Mastering Business English Emails: Rules, Examples & Mistakes to Avoid

Why Business English Emails Matter

Imagine sending an important email to a client and never hearing back. The issue often isn’t your idea—it’s the way the email is written. Over 50% of emails are deleted within 5 seconds if the subject line isn’t clear, and professionals spend nearly 28% of their workweek on email.

For adult learners in Taiwan’s global job market, mastering Business English emails is more than grammar—it’s a career skill. When I studied Business English as part of my university business major, I realized that email writing was a key focus. But in the workplace, it goes even further: your email represents your professionalism, builds trust, and can even open career opportunities.

Essential Rules for Writing Business Emails

• Be concise: Short, direct sentences save time.
• Check grammar carefully: Subject-verb agreement is essential.
• Polish punctuation: Avoid excessive exclamation marks.
• Use formal vocabulary: Choose “assist” instead of “help.”
• Follow a clear structure: Greeting → Purpose → Body → Call to action → Closing → Signature.

How to Start and End Professionally

A professional opening and closing frames your entire message.

When starting your email:

• Use the right greeting: “Dear [Name],” for formal cases, or “Hello [Name],” for a slightly softer tone.
• Personalize it: Address the recipient by name to show respect.
• Be clear from the start: Replace vague lines like “I am writing to inform you…” with “I’m contacting you to confirm the project schedule.”

When ending your email:

• Choose a professional closing: “Best regards,” “Sincerely,” or “Kind regards.” Avoid casual closings like “Cheers.”
• Add a polite call to action: “Please reply by Friday” or “I look forward to your input.”
• Sign off with details: Your full name, job title, company, and contact info.

A polished beginning and ending helps your message feel confident and complete.

Subject Lines That Get Attention

Your subject line is the first thing the reader sees—and often the deciding factor for whether your email gets opened.

• Keep it short (5–8 words): e.g., “Meeting Request: Project Update.”
• Use action verbs: “Review,” “Confirm,” “Action Required.”
• Be specific, not vague: Replace “Hi” or “Update” with “Deadline: Taipei Client Proposal.”
• Highlight importance: Add context like project names or deadlines to make it clear why the email matters.

Bad subject lines get ignored. Good ones get your email read.

Common Mistakes to Avoid (and Fix)

• Too informal: “Hey” or “What’s up?” → Instead: “I hope this finds you well.”
• Grammar slips: “Your welcome” → Correct: “You’re welcome.”
• Unclear purpose: Rambling messages waste time. → Fix: state your goal in the first line.
• Cultural missteps: Direct language can feel rude. → Soften with: “Could you please…” or “I would appreciate it if…”

Examples: Formal, Informal & Follow-Up

Formal Example
Subject: Request for Proposal Review
Dear Mr. Lin,
I hope this finds you well. I would appreciate your feedback on the attached proposal. Please share comments by October 15.
Best regards,
[Your Name]

Informal but Polite Example
Subject: Quick Project Update
Hello Sarah,
Just checking in—are we still on track for November?
Kind regards,
[Your Name]

Follow-Up Example
Subject: Follow-Up: Project Proposal Review
Dear Ms. Chen,
I wanted to follow up on the proposal I sent last week. Could you kindly share your feedback by Friday so we can move forward on schedule?
Thank you in advance for your time.
Sincerely,
[Your Name]

Quick Tips Before You Hit Send

• Use bullet points to organize information.
• Proofread carefully—read aloud if possible.
• Adjust tone based on your audience.
• Send polite reminders 2–5 business days later if you don’t hear back.

📣 Practice with TUTEEMI Plus

Business English may be part of a university course, but in real life it’s much more than a textbook subject. With TUTEEMI Plus, you’ll practice real-world scenarios like proposals, manager replies, and client follow-ups—so every email feels professional and effective.

👉 Ready to upgrade your skills? Book a trial class now at tuteemi.com/apply

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