Introduction
Hello everyone! Email communication is really important in business situations, isn’t it?
By sending accurate and polite emails in English, you can give a professional impression to the recipient and facilitate smoother business transactions.
Today, I introduce some key points for writing effective business emails in English. I also provide clear explanations with specific examples, so please use this as a reference.
How to Write Business Emails in English
First, let’s talk about how to start an email. I’ll share appropriate greetings and expressions to show respect to the recipient.
When emailing someone for the first time or a business partner, that initial greeting is very important.
Greetings and Introduction
Keep the Subject Line Concise
The subject line is a crucial part of your email that conveys the content concisely. Aim for a clear and specific subject line.
Example:
Subject: Request for Business Meeting on July 5th(件名: 7 月 5 日の商談依頼)
Subject: New Product Proposal for Your Review(件名: ご検討いただくための新製品提案)
Below, I introduce some commonly used subject-related English phrases in business emails!
These phrases can help clarify the subject of your emails in business communication!
1. Regarding [Subject/Topic]
2. Request for [Action/Information]
3. Confirmation of [Event/Meeting]
4. Follow-up on [Previous Correspondence/Meeting]
5. Update on [Project/Issue]
6. Proposal for [Project/Initiative]
7. Response to [Question/Request]
8. Invitation to [Event/Meeting]
9. Urgent: [Issue/Action Required]
10. Feedback on [Proposal/Document]
Polite Greetings
Start with a polite greeting to show respect to the recipient. Below are examples of formal and casual greetings. If the recipient’s name is unknown or unspecified, “To Whom It May Concern” is a good option. Additionally, here are some phrases to use at the beginning of your email after the standard greeting!
・Formal Greetings
Dear [Name],
Dear Sir/Madam,
To Whom It May Concern,
・Casual Greetings
Hi [Name],
Hello [Name],
・メールの始まり
I hope this email finds you well.
I hope you are doing well.
I am writing to you regarding…
Structure of the Email Body
Clearly State the Purpose + Be Concise and Specific
At the beginning of your email, clearly state the purpose. It’s crucial to ensure that the recipient understands what the email is about at a glance. Additionally, keep the content of the email concise and specific. Avoid long passages and focus on delivering key points clearly. Below are some phrases that can be used to convey the content of the email effectively!
Request or Inquiry
I would like to request…
Could you please provide…
We would appreciate it if you could…
・Providing Information
I am pleased to inform you that…
We would like to update you on…
Please find attached…
・Proposal
I would like to propose…
We suggest that…
It might be beneficial to…
・Confirmation or Follow-up
I am writing to follow up on…
Just a quick reminder about…
I would appreciate it if you could confirm…
Closing Remarks
Polite Closing Remarks
Let’s include polite closing remarks at the end of the email, expressing gratitude or indicating expected actions. Besides “Thank you,” let’s also remember and incorporate other phrases to increase variety.
・Expressing Gratitude
Thank you for your time and consideration.
We appreciate your prompt response.
Thank you for your understanding.
・Formal Closing Remarks
Sincerely,
Best regards,
Yours faithfully,
・Casual Closing Remarks
Best,
Kind regards,
Thanks,
Don’t Forget Your Contact Information
At the end of an email, include your name, position, and contact information. Here’s an example layout:
・Example
[Your Name]
[Your Position]
[Your Company]
[Your Email Address]
[Your Phone Number]
Specific Examples of Business English Email Texts
Below are specific example sentences of business email texts! Please feel free to use them as references!
①Invitation to an Event
Subject: Invitation to Networking Event on July 15th
Dear Mr. Johnson,
I hope this email finds you well.
We are delighted to invite you to our upcoming networking event scheduled for July 15th at 6:00 PM at The Grand Hotel. This event provides an excellent opportunity to connect with industry leaders and discuss potential collaborations.
Please find attached the event agenda for your reference. Kindly RSVP by July 8th to confirm your attendance.
We look forward to welcoming you to the event!
Best regards,
Emily Davis
Events Coordinator
Prestige Events Ltd.
emily.davis@prestigeevents.com
(555) 123-4567
⓶Progress Report on Project
Subject: Progress Report on Project Alpha
Hello Team,
I hope you’re all doing well.
I’m writing to provide an update on the progress of Project Alpha. As of this week, we have completed the initial phase of development and are proceeding according to the established timeline. The next milestone is scheduled for completion by the end of next month.
Attached to this email, you will find a detailed report outlining key achievements, challenges encountered, and next steps. Please review it at your earliest convenience and let me know if you have any questions or require additional information.
Thank you for your attention to this matter. Looking forward to your feedback.
Best regards,
Michael Lee
Project Manager
Beta Solutions
michael.lee@betasolutions.com
(123) 456-7890
Summary
Below is the summary of this article!
★Key Points for Success
- Keep the Subject Line Concise
The subject line is a crucial part of your email that should succinctly convey the email’s content. Aim for specific and easily understandable subject lines. - Polite Greetings
Start with a polite greeting to demonstrate respect to the recipient.
Example: “Dear Mr. Smith,” / “Hello Ms. Johnson,” - Clearly State the Purpose
Clearly communicate the purpose of the email at the beginning. The recipient must understand what the email is about at a glance. - Be Concise and Specific
Write the email content in a concise and specific manner. Avoid long passages and focus on delivering key points clearly. - Polite Closing Remarks
Include polite closing remarks expressing gratitude or indicating expected actions at the end of the email.
Example: “Thank you for your time and consideration.” / “I look forward to your response.” - Don’t Forget Your Contact Information
Include your name, position, and contact information in your email.
By reading this article, writing business emails in English should become much easier, allowing you to send them confidently. From how to start an email to structuring the content and concluding effectively, use the specific points and example sentences as references in real business situations. Best of luck with your business email writing!
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