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How to write an email in professional English?

How to write an email in professional English?

Published on March 13, 2024

• Updated May 30, 2024

Elena Coutinho

Do you want to develop your business abroad or collaborate with English-speaking partners? In many jobs, writing an email in professional English is a necessary task. To do this, you need to know a certain number of polite expressions or expressions. DigiSchool has collected for you everything you need to remember to write your professional emails in English!


Polite expressions for your email in professional English

Choosing the right polite expressions when writing a professional email in English is not always an easy task. We have selected polite expressions that you should know Business English !

How to choose the right subject for your email in English?

To catch your recipient’s eye, it’s important to write a clear and catchy subject first. Here are some of them so you can get inspired for your next emails:

  • to Request for an appointment planning a meeting;
  • to A statement : claim ;
  • to A request : request for information… ;
  • to A restart : second request;
  • to Appointment : Job Application.

This action should be avoided above all else No indifference ! Once the subject is selected, you can start writing your email in business English.

How to start your email in English?

Depending on the relationship you have with your interlocutor, your email should always start with a polite statement.

If you don’t know the recipient, you can use these two formulas:

  • Dear Sir/Madam : Dear Sir/Madam;
  • To whom it may concern : To whom it may concern

Note that the second polite formula is more formal and is used only in exceptional cases.

If you know the recipient’s name or speak to a close colleague, prefer these formulas:

  • Dear Sir/Madam + Name of concerned person : Dear Mr/Mrs Smith;
  • Hi + first name of concerned person : hi/hello;
  • Hi everyone : Hi everyone.
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How to end your email in English?

After writing your email in professional English, there is only one last step. You have to finish Appropriate decent formula Before signing.

In particular, you can choose the following formulas:

  • Sincerely / With love : Yours faithfully/ Yours, sincerely;
  • Congratulations : Greetings/ Best regards/ Good wishes.

Note that the second formula is aimed at close colleagues.

Once you’ve chosen your formula, remember to add a comma before signing.

If you want to integrate A thank youYou can use one of these formulas in English:

  • Thank you for your presence : Thank you for your presence;
  • Thanks for your prompt reply : Thanks for the quick reply;
  • Thank you for your attention to this matter. : Thank you for your consideration on this matter.

Feel free to choose a dignified formula according to the level of intimacy you share with the recipient.

Depending on your request, you will create an email system that requires different vocabulary terms.

The first sentence of your email

To introduce your email, you can use catchphrases to ask your recipient if they are okay, specifically:

  • I hope you are well : I hope this news goes well for you/ I hope you are doing well.

If you’re writing this email following the suggestion, use instead:

  • I will contact you on your behalf : I am writing to you on behalf of;
  • Your email has been forwarded to me : I have received your email contact.

Depending on the message, you can use different phrasing to introduce your topic. Here are some to help guide you:

  • I will contact you regarding this : I am writing…
  • I regret to inform you that : I regret to inform you that;
  • JI am writing to inform you of that : I am writing to inform you of that.
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Finally, if this is a reply to a previous email, select the following formulas:

  • Following your request for information : in relation to your request for information;
  • Following up on your last email : And to your last email;
  • Following your latest email : followed by your latest email.

Vocabulary to use for the content of your email

Here are some vocabulary words to remember to write your emails correctly in professional English.

If you have a specific request:

  • can you : Please if you can ;
  • I would be grateful if you could : I would be very grateful if you could… ;

This is a reply to a previous email or if you want to follow up:

  • Let me remind you of that : I would like to remind you that ;
  • Following up on your previous email : followed by your latest email.

There are several possible formulas to indicate your agreement or disagreement:

  • I agree…: I think the same/ It works for me/ I totally agree…/ It’s great;
  • I am so scared… : I am afraid that ;
  • This is out of the question : It is beyond question;
  • I doubt it for now : At this point, I have my doubts.

If you need to add attachments, notify your recipient so they don’t miss it. Here are the turns of phrase to use:

  • Find connected / connected ;
  • hereby incorporated ;
  • Find out below.

Mistakes to Avoid When Writing Your Emails

Learning English can be complicated, especially when there are rules, mistakes to avoid, and nuances to remember.

When writing your emails in English, Avoid wrong ways This makes your emails less professional. Among the typos, typos, and language traps, we’ve listed the top mistakes to avoid for you:

  • Spell your recipient’s name correctly and specify gender;
  • Don’t get confused: in English, we say “e-mail”, not “mail”;
  • In English, we use High quotes (“”) and lowercase quotation marks (“”) are not;
  • Concentrate fake friends : “Actually” is “actually” not “currently”.
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Example of a professional email in English

if you want Work abroad, how to write an email is essential for your future career. By following all the rules we have stated, you already have a well-built foundation.

Now, you are wondering what a professional email in English would look like when using these formulas? We have written an example for you:

Dear (name),

I hope you receive this email in good health. I am writing to inquire about my name (your name) and the services offered by your esteemed company.

I have been researching potential partners for our upcoming project and your company continues to stand out for its reputation for excellence and commitment to customer satisfaction.

To get a better understanding of how your organization can meet our needs, I would appreciate it if you could provide me with some information on the following:

  • a detailed overview of your services;
  • pricing structures and available customization options;
  • Customer testimonials or case studies highlighting successful collaborations;
  • Upcoming events or developments in your company.

I would be interested in scheduling a brief call or meeting to discuss further details and address any questions I may have.

Thank you for taking the time to consider my request. I look forward to exploring a possible partnership with your company.

with love,

(your name).

Feel free to take inspiration from it by changing the body of the text to express your request.