[Business English Writing] How to Write a Professional Email in English: Examples & Tips

At some point in our careers, we all encounter situations where we need to write emails in English. You may be applying for a job at a multinational company, communicating with overseas clients, or using English for internal company emails. This article provides example sentences for different purposes to help you overcome the challenge of writing emails that lack specificity and clarity, so you can write professional, versatile, and sincere emails in English!

Further Reading --> 【Business English Emails】How to Write Professional Emails in English: Essential Tips for Openings and Closings
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1. Introduce Yourself

When contacting someone for the first time, remember to include your full name, job title, and company to help the recipient understand who you are.

_{My name is Jeff Delong, and I’m a marketing manager at C-Mobile.
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_{I'm David Lee, the sales executive at Holly Music.
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2. Explain Your Relationship with the Recipient

When contacting someone for the first time, explain at the beginning of your email how you obtained their contact information and mention any mutual connections. This can help build trust with the recipient.

_{I was referred to you by Mr. Gordon.
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_{I found your email address in our client list.
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_{Mark Hamill from AGT gave me your email address.
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3. Explain the Purpose of Your Email

Clearly stating the purpose of your email at the beginning can save the recipient time and make your message easier to read. This is an important skill for writing professional emails!

_{I’m writing to…
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_{I’m writing in regard to…
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_{I wanted to get in contact with you about…
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4. Confirm That You’re Contacting the Right Person

When you’re not sure whether the recipient is the right person to contact, these sentences can help you avoid putting them in an awkward position while also helping you reach the appropriate person.

_{I apologize if I’m sending this to the wrong person, but…
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_{I’m not sure if you’re the correct person to ask, 
but if you could point me in the right direction, I would really appreciate it.
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_{I would appreciate it if you could refer me to the appropriate person who is more suited to handling this issue.
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5. Main Content and Progress Updates

_{As of September 1, the construction work was about 80% complete.
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_{The report is done and ready to send to the client.
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_{I’ve completed/finished the…
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_{I expect to finish this task by January 15.
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6. Invite Further Questions or Responses

_{Let me know if you want me to… 
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_{If there’s anything I can do to help, just feel free to let me know.
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_{Please don’t hesitate to contact me if you have any questions.
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7. Express Your Expectations and Best Wishes

_{I look forward to our collaboration.
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_{I wish you every success in your new position as a team manager.
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_{Best wishes to you and the rest of your team.
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Tip:

“I wish you (something)” is used to express hope for something to happen and is commonly used in formal congratulations.
However, be careful not to use “I wish” with the past tense (could, would).
“I wish + past tense” expresses a strong desire for something that is unlikely or impossible to happen, which can lead to a major misunderstanding!

_{I wish you could achieve success in your new role.
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Oh no… 😰😰

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Boost your Business English!

After going through these example sentences, do you feel more confident about writing emails in English? As long as you keep the basic principles in mind and organize your sentences according to your purpose and the appropriate structure, writing a professional, error-free email is not difficult at all!