How to Write a Business Email in English - Do's and Don't's

Did you know that there are more than 4.3 billion email users in the world? This means that more than half the world’s population uses email to communicate with others. With the volume of emails sent each day only growing (347.3 billion!), it is important that emails sent for business purposes are worded and structured well so that they aren’t lost in all the digital noise.   

Emails are now a primary mode of communication in the business world. With most companies digitizing their operations, emails are an indispensable way to exchange ideas, ask questions, stay informed, communicate instructions, and define commitments. Emails are also the medium through which information about day-to-day work is exchanged and plans are discussed. 

Since emails are such an important part of communications in the business world, they must be written professionally. A poorly written or shoddily structured email that doesn’t communicate its intent clearly can be off-putting for the recipient and reflect poorly on you. 

So let’s find out more about what a business email is and how you can learn to write a perfect one. 

What is a business email?

A business email is a tool used to communicate useful information with employees within an organization, or with partners, clients, suppliers, and stakeholders outside it. They are the official means of communication in various professional and workplace situations. For instance:

• Sharing information
• Sending updates 
• Sharing documents
• Staying in touch with clients
• Supporting customers
• Dealing with customer complaints
• Corresponding with suppliers

‍

Business emails share a few common features that differentiate them from personal or general emails. Here are some: 

• They are usually short, precise, and to the point. 
• They use formal greetings such as “Dear {First name}” or “To Whom It May Concern”.
• They include a formal subject line. 
• They might require a formal response.

‍

Now that we’re clear about the basic characteristics of a business email, let’s look at how you can write a professional email.  

‍

How to write a professional email in English

Writing a business email is about maintaining a consistent tone and conveying your message as precisely and respectfully as possible. It contains no frills or asides and communicates its points effectively. 

Here are a few things to keep in mind while writing a business email: 

Tips for writing a professional email

As with all forms of communication, there are no rigid rules about writing a professional email outside the bounds of good language and articulation. However, these tips can serve as a set of general guidelines for writing clean, effective, and smart professional emails. 

• Don’t write unnecessarily long emails where the intent and message run the risk of getting lost in detail. 
• Be clear about the tone of your email based on what the subject is and who you are writing to. If you are writing to your supervisor, you will need to be formal, whereas if the email is addressed to a colleague, you can write a bit more informally. 
• Avoid repetition, cliches, and unwarranted use of phrases and idioms. 
• Avoid using too many exclamation points, especially in formal emails. 

‍

Learn Business English with Immigo

Non-native English speakers who want to develop fluency in English need more than the standard fare most online language courses have to offer. At Immigo, we have drilled down the art of spoken English to a science. 

Our live speaking courses, practice sessions with peers, and an intuitive AI sparring bot are all designed to help learners pick up English fast. That’s why 95% of learners on our platform show dramatic improvements in English fluency in no time. 

Those who need extra help can sign up for one-on-one sessions with dedicated learning managers. With Immigo on your side, you can pick up an amazing vocabulary and confident speaking habits that will help you shine at both work and in casual gatherings. 

Sign up with Immigo today to speak English like a native speaker!

‍