In a world that requires the use of the English language for many work situations, knowing how to prepare and send an email in English is incredibly useful.
Whether you’re writing to discuss a meeting, a proposal or a business arrangement, formatting an email for business English is pretty much always the same. Here are some tips to remember:
- Have a meaningful and recognizable subject line
- Use formal greetings
- Be concise
- Have a personable and relatable tone
- Reiterate something of significance
Perhaps the most important piece of the email is the subject. With so many emails being sent to spam, it is important to include a subject that will ensure the recipient knows they should read the email and not mark it as trash. The subject should also indicate the reason for sending the email.
The way you construct an email is also important. Be formal and professional and avoid using informalities such as “hey.” Your tone should reflect professionalism and respect.
Whatever the reason for the email, you have to assume the recipient does not have ample time to read a long message. Be concise and to the point, keeping the email brief and clear as to why you are sending it.
Another thing to keep in mind is that you want a business email to be easy to read. You don’t want the recipient to skim through and lose focus, so try to include a more personable tone, still formal yet also catchy. Make sure your main points are at the beginning of the paragraph in case they do tend to skim, that way they are not missing the main points.
Depending on the context and purpose of the email, it might be useful to bring up some points from a previous interaction or conversation. This might help jog their memory about your discussion together and it might also remind them of something you specifically talked about.
Make sure to show that you appreciate their time and consideration in reading your email. It is nice to conclude with a statement such as “ thank you very much for your time and consideration in reading this.”
Before signing off, make sure to reread the email and make sure everything seems appropriate. The best way to end an email is using an appropriate signature such as “Best Regards” or “Kind Regards.” Add your name and send!
Do you ever construct business emails? Have you ever had any misunderstandings based on an email you’ve sent or received for business reasons?