[Business English Writing] 3 Common Mistakes Taiwanese Professionals Make When Writing Emails in English

In the workplace, whether it’s internal communication within a company or communication with external clients, English emails are often used as a more formal channel of communication. Therefore, before sending an email, we should make sure that both the content and tone of our message are professional and friendly. After helping numerous learners revise and improve different types of email content, the Lado English consulting team has identified 3 common business English email mistakes. Before sending an email in English, remember to double-check whether you are making any of the following mistakes!

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1. English Phrases

In English emails, we often use specific sentences or phrases such as “收到您的來信” (acknowledging receipt of an email) or “感謝您的通知” (thanking someone for the notification). However, some English expressions we commonly use may contain grammatical or semantic errors. Remember to pay close attention to whether the phrases you choose are accurate and appropriate.

Confirming receipt of an email：

(X)

_{‍Your email was well received.
您的 email 已被收到了。}

➡️  well received [ 被認可 ] can imply that the opinions or suggestions expressed in the email have been accepted or approved, which may not be what you mean.

(O)

_{‍Thanks for your email.
謝謝您的來信。}

_{This is to confirm that I have received your email.
向您確認，已收到您的來信。}

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Indicating that you will reply：

(X)

_{I will reply you as soon as possible.
我會盡快回覆您。}

(O)

_{I will reply to you as soon as possible.
我會盡快回覆您。}

➡️  reply to someone [ 回覆某人 ]

Attachments：

(X)

_{Please find the enclosed quotation for Plan B.
B方案的報價，已夾在信封中。}

➡️  enclose means to put something inside a physical envelope, so it is not the appropriate word for a digital email attachment.

_{As attached, the quotation for Plan B is here. 
如同附件，B方案的報價在這。}

➡️  As attached is an informal expression and can sound unnatural or less professional in business emails.

(O)

_{I’ve attached a quotation for Plan B.
我已附上了B方案的報價。}

_{Please find a quotation for Plan B attached.
B方案的報價已附上。}

➡️  Please find... attached indicates that a file has been included with the email.

_{Please see the attached quotation for Plan B.
B方案的報價，請詳閱附件。}

➡️  Please see... is useful when you want the recipient to refer to the attachment for more details.

Reminders：

(X)

_{Please be noted that…
請被注意...}

➡️  This is grammatically incorrect and can sound overly direct or impolite.

(O)

_{Please note that…
請注意...}

Expressing anticipation：

(X)

_{I look forward to talk to you next week.
期待下周與您談話。}

(O)

_{I look forward to talking to you next week.
期待下周與您談話。}

➡️  look forward to V-ing [ 期待... ]

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2. Sign-off / Email Signature

Unlike Chinese emails, English emails typically include a sign-off at the end, such as “Best,” “Best regards,” or “Sincerely,” to express a friendly closing to the recipient. However, non-native English speakers may not be accustomed to this practice and may not always know how to format it correctly. An English email closing should include a “sign-off,” your “name,” and your “email signature.” The sign-off should not be omitted and should be kept separate from your email signature.

■  Sign-off｜Expresses a closing sentiment and should be adjusted according to the content of the email and your relationship with the recipient

■  Name｜For formal emails, use your first and last name; for less formal emails, you may use your first name only

■  Email signature｜Should include your name, job title, company, and contact information, and should remain consistent across your emails

(X) 

<sub>Let me know if you have any questions._

Best regards,
________________________________________
Lily Lee | Sales Manager | ABC Company
(O) +886 2 2500 0725 | (M) +886 963 071 025</sub>

(O)

<sub>Let me know if you have any questions.

Best,
Lily
________________________________________
Lily Lee | Sales Manager | ABC Company
(O) +886 2 2500 0725 | (M) +886 963 071 025</sub>

➡️ The sign-off should be adjusted according to the content of the email and your relationship with the recipient, while the email signature is usually automatically inserted at the end of the email.
➡️ Therefore, the sign-off should be written separately and should not be omitted!

There are many ways to write a sign-off. In Taiwan, people commonly use Best regards and Sincerely. However, these two expressions are generally used in emails that are formal or involve contacting someone for the first time. We should choose an appropriate sign-off based on the content of the email and our relationship with the recipient.

Sign-offs ranging from “formal” to “informal”:

■  Sincerely / Best regards

■  Best / Regards

■  Best wishes

■  All the best

■  Many thanks（適用於「表達感謝」時）

■  Have a great weekend（適用於「接近週末」時）

■  Cheers（適用於「與同事通信」時）

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3. Punctuation

Punctuation marks in English carry specific grammatical meanings. In addition to paying attention to how different punctuation choices may affect the tone of a message, we should also make sure that we use the correct “full-width” or “half-width” characters and appropriate fonts to avoid making an email appear unprofessional or impolite.

【Exclamation Marks】

With the popularity of social media, we have become accustomed to using multiple exclamation marks to emphasize excitement or urgency. However, in English emails, multiple exclamation marks can come across as commanding, aggressive, or even as if you are shouting, making them an impolite choice in professional communication.

_{(X)  Please reply to me before Thursday!!!!!
(O)  Please reply to me before Thursday.}

【Apostrophes (’)】

Incorrect apostrophe formatting is one of the most common punctuation mistakes. Because of differences between Chinese and English fonts, when we type an apostrophe while using a Chinese font, an unwanted space may appear after the apostrophe. When English-speaking recipients see this extra space, they may perceive the writer as being “unprofessional” or “unfamiliar with English.” Therefore, whenever you use an apostrophe, pay attention to the font and make sure an English font is selected (Calibri, Arial, Times, etc.).

_{(X)  Here’ s the proposal for next week’  s meeting. (Font: Noto Sans / 思源黑體）
(O)  Here’s the proposal for next week’s meeting. (Font: Calibri)}

【Colons, commas, question marks, exclamation marks, parentheses, etc.】

When using English punctuation marks, make sure you are using the correct “half-width” punctuation to avoid incorrect formatting.

_{(X)  STP：segmentation, target, and position
(O)  STP: segmentation, target, and position}

_{(X)  Therefore, can you finish it before 7/25（Friday）？ I need to report on that day.
(O)  Therefore, can you finish it before 7/25 (Friday)? I need to report on that day.}

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Boost your Business English

These are the “3 Common Business English Email Mistakes” identified by the Lado English consulting team. This article highlights some of the details that non-native English speakers are more likely to overlook, while reminding us to carefully check our “English expressions,” “sign-off and email signature,” and “punctuation” after finishing an email. Paying attention to these details can help demonstrate both our professionalism and attention to detail.

➡️ Further Reading ｜【Business English Writing】How to Write an English Email? Professional Examples Revealed

➡️ Further Reading ｜【Business English Writing】How to Write a Professional English Email: 5 Essential Tips from Beginning to End
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