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Business English: How to Write an Email in English

Business email is a very important tool in today’s business world. Emails allow businesses to communicate quickly and easily with customers, clients, and colleagues. They can also be used to send attachments, like contracts or presentations. Email is also a great way to stay organized and keep track of important conversations. To be successful in business today, it’s important to know how to write clear and professional emails.

The Rules for Writing an Email in Business English

To write an email in Business English correctly, Read the following guidelines which would help to avoid making serious mistakes.


The subject of an email should be concise and to the point. It should give the reader an idea of what the email is about without giving away too much information. The subject line should also be informative, but not too long.


When writing a business email, it’s important to use a formal style. This means using complete sentences and avoiding abbreviations and slang. You should also avoid being too wordy or flowery in your language. 

Courtesy formulas

It’s important to use courtesy formulas when writing emails in business English. These formulas help to set a professional tone and make sure that the reader knows that you are taking them seriously. Some common courtesy formulas include “Thank you for your time,” “I appreciate your help,” and “Please let me know if there is anything I can do to help.”

Check the email

It’s important to remember to proofread your emails before sending them off. This includes checking for grammar and spelling mistakes, as well as making sure that the content of your email is clear and concise. Keep in mind that emails are a formal way of communication, so it’s important to use professional language throughout.


It is important to include a signature at the end of your email. It should include your name, title, and contact information. You may also want to include a company logo or tagline. This will help the recipient remember who you are and how to get in touch with you.

The Format of a Formal Email in Business English

  • Introduction
  • Body of the text
  • Conclusion


In business English, the format of a formal email is very important. The introduction should include the name of the sender, the date, and the recipient’s name and address. Subject line should be in brief and to the point. Any formal email should always start with a greeting. 

Say, an example,

  • Dear Mr/Mrs/Ms (surname of the recipient, e.g. Mr Black)
  • Dear Sir/Madam (if do not know the name of the receiver)

After the initial greeting, Introduce yourself briefly, then follow on with:

  • I am writing in reference to…
  • I am writing with regard to… 
  • I am writing in connection with…

To write formal email, you can start with one of the following sentences:

  • I am writing to let you know…
  • I am delighted to tell you… 
  • I regret to inform you that…

Body of the text

The body of your formal email should be concise and clear. You should avoid using contractions, slang, or other informal language. Stick to the point and use proper grammar. If you have a lot of information to include, consider breaking it up into bullet points or short paragraphs.

Based on what type of message you are sending, there are a number of ways to write a final invitation before concluding the email, such as: 

  • Thanks in advance
  • Looking forward to hearing you soon


The conclusion of a formal email should be concise and to the point. Thank the recipient for their time, and let them know that you look forward to hearing from them soon. If you have any additional information to include, put it in the final paragraph. Otherwise, end the email with a courteous sign-off, such as “Sincerely” or “Best regards”.

The most popular way to conclude an email are:

  • Best Regards
  • Yours faithfully (if you start the email with ‘Dear Sir/Madam’ since you do not know the recipient’s name)
  • Yours sincerely (if you start the email with ‘Dear Mr/Ms/Mrs + surname)
  • With Thanks

Examples of Formal Emails in Business English

Example : Delay with the delivery of an order

Subject: Delivery delay

Dear Mr Henry,  

We regret to inform you that we will not be able to meet the previously agreed deadline for the delivery of your order. Our supplier has warned us in writing today that they are facing supply problems which will result in a delay in our production cycle. We are pleased with your understanding and thank you for your patience. 

Please accept our apologies. 

Best regards,



In order to write an email, it is necessary to have a good understanding of the English language. Learning English online can be a great experience with the right tools. There are many online courses that offer English lessons. Among them, AmazingTalker provides everything you need to improve your English skills quickly. This can be done by taking English courses with tutors online. These courses will help you to improve your grammar, vocabulary, and writing skills. The courses will also teach you how to format your email correctly too.