[Business English Writing] How to Write Professional Emails in English: 5 Essential Tips from Start to Finish

Writing a clear and professional business email in English can help us strengthen customer relationships, attract new business, and even expand into global markets. But how can we write an outstanding English email for an international audience? We want to sound professional while remaining friendly, and make our purpose clear without sounding pushy. When it comes to business English correspondence, understanding the basic principles and techniques is the first step!

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Tip 1. Get to the Point Quickly and Clearly

The recipient of an email wants to know why you are writing and what they need to do.
Therefore, in a professional email, it is best to clearly state the purpose of your message within the first two sentences.

Good Example:‍

_{Dear Ms Jones,
I am writing to inform you about our delivery schedule.
親愛的瓊斯小姐：
我寫這封信是想告知您我們的配送時程。}‍_‍

_{Dear Mr Scholz,
I hope this email finds you well.
I am writing to remind you that payment is due on 8 April, 2022, for stage 1 of Project XYZ.
親愛的Scholz先生：
我希望你有收到這封email，
我想提醒您XYZ計畫的第一階段繳費截止日期為2022年4月8日。}

Q&A: Is stating the purpose so directly rude or unfriendly?‍

■ Not at all! Adding a short, friendly opening and closing can actually soften your request and make the email sound warmer.
■ When writing business emails in English, being more direct than in other types of email is often helpful because it saves the recipient time.

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Bad Example:

_{Hello,
‍How's going? We hope your day is fine.
Component upgrade report is due soon. Please feel free to feedback me if you have any question.
你好：
一切如何？我們希望你過得一切順利。零件升級報告將要截止，如果有任何問題歡迎隨時聯繫我。}

Q: What is wrong with this email?

▲ Writing only "Hello" does not identify the recipient and also sounds too informal.
▲ "Is due soon" does not provide a specific date, making the purpose of the email unclear.

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Tip 2: Double-Check the Recipient’s Name and Title

The greeting is one of the first things the recipient sees in an email, so it is important to double-check their name and title.
Sometimes it can be difficult to tell which part of a foreign name is the first name, last name, or even the person’s gender. When in doubt, ask someone or do a quick online search!

Bad Example: 

_{Dear Mr Howson Miriam,
親愛的 Howson Miriam 先生：}

Q&A: What is wrong with this email?

▲ "Miriam" is a female first name, so we should not address her as "Mr."
▲ "Howson" is the last name and "Miriam" is the first name, so the correct greeting should be "Ms Howson."
▲ "Ms" is generally preferable to "Miss" or "Mrs."
Miss traditionally refers to an unmarried woman, while Mrs traditionally refers to a married woman. Today, marital status is generally not the focus, so "Ms" is the safest and most respectful title to use.

Q&A: Can I make the greeting less formal and more friendly?

■ Absolutely! However, if you are contacting someone for the first time, it is best to keep the greeting formal.
■ Once you have established a relationship with the recipient, you can switch to using their first name.

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‍Tip 3: Check the Grammar and Spelling in Your Email

Grammar and spelling mistakes in an email can make you appear highly unprofessional. Therefore, after writing an email, we should carefully proofread the entire message.
For example, make sure the subject and verb agree, check that plural nouns have the appropriate "s," and make sure spacing around punctuation marks is correct.

Bad Example: 

_{Dear Ms Wright,
Thanks for you email, I am writting for asking if the 15 component is arrive safety. Please check. Our company always attentiun to detlail.
親愛的Wright先生：
感謝您的來信，我想要詢問這15個零件是否成功送達，再麻煩幫我確認一下，我們的公司始終會注意細節。}

Q&A: There are 9 grammar and spelling mistakes here. Can you find them all?

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Tip 4: Increase the Chances of Getting a Reply

Business emails usually have a specific purpose, so recipients may sometimes feel impatient when reading them or only skim certain parts.
Adding a friendly and purposeful closing to your email can help recapture the recipient’s attention and increase the chances of getting a reply.

Good Example:

_{I look forward to your confirmation of the above details, and wish you a great weekend.
我期待您對於上述細節的確認，祝您有個愉快的周末。}

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Tip 5: Keep the Sign-Off and Email Signature Separate

Finally, keeping your sign-off separate from your email signature allows you to adjust the sign-off depending on the recipient and relationship, giving your email a more professional closing.
Note: To make the distinction between the two clearer, you can also use a different font, color, or font size for your email signature.
Also, even if your name already appears in your email signature, you should still include your name after the sign-off to properly close the email.

Good Example:

_{We look forward to receiving your invoice, and wish you a great weekend.
Best wishes,
Taylor
‍Ms. Taylor Huang
Sales Department
XYZ Corp.} 　　

Bad Example:

_{We look forward to receiving your invoice, and wish you a great weekend.
‍Best wishes,
Taylor
Ms. Taylor Huang
Sales Department
XYZ Corp.}　

▲ The email signature makes it difficult to distinguish between the sign-off and the sender’s name, making the closing feel less personal and less professional.

Q&A: When should I use each sign-off?

■ When you do not know the recipient: Kind regards, Best regards, Best wishes
■ When expressing thanks: Many thanks, Thanks a million
■ When you have a friendly and professional relationship: Cheers (This is especially suitable when communicating with colleagues in the workplace!)

Boost your Business English

When writing a business email in English, the most important things are using the correct title and name, getting straight to the point in the opening, and ending with a specific and polite closing. Keep these three principles in mind, and you’ll be well on your way to writing professional business emails with confidence! For more tips and practical advice on business English correspondence, stay tuned to Lado’s English learning articles!