Business Email Writing in English

Business Email Writing in English; 6 simple examples

In todays’s business world, most of us use emails as the main, and in some cases the only, means of written communication. Likewise, for business students studying Business English and practising their business email writing skills is an important part of their course.
Although, many of us are happy to write informal emails to our friends and family that might have grammatical mistakes in them, the same is not true when writing to colleagues and clients with whom we want to make a good impression.Or where we need to be a bit more careful or more diplomatic than usual.
Thats why, to ensure how can your email writing skills are up to standard? Here are some general tips I’d like to share with you:

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Here some simple examples are given below.
1. Subject Line is must
There is always a subject line that can summarises briefly and clearly the contents of the your message (example: Re: Meeting Details and agenda with Manufacturing company ).
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2.Try to Simplifiy Sentences
Make sure that your email should not look overcrowded by trying to use too many technical terms or long words.Therefore, it is good to use complex and compound-complex sentences, but ensure that they are easy to understand.
The major common mistake that many of our students make is to translate directly from their own language. This can often leads toward a confusing sentences. A popular rule that you could adapt is to use the “Test” which is Keep It Short and Simple.
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3. Think of who your reader is going to be
Is it a employes, a client ,your boss or someone else.The question which should arise is that,Should the email be informal or formal? Most business emails these days have a neutral tone. Note the difference between Informal and Formal:
Informal – Thanks for emailing me regarding your concern.
Formal – Thank you for your email regarding your official concern.
Informal – Sorry, I can’t make it.
Formal – I am afraid I will not be able to attend
Informal – Can you…?
Formal – I was wondering if you could….?
Where as,some emails to colleagues can be informal if you have a long working relationship and know them well. This is the style that is closest to speech, so there are often everyday words and conversational expressions that can be used. For instance, ‘Don’t forget’, ‘Catch you later’, ‘Cheers’.
4.Try to be very careful of capital letters, punctuation, spelling and basic grammar
Moreover, these can be tolerated in informal emails, they are very important in business emails as they are an important part of the image you create. Give yourself time to edit what you have written before you push that Send button.
In today’s busy world, it’s very easy to send out many emails without checking them thoroughly: as an English learner, you should make a conscious effort to double check before sending.
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5.Must think about how direct or indirect you want to be
Now a days’s , it is common practice to be very direct in email correspondence. However, this can cause a problem if you’re writing to someone in another country and in a language that is not your mother tongue. They might find your directness rude and possibly offensive.
Kindly consider these:
Direct – I need this with in 2 hours.
Indirect and polite – Would it be possible to have this in 2 hours?
Direct – There will be a delay
Indirect – I’m afraid there may be a slight delay.
So,by adjusting your tone, you are more likely to get a positive response from your reader.
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6. Get feedback
Feedback plays an important role.Try and get some feedback on the emails that you write. This could be from your English Teacher or someone you know whose English is at a good level.
Study the English in any emails you receive is very important step. If it is a well-written email, look carefully at some of the language used. And than start your own phrase book by collecting a bank of phrases from what you hear or read all around you; they may be useful in the future.