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Business English

Business Emails in English: Essential Phrases

Do you ever stare at a blank email, searching for the right English phrases? Should it be "Dear Sir or Madam" or "To whom it may concern"? And how do you close professionally without sounding too stiff? This lesson takes the guesswork out of writing business emails in English. You will learn the essential phrases for every situation -- from polite enquiries and follow-ups to confident closings and replies. With real-world examples from everyday business life, interactive exercises, and a memory game, you will practise until these phrases become second nature. By the end, you will handle any professional email with confidence and ease.

James Simmonds30 January 202620 min
Business Emails in English: Essential Phrases

Topics

business-englishemailwritingphrasescommunication

Learning Content

Writing Professional Business Emails

In today's global workplace, the ability to write clear, professional emails in English is an essential skill. Whether you're reaching out to international colleagues, responding to client enquiries, or sending proposals, the right phrases and tone make all the difference between a successful message and a misunderstood one.

Many German speakers translate German email phrases directly into English, which often results in expressions that sound unnatural or even impolite. In this lesson, you'll learn authentic English expressions that native speakers actually use in their daily business communication.

By the end of this lesson, you will be able to:

  • Craft professional openings that set the right tone from the start
  • Make polite requests without sounding too direct or demanding
  • Reference attachments and documents correctly and naturally
  • Choose sign-offs that match the formality of the situation
  • Write follow-up emails that get results without being pushy

Includes interactive exercises and final test. Duration: approx. 20 minutes.

Email Vocabulary

0/6 learned

I am writing to...

Click to reveal

Please find attached...

Click to reveal

Could you please...

Click to reveal

I look forward to...

Click to reveal

Kind regards

Click to reveal

As discussed...

Click to reveal

FAQ

How do I start a formal business email in English?

Formal English business emails start with 'Dear Mr/Ms [Surname]' when you know the name. For unknown recipients, use 'Dear Sir or Madam'. For international contacts, 'Dear [First Last]' is a safe choice. Avoid 'Hey' or 'Hi' in professional contexts - these come across as too informal and can appear unprofessional.

What closing should I use at the end of an English email?

The choice of closing depends on formality: 'Yours sincerely' for very formal emails when the name is known, 'Yours faithfully' when unknown, 'Kind regards' or 'Best regards' for standard business correspondence, and 'Best wishes' for semi-formal contacts. Important: Never use 'Yours' alone - in English this sounds romantic.

How do I make polite requests in an English email?

For polite requests, use phrases like 'Could you please...', 'Would you mind...', 'I would appreciate it if you could...', or 'Would it be possible to...'. These subjunctive forms are more polite than direct commands. Avoid 'I want...' or 'You must...' - these sound demanding. For urgent requests, use 'I would be grateful if you could respond at your earliest convenience.'

What are common mistakes in English business emails?

Common mistakes by German speakers: 1) 'become' instead of 'get/receive' (false friend - 'become' = 'werden'), 2) 'actual' instead of 'current' (false friend), 3) Direct translations like 'I am of the opinion' instead of 'I think', 4) Overly long sentences - English emails are shorter and more direct, 5) Missing subject pronouns ('Am writing' instead of 'I am writing').

How do I write a follow-up email in English?

A polite follow-up email starts with a reference to the previous message: 'I am following up on my email dated...' or 'Further to my previous email...'. Stay friendly but firm: 'I wanted to check if you had a chance to review...' or 'I would appreciate an update on...'. Avoid accusatory language. Close with a concrete call to action: 'Could you please respond by [date]?'

What do CC and BCC mean in emails?

CC (Carbon Copy) sends a copy to additional recipients - everyone can see who received the email. Use CC for people who should be informed. BCC (Blind Carbon Copy) sends an invisible copy - other recipients don't see the BCC recipient. Use BCC for mass emails or when discreetly informing a supervisor. Tip: 'FYI' (For Your Information) in the subject signals no response is expected.

Pro Tip

Always read your email out loud before sending. This helps you spot unnatural phrasing and typos more easily.

Avoid Common Mistakes

Avoid: 1) Too informal language (Hi, Hey), 2) Abbreviations (ASAP, FYI), 3) Emoticons in formal emails, 4) Long, complex sentences

Congratulations!

You have completed this lesson! Practice what you've learned by writing a professional email in English today.

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Salutations & Sign-offs

6 words

Dear Mr/Ms [Name]

noun

Formal salutation with surname

Dear Ms Johnson,

Dear Sir or Madam

noun

When the name is unknown

Dear Sir or Madam, I am writing to inquire about...

Kind regards

noun

Friendly regards (semi-formal)

Kind regards, Sarah

Best regards

noun

Best wishes (professional)

Best regards, The Marketing Team

Yours sincerely

noun

Formal closing (when name is known)

Yours sincerely, John Smith

Yours faithfully

noun

Formal closing (when name is unknown)

Yours faithfully, The HR Department

Useful Phrases

4 words

I am writing to...

verb

Opening: reason for email

I am writing to apply for the position of...

With reference to...

prep

Referring to something

With reference to your email dated...

As discussed...

conj

As we talked about

As discussed in our meeting yesterday...

Please find attached...

verb

Attached you will find...

Please find attached the quarterly report.

G

Polite Requests

Rule

In English, we use modal verbs like 'could', 'would' and 'may' to make requests more polite. Often, the more words used, the more polite it sounds.

Examples

"Send me the report."

Too direct - sounds like a command

"Could you send me the report?"

Polite and professional

"Would you mind sending me the report?"

Very polite

"I would be grateful if you could send me the report."

Very formal and polite

Memory: Email Phrases

Find matching pairs

Pairs found: 0/6Moves: 0
Time: 0:00

English Phrases

German Meanings

Click on the cards to find matching pairs.

Fill in the Blanks: Complete the Email

1/50

Dear Ms Thompson, I am ______ to inquire about the job vacancy.

Verb für 'schreiben' im Gerundium

Matching: Situation → Phrase

0 / 5 pairs

Click on a word on the left and then on the matching translation on the right.

Multiple Choice: Choose the Correct Phrase

1/30

How do you start a formal email to someone whose name you don't know?

True or False?

1/40

'Yours sincerely' is used when you know the recipient's name.

Final Quiz: Business Emails

Question 1 / 5

You are writing to Mrs. Schmidt. Which salutation is correct?