How to Write Good Professional Emails in English
The world is evolving rapidly, and English has become the key language in global business. At The Angloacademy, the best personalized English academy for Spanish speakers, we receive many questions from our students about how to write an email correctly, being friendly, polite, or adding a touch of style. I’m Mr. Rivera, the director, and today, we will talk about how to write a proper email.
The Importance of a Good Email
In the business world, a well-written email can open doors and create opportunities. A well-written email shows professionalism and attention to detail.
Basic Email Structure
A professional email generally follows this structure: Header, Greeting, Introduction, Body, Conclusion, and Farewell.
Header
The subject should be clear and to the point, such as ‘Project Meeting – December 10th’. More examples include:
- Urgent: Update Required for Project X
- Invitation: Team Building Event this Friday
- Feedback Request: Preliminary Proposal for Client Y
- Reminder: Report Submission Deadline
- Follow-up: Meeting Notes and Next Steps
Greeting
Examples of greetings:
- Start with a formal greeting like ‘Dear Mr. Perez,’ for formal contexts.
- For a less formal tone, ‘Hello team,’ or ‘Hi Maria,’ work well.
- In a more familiar context, ‘Good morning, Carlos,’ or ‘Happy Friday, everyone,’ may be appropriate.
Introduction
A good introduction could be ‘I hope this email finds you well’ in a formal setting. Or ‘Thank you for your prompt response’ when replying to a previous email. For ongoing projects, ‘Following our last meeting’ is a good start. In an informal context, ‘I wanted to share an update with you’ keeps it light but professional.
- Formal Introductions:
- «I am writing to inform you about…»
- «I would like to draw your attention to…»
- «Per our conversation, I am following up on…»
- Semi-Formal Introductions:
- «I hope you are well. I am reaching out regarding…»
- «Just a quick note to say…»
- «I wanted to update you on…»
- Informal or Team-Oriented Introductions:
- «I hope this message finds you well. A brief note about…»
- «I thought this might interest you…»
- «I’m just checking in on our project…»
Body
In the body of the email, you present your main message. Keep it clear and concise. Use bullet points or short paragraphs to facilitate reading.
Conclusion
In the conclusion, you can use phrases like ‘I look forward to your feedback’ or ‘Feel free to contact me if you need more information,’ for example:
- «If you have any additional information or comments, please don’t hesitate to share them.»
- «Thank you for your ongoing support and cooperation.»
- «I look forward to receiving your valuable insights.»
- «Please review the attached documents at your convenience.»
- «I trust this explanation clarifies the situation. What are your thoughts?»
Farewell
End with ‘Sincerely,’ or ‘Best regards,’ followed by your name. More examples include:
- «Kind regards,»
- «Yours sincerely,» (more formal)
- «Best wishes,»
- «Cheers!» (more casual)
- «Respectfully,»
Use of Idioms and Catchphrases
Including idioms can make your email more memorable. For example, ‘Let’s touch base next week’ means you want to keep in touch, or ‘To kick off the process’ to start a process. Other options could be:
- «Let’s go back to the drawing board» – Start over on a project.
- «Think outside the box» – Encourage creative thinking.
- «On the same page» – Everyone understands the situation the same way.
- «Let’s get to the point» – Get straight to the point without wasting time.
- «Raise the bar» – Increase standards or expectations.
Final Tips and Best Practices
Always remember to review your email before sending it. Pay attention to grammar and spelling. And most importantly, ensure your message is clear and direct.
You are ready to write emails in English like a professional. Use these tools to make your electronic communications effective and stand out!
