong formula -- or misunderstanding one -- can have real consequences.
Related pages
- Literary Expressions -- elevated language in a non-legal context
- Annotated Text: Legal Document -- a worked example of legal prose
- Business and Professional Register -- formal but non-legal register
- The Future Subjunctive -- the archaic verb form that survives in legal Spanish
Related Topics
- Literary and Erudite ExpressionsC2 — Expressions from classical Spanish literature that survive in educated speech — from Don Quixote to modern literary allusions.
- Annotated Text: Legal DocumentC2 — An annotated excerpt from a legal text showing the future subjunctive, compound future subjunctive, and archaic formulaic language.
- Business and Professional SpanishC1 — Grammar conventions of professional communication — emails, meetings, presentations, and formal correspondence.
- Future Subjunctive (Archaic)C2 — The old future subjunctive, now found mainly in legal texts, proverbs, and frozen expressions.