How to write a professional business Email - Phrases and expressions
In this video you will learn how to write an email, both formally and informally. How to start an Email? How to end an Email? No problem! This guide will take you step by step through the process, looking and tips and tricks to sound more professional.
Video transcript:
Useful email phrases
Hello everyone and welcome to today’s lesson on How to write a business email. We will look at how to start an email, what to write in the middle and also how to end an email correctly. These useful phrases will make your emails more professional and provide you with the essential vocabulary required for the business environment.
So the first part we are going to look at is how to start a business email correctly. There are many ways to do this but here are some examples which I would recommend.
Dear Mr / Mrs ….....
It’s important to include titles such as Mr/ Mrs/ Dr when writing a formal email.
If you don’t know the name of the person reading the email you can say Dear Sir or Madam. This helps set the formality of the email and gives it a professional tone.
If you already know the person you are writing to and have built up some rapport with them you can start you email with Dear Kevin, this is more informal, however as you already know them, the more formal options aren’t needed anymore.
When writing to a group of people you can write
Dear all which is formal
Hi everyone which is more informal.
so depending on you rapport with the people you can choose which one is best for your situation.
So that’s the starting phrase sorted, let’s have a look at the opening sentence.
Your opening sentence is the key to writing a clear email. This tells the reader what the email is about.
You could start with any of these
I’m just writing to..
Just a quick note to...
The first option is my favourite and I would recommend this one.
In business, people tend to write emails to:
Clarify something
Confirm something
Follow up on something
Let someone know about something
Answer a question
Ask a question
Thank someone for something
Update someone
You can use the first phrase with these situations, for example..
I’m just writing to clarify the notes from the meeting on Wednesday.
I’m just writing to confirm the date of the meeting.
I’m just writing to update you on the new schedule for next week.
We are halfway through the video so please let me know if you have any questions and If you are finding the video helpful then please like and subscribe. This is a new style of teaching for me and if it gets good feedback I will make some more in the future.
If you’ve attached a file to your email, make sure you tell the person you’re writing to that you have attached it. The more specific you are, the better. Being specific adds to the clarity of the email. Here’s an example:
“I’m sending you this month’s schedule as an attachment.”
You can also start your sentence with:
“I’ve attached…”
“Please find attached…”
The second option is my personal favourite as I always use this for my work.
Please find attached a copy of my calendar for the following week.
Ending:
When ending an email, ask yourself what you want the reader to do.
If you want them to reply to you, you can write:
“I look forward to hearing from you.” (formal)
“Looking forward to hearing from you.” (less formal)
“I look forward to your reply.” (formal)
“Hope to hear from you soon.” (informal)
If you want them to contact you if they need more information, you can write:
“Do not hesitate to contact me if you need any assistance.” (formal)
“Let me know if you need anything else.” (informal)
If you don’t want them to do anything:
“Thank you for your help/assistance.”
“Have a nice day/weekend.”
Closing:
Just like your opening phrase, your closing will depend on how well you know the reader. Common closings include:
“Sincerely” (formal)
“Kind/Best/Warm regards” (less formal)
You may have received emails with closings like these:
“All the best”
“Best”
“See you (soon)”
“Take care”
“Bye (for now)”
These closings help create a closer relationship when you already know your reader.
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