How to write a business English email

For decades now, email communication has established itself as an essential tool for relationships in the business world. Learning how to write an email in English may seem a tricky task for non-native speakers. Faced with endless formal rules that set veritable codes on how to begin and end a formal email in English, it is easy to be left with a thousand doubts and perplexities. If you want to try to understand what the crucial points of a formal email in English are, read our tips for mastering the art of writing and ending an email in English.

How to write a business English email

The opening lines are one of the crucial steps in a formal English email, as they set the mood and purpose of the communication. Here are some tips on how to start a formal email in business English.

Email greetings in English

Always start your email with an appropriate greeting. If you know the recipient's name, use “Dear” followed by their name. For example, “Dear Mr. Smith” or “Dear Ms. Johnson”. If you do not know the recipient's name, you can use “Dear Sir/Madam” or “To whom it may concern”.

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Introduction

In the first sentence, you should briefly introduce yourself and then explain why you are writing. For example, you can say “My name is [name] and I would like to enquire about...”.

How to write and structure an email in English

The structure of an email in English is similar to that of a professional email written in Italian, but there are some conventions that it is important to follow, to ensure clarity and consistency. Here are some tips on how to write and structure an email in English.

Short Paragraphs

Divide the content of the email into short, well-structured paragraphs. Each paragraph should address a single topic and begin with a key sentence summarising the main point.

Use bullet points

If you have to touch on several topics or list a range of information, consider using a bullet point list. This formatting makes the content clearer and easier to read.

Use of formal language

When writing a business email in English, it is important to use a formal and professional tone. Avoid the use of emoticons and colloquial language. Keep your writing clear, concise and respectful.

Avoid grammatical errors

Before sending your email to customers, suppliers or colleagues, carefully check your grammar and spelling. Mistakes can compromise your credibility and professionalism. Use autocorrect, ask a native speaker to take a look at your email before sending it, or contact a translation service for businesses and marketing.

Ending English emails

Learning how to end an email in English is another crucial step, just as crucial as the opening lines. Here are some tips on how to end an email in English. Depending on the type of message and content, you can decide how to close the email in flawless English. As a rule, there are several expressions that are used as closing formulae before the final greetings.

You can end the email in English with an appropriate thank you message, using the simple expression “Thank you” or writing “I appreciate your assistance” to show your gratitude. Alternatively, use a simple but polite formula such as “Thank you in advance”.

You can then add expressions such as “For further information, please don't hesitate to contact me” or the similar phrase “Please let me know if you have any questions”.

For final greetings, use a formal formula, of those commonly used to end a business email in English. For instance, you can choose “Yours sincerely”, “Best regards” or “Yours faithfully”.

Remember to leave one line of space between the salutation and your signature, adding your full name. If necessary, also include your title or job title.

Writing an email in English may seem a complex challenge, but by following these guidelines and practising, you will be able to improve your ability to communicate clearly and professionally in the workplace.

Remember to take the time to structure your email correctly, check your grammar, leave spaces between paragraphs, and always provide the necessary information clearly and concisely. With time and habit, you will soon become an expert in writing business English emails.

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