Portuguese Letter-writing Guide

This guide will help you prepare a letter in Portuguese to request genealogical information from Portugal or Brazil. Please note, however, that many records from these countries have been microfilmed and are available through the Family History Library. Before you write for information, check the Family History Library Catalog to see if the records you need are available on microfilm. Also, check the records of surrounding towns and parishes to see if there are any other records that may help you.

This guide is especially useful because letters written in Portuguese have a greater chance of receiving a reply than those written in English. Portugal, Brazil, and other Portuguese-speaking countries (such as Angola, Mozambique, and Macau) typically respond to requests, but the number of those who actually receive the answers can be low because of problems with the mail systems.

Before you write
Before you write a letter to obtain family history information, you should do two things:

Determine exactly where your ancestor was born, was married, died, or resided. Because most genealogical records were recorded locally, you will need to know the specific locality where your ancestor was born, was married, died, or resided for a given time. See the library’s publications Latin America Research Outline (34075), Brazil Research Outline (36336), and Tracing Immigrant Origins (34111) for help in finding hometowns and other helpful research information.

Determine where records from your ancestor’s home parish are stored today. When you have a locality, use a gazetteer to determine whether the name is a village, parish, city, district, county, or province and to determine which parish serves your ancestor’s locality. In Portugal, parish record books whose last date is older than 90 years are generally sent to district archives. In Brazil, parish records will be found in the parish or diocesan archive.

Research by mail
Letters requesting genealogical information from Portuguese countries should generally be written to a local Catholic parish, diocese, or archdiocese or to local or central government archives. Civil registration for non-Catholics in Portugal began in 1832 and became mandatory throughout the country in 1911. Civil registration in Brazil started in 1870. For information before these time periods you will need to write for church records.

Addressing Your Letter
Use the following format to address your letter:

Portugal
Conservatória do Registo Civil

(postal code), (city), (state)

PORTUGAL

Brazil
Cartório de Registro Civil

(postal code), (city), (state)

BRASIL

Catholic Priest:
Reverendo Pároco

Paróquia de (name of parish)

(postal code), (city), (state)

(COUNTRY)

Bishop:
Exmo. Sr. Bispo da

(name of diocese)

(postal code), (city), (state)

(COUNTRY)

Archdiocese:
Exmo. e Revmo. Sr. Arcebispo

Arquibispado de (name of archdiocese)

(postal code), (city), (state)

(COUNTRY)

National, State, or University Archives:
(name of archives)

Depto. de (department)

(postal code), (city), (state)

(COUNTRY)

Put the postal code, which is similar to a United States zip code, before the city. Postal codes for Portugal and Brazil can be found on the Internet at the following addresses:

Brazil:
English text: http://cdcep.sunrise.com.br/cd-cep/cd-cep-e.htm

Portuguese text: http://cdcep.sunrise.com.br/

Portugal:
Portuguese text: http://www.ctt.pt/correios/cpostais/dir_cpostais.stm

Sending Return Postage and Money
In your letter indicate that you will pay for research time, copies, and services. To pay for the return postage, include at least two international reply coupons, which are vouchers for stamps. You may purchase them from any United States post office.

When writing to a state archive or a local civil registration office do not send money in your first letter. Request information about fees and the best way to send money.

When writing to the local parish send a donation of $5.00 to $10.00, and express a desire to make further donations as the parish’s services are needed. United States currency is most convenient for the recipient, or you can send a cashier’s check from your local bank made payable to: Parroquia de (locality). Attach your check to the inside of the letter.

Your letter should include:

 * the date (at the top).
 * the name and address of the addressee.
 * a greeting.
 * a brief introduction.
 * biographical information about your relative.
 * a short, specific genealogical request.
 * referral request(s).
 * a comment about payment.
 * closing remarks.
 * your signature.
 * your return address (including your country).

The English-to-Portuguese translations that follow will help you compose your letter. Read the sentences in English, and choose those that best express what you want to say. Be sure to arrange your sentences logically. You may want to write your letter first in English, using the following sentences, and then replace the sentences with their Portuguese translations. However you proceed, make sure you type or neatly print your letter and, when necessary, add any diacritical marks and special characters (such as á, ã, é, í, ó, ú, ü) with a pen. Also, be sure to copy the sentences carefully to ensure the spelling, punctuation, and accent marks are correct.

Make your request specific and simple. Give the full name, the date of birth (at least approximate), and the town of birth or residence for each ancestor you need information about.

Include your return address. Offer to pay for time, copies, and services rendered. (See the "Sending Return Postage and Money" section above.) Do not request too much information at one time.

This guide is meant to help you create a letter that is specific to your needs. Do not use this letter-writing guide as the letter itself.

Writing Dates
Write dates carefully. To write dates in Portuguese:


 * Write the day first, then the month, then the year.
 * Write the full name of the month.
 * Write the year in full (1845, not ’45).
 * The preposition ‘de’ (of) is used in writing dates in Portuguese. For example, April 7, 1890 should be written 7 de abril de 1890.

Follow-up
When you receive a reply, send a note of thanks or acknowledgment. You may wish to do this in a follow-up letter requesting further information. In subsequent letters refer by date to your earlier letters and to the letters from those who respond. If you received a reference number, include that number as well.

Use Portuguese-English dictionaries to help you understand the reply. You may know someone who speaks Portuguese who can help you translate, or you can hire an accredited genealogist to translate for you.

If you do not receive an answer, write again, sending a copy of your first letter. Do not send more money unless you verify that your first letter did not arrive.

Example Letter
Date 20 de julho de 1993

Addressee Cartório de Registro Civil

42009 Aiuruoca, Minas Gerais

BRASIL

Greeting Estimado Senhor,

Introduction A seguinte pessoa é minha antepassada que nasceu em Aiuruoca. Eu lhe darei toda a informação que tenho sobre esta pessoa.

Biographical Information Nome e sobrenome: Agenor Rodrigues Fernandes

Data de batismo: 7 de maio de 1907

Lugar de batismo: Aiuruoca, Minas Gerais

Nome de solteira da esposa: Francisca Carolina Mascarenhas

Data de casamento: 18 de dezembro de 1930

Lugar de casamento: Itaberaba, Bahia

Genealogical Request Por favor, envie-me uma cópia da certidão de nascimento ou batismo desta pessoa.

Referral Requests Caso não tenham esses registros à sua disposição, eu lhe ficaria muito grata se me indicassem aonde poderia encontrá-los, inclusive o seu endereço.

Payment Poderia me informar se é possível obter fotocópias de seus registros e qual é o preço de cada cópia?

Closing Agradeço-lhe muito por sua atenção.

Respeitosamente,

Signature

Return Address Jane Doe

674 Q Street

Salt Lake City, UT 84103

USA

Comment and Suggestions
The Family History Library welcomes additions and corrections that will improve future editions of this guide. Please send your suggestions to:

Publications Coordination

Family History Library

35 North West Temple

Salt Lake City, Utah 84150

USA

Paper publication: Second Edition. English approval: 2/00.