Guide · Business English
How to Write a Professional Email in English
Most workplace misunderstandings in English come from tone, not grammar. This guide covers the structure British colleagues expect, the phrases that sound natural, and four templates you can copy today.
The five-part structure
- 1. Subject line. Say what it is and, if useful, the date or reference — "Meeting request — Q3 budget review". Avoid one-word subjects like "Question".
- 2. Greeting. "Dear Ms Whitfield," when formal, "Hi Tom," with colleagues. Use "Dear Sir or Madam," only when you truly have no name.
- 3. Reason for writing. One sentence, in the first line. British readers scan; do not bury the request in paragraph three.
- 4. Detail and request. Short paragraphs, one idea each. Make the action you want explicit, including a date.
- 5. Sign-off. "Kind regards" is safe almost everywhere. "Yours sincerely" for a named formal recipient, "Best wishes" for a warmer tone.
Formal vs neutral phrases
| Purpose | Formal | Neutral / everyday |
|---|---|---|
| Opening | I hope this email finds you well. | Hope you're well. |
| Reason for writing | I am writing to enquire about… | I'm writing about… |
| Making a request | I would be grateful if you could… | Could you please… |
| Attaching | Please find attached… | I've attached… |
| Chasing | I would like to follow up on… | Just following up on… |
| Closing | I look forward to hearing from you. | Let me know what you think. |
Politeness: the British habit of softening
Direct translations from German or Polish often read as blunt in English. Soften requests with modal verbs and hedges: "Send me the file" becomes "Could you send me the file when you have a moment?" Equally, "I need this today" becomes "Would it be possible to have this by end of day?" The meaning is identical; the relationship survives.
Four templates you can copy
Requesting a meeting
Subject: Meeting request — Q3 budget review Dear Ms Whitfield, I hope you are well. I would like to arrange a short meeting to review the Q3 budget before it is finalised. Would Tuesday or Wednesday afternoon suit you? Thirty minutes should be enough. Kind regards, Anna Kowalska
Polite follow-up
Subject: Following up — proposal sent 5 March Dear Thomas, I'm following up on the proposal I sent on 5 March. I appreciate you may have had a busy few weeks. Could you let me know whether you need anything further from my side? Best wishes, Anna
Formal introduction
Subject: Introduction — new account manager Dear Mr Bauer, My name is Anna Kowalska and I have taken over as your account manager from 1 April. I would be glad to arrange a brief call so I can understand your priorities for this year. Yours sincerely, Anna Kowalska
Apologising for a delay
Subject: Apologies for the delayed response Dear Lena, Thank you for your patience — apologies for the delay in coming back to you. The revised figures are attached, and I will make sure the next update reaches you by Friday. Kind regards, Anna
Five mistakes to avoid
- Starting with "Dear Sir" when the person's name is in their signature.
- Using "Please do the needful" or other phrases that are rare in British English.
- Writing one long paragraph — break it into two or three.
- Ending with "Waiting for your reply" instead of "I look forward to hearing from you".
- Forgetting the attachment you announced. Attach first, write second.
Want feedback on your own emails?
In private 1-to-1 business English lessons we rewrite your real emails together, so the tone matches what British colleagues and clients expect.