How to write better emails in English – 8 tips for professionals
6 days ago
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Writing effective emails in English can be tricky—even for fluent speakers. How formal should you be? What tone sounds polite but not distant? How do you actually get people to respond?
Here are 8 practical tips to help you write clearer, more professional business emails in English—without overthinking every word.
1. Start with a clear subject line
Make it easy for the reader to understand what your message is about.
✅ Meeting follow-up: Q2 Project Timeline
❌ Quick question
2. Use a professional greeting
"Dear [Name]" or "Hello [Name]" are safe and friendly. Avoid "Hi" unless you know the person well.
3. Be clear about what you want
Why are you writing? What do you need from the reader? Spell it out early.
✅ I’m writing to confirm the project timeline. Could you please review the attached draft?✅ Let me know if you’re available for a 15-minute call next week.
4. Add a timeline or deadline
Give the person a clear idea of when you need their reply.
✅ Could you confirm by Thursday?
✅ Please share your feedback by end of day tomorrow if possible.
5. Keep your message structured and easy to read
Use short paragraphs and bullet points if needed. Make the message easy to scan and respond to quickly.
6. Use a polite, professional tone
English emails often soften direct requests.
✅ Could you please send the final version?
❌ Send me the final version.
7. Use standard sign-offs
"Kind regards" or "Best regards" work in most situations. Always include your name, role, and contact details.
8. Proofread before hitting send
Spelling and grammar mistakes are distracting—and avoidable. Read your message aloud to check the tone and flow.
Want to improve your business email skills in English?
Take my free Business English assessment today – and get a free 45-minute coaching session to discuss its results and improvement plan. Let’s work together to make your emails clearer, more confident, and more effective.
