As a 22-year-old who will be graduating from university in a few months, Antoine isn’t used to communicating via email. “I have emailed my professors a few times,” he said. “But I never email my friends—we send each other text messages. I also text my supervisor at the lab where I work. I’ve always thought of emails as something for older people.”
Now that Antoine is preparing to leave the university and find a job in his field, he realizes he’s about to become one of those “older people.” This means he needs to learn how to write polite, professional business emails.
Professional emails come with expectations and unwritten rules that aren’t always obvious, especially if you’re a non-native English speaker like Antoine. So let’s look at six simple strategies to help you upgrade your business emails.
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1. Always include a greeting and a sign-off
Starting and ending your email politely shows respect and professionalism. Even short emails should include a greeting (also known as a salutation) at the beginning and a closing at the end.
Common greetings
- Dear Sir,
- Dear Ma’am,
- Dear All,
- Good morning everyone,
- Hi (Name),
Common sign-offs (or closing salutations)
- Sincerely,
- Best wishes,
- Regards,
- Thank you,
- Take care,
Don’t forget to include your name under the sign-off.
2. Key words to use: “please,” “thank you,” and “appreciate”
Polite language helps smooth communication, reduce tension, and increase your chances of getting a positive response.
The three most powerful words in business emails are:
- Please
- Thank you
- Appreciate
Let’s look at some examples.
- Could you please sign this document? I would appreciate it very much if you could have it ready by the end of the day. Thank you in advance!
- I appreciate your quick response to my email. Please find the attached report. Thank you for all your help.
3. Turn commands into polite questions
In a lot of business emails, you will be requesting someone to do something. However, direct commands can sound rude, even if your writing is grammatically correct. Turning requests into questions softens your tone and sounds more respectful.
Instead of this: I am having a technical problem with the new software. Fix this issue.
Try this: I am having a technical problem with the new software. Could you please assist me?
Instead of this: I need the ABC Company tax files for 2024. Send them now.
Try this: I need the ABC Company tax files for 2024. Could you please send them to me as soon as possible?
For a closer look at how to make polite requests, click here. We have a whole TextRanch blog article about that!
4. Keep your paragraphs short and easy to read
If you’re a student like Antoine, you’re probably used to writing papers with many lengthy, winding sentences within one paragraph. And that’s fine for academic writing.
But email paragraphs should be shorter than essay paragraphs. Long blocks of text can overwhelm your reader and make important information harder for them to find. Aim for a maximum of 3-4 sentences per paragraph.
It is also important to use words that your reader will understand. Is English their second (or third) language? Are you emailing someone who works in a different field and doesn’t understand all the jargon and special terms you use with your colleagues? Click here to read more about when and how to use Plain English and Global English.
5. Choose a clear and relevant subject line
The subject line often determines whether your email is opened or ignored.
A strong subject line should be short, specific, and informative, especially if you’re emailing someone for the first time.
Effective subject line examples:
- A quick question about _______
- Update on _______
- Receipt for your order
- Schedule for _____ meeting
- Application follow-up
If you need to use a word like “urgent” or “free”, be sure the rest of the subject line includes some specific details that your reader will recognize. This will also help keep the algorithms from dumping your email into the dreaded spam folder.
6. Use proper attachment etiquette
Because of the risk of phishing attacks, it’s important to mention in the email body that you have included an attachment. Tell the reader what the attachment is and what they should do with it.
For example:
- Please find the attached CV for your review.
- I have attached the tax files to this email so that you can go over them this weekend.
And don’t forget to actually attach the file before you send it!
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Still feel stressed about writing emails in English? Our team of experienced TextRanch editors can check your important emails for grammar, tone, and clarity so you can send them with confidence.
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