How to Write Professional Emails in English
Hosted by Anna BaranEmails that are too informal, too direct, or too long create the wrong impression. This episode teaches you the tone, structure, and phrases that make your English emails clear and professional.
About this episode
Email is still the primary written communication tool in most professional environments — and non-native speakers often misjudge the tone. Emails that are too blunt can come across as rude; emails that are too polite can sound uncertain or wishy-washy. Getting the balance right in English takes practice and good models.
This episode walks through the components of an effective professional email: subject lines that get opened, appropriate greetings for different relationships and contexts, how to make a request without sounding demanding, how to follow up without being passive-aggressive, and how to write a clear closing. Anna provides a phrase bank for the most common email situations — first contact, follow-up, declining a request, and sending documents.
The episode also covers the pitfalls that trip up non-native speakers most often: over-translating from their own language, using "Dear Sir/Madam" in situations that call for a first name, and writing emails that are two paragraphs longer than they need to be.
What you'll learn
- Subject lines that get opened — what to include and what to avoid
- Choosing the right greeting for the relationship and context
- Making requests, declining, and following up professionally
- Common tone mistakes non-native speakers make — and how to fix them
- A phrase bank for the most frequent professional email situations
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Book a free consultationFrequently Asked Questions
What is the right greeting for a professional email in English?
Use 'Dear [first name]' for people you know or have corresponded with before. Use 'Dear [Full Name]' or 'Dear [Title Last Name]' for first contact with someone senior or external. Avoid 'Dear Sir/Madam' — it signals you don't know who you're writing to.
How formal should a business email in English be?
Match your tone to the relationship and context. Friendly but professional works for colleagues; more formal for external contacts, senior management, or first contact. When in doubt, slightly more formal is safer — you can always warm up later.
How do I follow up politely in English without sounding passive-aggressive?
Try: 'I wanted to follow up on my previous email in case it got buried' or 'Just checking in on this — please let me know if you need anything from my side.' Avoid 'As per my last email…' — it reads as hostile in English professional culture.
How should I end a professional email in English?
'Kind regards' works for most professional contexts. 'Best regards' is slightly warmer. 'Yours sincerely' is very formal — use only for official correspondence. Avoid 'Cheers' in formal settings, and don't sign off with just your name — it can read as abrupt.