Business English Help | How to write a business email - rules, tips and examples

A little bit of history

I’ve spent half of my life working in the international trade area, so you can figure out how many emails I've written. Thirty years ago the emails started to be a fundamental tool in the business field, replacing the fax machine.
 

Fax machines were widely used for business communication, document transmission, and sharing important information. However, with the advent of digital communication technologies, especially email and the internet, fax machines have become largely obsolete. 

The modern usage of email began to take shape in the 1970s. Throughout the 1970s and 1980s. By the 1990s, email started becoming widely adopted as more people gained access to the internet.

Writing a business email requires a strategic approach to ensure clarity, professionalism, and a positive impact.

When writing a business email you must have in consideration the following rules

 

Since the subject line is the first thing your recipient sees, it’s highly important to be clear and precise, indicating the content or reason for writing in two or three words that calls the attention of the recipient.

Example:
Instead of: "Meeting" write in the subject "Request for Your Input: Upcoming Team Meeting Agenda"

Start the email with a professional greeting

Start your email with a professional greeting that suits the context.

Examples:

Dear [Recipient's Name],

Dear Mr./Mrs. (surname)

Dear Sir/Madam (if you don’t know the name)

(You should not start with “Hello,” unless you are exchanging emails with work mates.)

When writing an email make sure you have an introduction, development and conclusion. Throughout all the email maintain a polite and respectful tone and before closing call to action.

Introduction

Begin with a brief introduction that provides context and sets the tone for the email. Mention your purpose clearly and concisely.

Examples:

"I hope this email finds you well. I am writing to discuss..."

“It was a pleasure talking with you last night at [event name].”

“I just had to reach out and say a huge thank you for being such an amazing customer!”

“I hope you’re doing well! I am working on [Project Name] and got your contact from [Mutual contact].”

“Just a quick email to confirm our [specific event/arrangement/meeting] as discussed.”

Development

Organize your thoughts logically and present information in a clear, structured manner. Use paragraphs, bullet points, and numbered lists for readability. Be specific and to the point. The text should be divided into short paragraphs that avoid abbreviations and acronyms.

Example:

"I wanted to update you on the progress of the project. We have achieved X milestone and are currently working on..."

“Attached please find a brief proposal and would love to discuss this further with you to explore how we can collaborate and make something extraordinary happen.”

“Enclosed please find the order confirmation re the order placed on (date).”

Maintain a Polite and Respectful Tone

Maintain a polite and respectful tone throughout your email. Don’t use capital letters or exclamation marks excessively.

Example:

"I appreciate your prompt attention to this matter. If you have any questions or concerns, please feel free to reach out."

Call to Action

Clearly state what action, if any, you expect from the recipient. Whether it's a response, feedback, or a specific task, make it explicit.

Example:

"I kindly request your feedback on the attached document by [deadline]."

“I look forward to hearing from you soon.”

“Thank you in advance.”

“For further information, please do not hesitate to contact me.”

“Please let me know if you have any questions.”

“Thanks for your attention.”

“Feel free to contact me if you have any questions or need further details.”

Closing

Conclude your email with a professional closing. 

Examples:

“Best regards.”

“Kind regards.”

“Yours faithfully.” (if you began the email with ‘Dear Sir/Madam’ because you don’t know the name of the recipient)

“Yours sincerely .“(if you began the email with ‘Dear Mr/Mrs/Ms + surname)

“Regards.”

Don’t forget to Sign

Include a signature block with your full name, job title, and contact information. This adds a touch of formality and makes it easy for the recipient to reach out if needed.

Double check the email before hitting send

It’s very important that you proof read the email before sending it. Grammar errors and typing mistakes are quite common and look unprofessional. Never send an email before double check it.

Example of a business email

By following these rules, tips and examples, you can enhance your email communication, fostering stronger professional relationships and ensuring your messages are effective and well-received. Remember, a well-crafted email not only conveys information but also reflects positively on your personal brand and credibility.
 

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