Writing a business email can sometimes be difficult and time consuming, because it is not only about what we are saying, it is also about how we are saying it. Finding the right words and phrases can be challenging, especially when trying to be polite and formal.
Today we are going to learn a few things about how to write a business email so that you get your message across without too much trouble.
First things first
- In business emails, the vocabulary is more formal so don’t start your email you ‘Hi there, Kevin’, try using ‘Dear Mr. Smith’ instead. If you have communicated to the recipient before, use ‘Dear Kevin’.
- Also, formal emails tend to use fewer phrasal verbs. Don’t say ‘The meeting has been called off’, use ‘The meeting has been canceled’
- Use longer and more complex sentences, such as: ‘We will not transfer the amount on the invoice until we have received our complete order in perfect condition, however long that may take.’
- Passives and modal verbs are very useful when writing business emails, as they are more formal and more polite: Instead of saying: ‘Let me know when the goods arrive’, write ‘Could you please inform me when the goods will be delivered?’
- Always end your email with a polite phrase such as: ‘I look forward to your suggestions’ and ‘Kind regards’
Here are some useful phrases to help you write your next business email:
- Introductions: We would like to inform you that…/ I am writing to draw your attention to…/ I am writing to you in connection with…/ concerning…
- Presenting documents: Please find the report attached/ As you can see from the attachment…
- Making requests: I would be grateful if… / Could you please send me some additional information regarding… / Please reply at your earliest convenience / Please let me know what dates are convenient for you
- Apologizing: I would like to apologize for any inconvenience that has been caused/ I apologize for the delay …/
- Offering additional information: Please let me know if you have any questions/ Should you need any further information, please do not hesitate to contact me at any time.
- Polite endings: I look forward to your email. Yours sincerely, Kind/Best regards, Yours faithfully
Put the following sentences in the correct order to form a business email.
a) If this is not the case, please do not hesitate to contact me, so that
I can speak to our distributors in person.
b) Finally, I would like to apologize for any inconvenience that has been
caused. I look forward to hearing from you when the office supplies arrive
c) Dear Ms. McAllister,
d) Thank you for your email regarding our delay in the delivery of your
recent order of office supplies.
e) Secondly, I can confirm that your order was dispatched first thing this
morning, and it should reach you on Thursday at the latest
f) First of all let me explain that the delay was due to a transport
workers’ strike, which has since been resolved.
g) Best regards, Alice House
Sursa foto aici.If you want to know if you solved the exercise correctly, check our blog next week for the answers.
Autor: Laura Sîrbu
Laura Sîrbu este absolventă a Facultăţii de Litere din cadrul Universităţii Bucureşti, specializarea Română – Engleză. Tot în cadrul Universităţii, ea a absolvit masteratul „Studii Americane”, organizat la Facultatea de Limbi şi Literaturi Străine.
Laura deţine autorizaţie de traducător pentru limba engleză şi atestatul lingvistic „Cambridge Proficiency Certificate.”
Laura a participat la numeroase workshop-uri şi are cunoştinţe solide în ceea ce priveşte studiile culturale, antropologia şi multiculturalismul.
În cadrul Centrului de Limbi Străine A_BEST, Laura susţine cursuri de pregătire pentru examenele CAE (Cambridge Advanced English) şi IELTS, pe lângă cursurile de limba engleză şi limba română pentru străini din cadrul companiilor.