Improve your business English writing with this look at email language and structure, including useful phrases. www.mybusinessenglish.com

1. How to Write a Formal
Business English Email
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2. We write formal emails to people we
don’t know well.
• In-company - distant colleagues/coworkers
• In-company/other company - new working relationship

3. We write formal emails on significant
workplace matters.
✗✔

4. Model
Subject: meeting with Mr. Jenkins concise but
specific
subject line

5. Subject: marketing meeting
Dear Brian, polite greeting
use of comma
(sometimes
colon: in USA)

6. Subject: marketing meeting
Hi Brian
Further to our conversation of 15 June,
reference to
previous
contact
thank
Thank you for the very
informative speech you made...
introduce
My company is currently creating a new series of
leather products and so (I am writing...)
background
As you would know, the value of the Dow Jones index
has increased by 155 points in the last three
months, and so (I am writing...)

7. Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing
to arrange a meeting for you with the principle
partner, Mr. Jenkins.
purpose statement
I am writing to +V
I would like to +V
no
contractions
I am not I’m
‘correct’
punctuation
(less use of
dashes)

8. Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing
to arrange a meeting for you with the principle
partner, Mr. Jenkins.
Would either next Tuesday or Wednesday (June 24
or 25) be convenient for you?
polite question
form with
would
formal vocabulary
convenient
What about meeting
up next Wed.?
Fewer phrasal verbs
e.g. to meet up
give options
detailed

9. Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing
to arrange a meeting for you with the principle
partner, Mr. Jenkins.
Would either next Tuesday or Wednesday (June 24
or 25) be convenient for you?
Please note that I have attached the draft contract
for you to read (for your perusal).
referring to
attachments
plain English

10. Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing
to arrange a meeting for you with the principle
partner, Mr. Jenkins.
Would either next Tuesday or Wednesday (June 24
or 25) be convenient for you?
Please note that I have attached the draft contract
for you to read and will send you the related report
as soon as it is complete.
standard ellipsis
subject ‘I’ already statedpromised action
(I) will +V

11. Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing
to arrange a meeting for you with the principle
partner, Mr. Jenkins.
Would either next Tuesday or Wednesday (June 24
or 25) be convenient for you?
Please note that I have attached the draft contract
for you to read and will send you the related report
as soon as it is complete.
I look forward to hearing from you. positive close

12. Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing to arrange a meeting for
you with the principle partner, Mr. Jenkins.
Would either next Tuesday or Wednesday (June 24/25) be convenient for you?
Please note that I have attached the draft contract for you to read and will
send you the related report as soon as it is complete.
I look forward to hearing from you.
Kind regards,
James Roberts
Assistant to the Legal Executive
JYTaylor and Partners
j.roberts@JYTaylor.org
PH: 056245362
polite sign off
full signature block
with contact details

13. Structure

14. Structure

15. Structure

16. Structure

17. Structure

18. Structure

19. 10 Features of Formal Business Emails
• Formal/polite greetings and sign-offs.
• Commas (USA sometimes colon:) for greetings and sign-offs, and
traditional / “correct” punctuation throughout.
• Refer to previous contact/introduce ourselves or company.
• Language ‘formal’ and ‘polite’ and but still in plain English.
• Precise and detailed e.g. nextWednesday (June 25).
• No contractions e.g. ...if you’re coming... use if you are coming.
• Standard ellipsis rules (subject should be stated before it can be left
out).
• Email acronyms rare e.g. By the way, not BTW.
• Polite letter-style closes are used e.g. I look forward to hearing from
you.
• Full signature block with contact details.

20. Common Functions and Phrases
• Refer to previous contact
• Further to our conversation of 25 June,...
• Thank you for noun/V+ing.
• It was a pleasure to meet you at the conference...
• State purpose
• I am writing to +V / I would like to +V...
• Refer to attachments
• I have attached.../ Attached you will find...
• Promise action
• I will +V...

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