Business English: Writing a Business Email

Summary

This video offers a comprehensive guide on writing professional business emails in English, covering essential components such as how to open, state your purpose, request information, make proposals, and close the email effectively. Key points include using formal greetings like 'I hope this email finds you well,' clearly stating the purpose of the email, and making polite requests. The video also provides tips on apologizing for mistakes, sharing attachments, and using appropriate closing lines based on the level of familiarity with the recipient, ensuring a professional and courteous tone throughout.

Takeaways

• 😀 Don't start business emails with overly casual phrases like 'Hey, what's up?' or 'Yo'. These are too informal for professional settings.
• 😀 Opening your email sets the tone for the entire message. Phrases like 'I hope this email finds you well' are appropriate and formal.
• 😀 When introducing the purpose of your email, be clear and direct. Avoid beating around the bush with unnecessary pleasantries.
• 😀 Phrases like 'I'm reaching out to' or 'I'm writing to inquire about' are great for stating the purpose of your email in a professional manner.
• 😀 Use soft, polite language to request information or action, such as 'Could you please provide me with' or 'Would it be possible to'.
• 😀 If you're offering assistance or a proposal, phrases like 'We'd like to collaborate on' or 'I'd be happy to discuss this further' are polite and engaging.
• 😀 In case of a delay or mistake, use formal apologies like 'I apologize for the delay in my response' and always offer a solution.
• 😀 When attaching files to an email, always mention it clearly, for example, 'Please find attached the report for your reference'.
• 😀 A strong email closing is important. Phrases like 'Looking forward to your reply' or 'Please feel free to reach out if you need anything else' are polite and professional.
• 😀 When closing, use 'Yours sincerely' if you know the recipient’s name, and 'Yours faithfully' if you don’t. 'Best regards' or 'Kind regards' are also acceptable for a friendlier tone.

Q & A

Why is the way you open an email important in a business context?

The way you open an email sets the tone for the entire message. A professional opening helps ensure that the recipient takes your email seriously and is more likely to engage with its content.

What are some examples of unprofessional email openings?

Some unprofessional openings include phrases like 'Hey, what's up?', 'Long time no see', 'Yo', and 'I don't know if this is a good time'. These are too casual, uncertain, or informal for business emails.

What are some good phrases to open a business email?

Good phrases include 'I hope you're doing well', 'I hope this email finds you well', 'I trust you had a good weekend', and 'I hope you're having a productive week'. These are polite, professional, and neutral.

Why should you avoid beating around the bush when stating the purpose of your email?

In business emails, it’s important to be direct and clear about your purpose because people don’t have much time to read emails. Beating around the bush wastes their time and can weaken your message.

What are some professional ways to state the purpose of your email?

You can use phrases like 'I'm reaching out to', 'I'm writing to inquire about', 'I wanted to get in touch regarding', and 'I'd like to discuss'. These phrases are clear, polite, and direct.

What should you do if you need someone to take action after reading your email?

You should make polite requests using phrases like 'Could you please provide me with...', 'Would it be possible to...', and 'I would appreciate it if you could...'. These phrases soften your request and make it more professional.

How can you make your email requests sound more polite?

To make requests sound more polite, you can use conditional forms like 'Would it be possible to...' or express gratitude with 'I would appreciate it if you could...'. Using 'please' and 'kindly' also helps soften the tone.

What is an appropriate way to apologize in a business email?

If you've made a mistake or caused a delay, you can apologize sincerely by saying 'I apologize for the delay in my response' or 'Sorry for any inconvenience this may have caused.' Always aim to provide a solution or an explanation for the delay.

How should you mention attachments or links in a business email?

You can mention attachments by saying 'I've attached [file] for your reference' or 'Please find attached [file]'. For links, you can say 'Here's the link to [document]'. These phrases are clear and polite.

What are some good closing phrases for a business email?

Good closing phrases include 'Looking forward to your reply', 'Please feel free to reach out if you need anything else', and 'Let me know if you have any questions or concerns'. These phrases indicate openness and professionalism.