#1. Deal with one topic per email

Otherwise, you risk overwhelming your reader or mixing up tasks. Keeping each email focused also makes communication clearer – especially across cultures.

Clear, topic-based emails help prevent misunderstandings and make it easier to receive the answers you’re expecting.

#2. Use the 4 C’s for effective emails

Many English-speaking professionals follow this framework:

A good business email should be:

• Clear
• Complete
• Concise
• Correct

#3. Translating isn’t enough

When I first worked in Ireland, I wrote business emails the same way I would have written them in German. Unsurprisingly, it didn’t work very well.

So, I learned how to write business emails the English way, step by step. You’ll find sample phrases in the second half of this blog.

Tip: Choose sentences that fit your email’s purpose. Once you’ve written the opening line, the rest usually flows more easily.

#4. Always re-read your email before sending

Before hitting send, read your email one more time. Imagine you’re the recipient and reflect on the tone.

This is especially important in international communication, where the person you're writing to may have a different cultural background.

Which brings us to the next best practice:

#5. Don’t forget your intercultural communication skills

You’ll often need to use your intercultural skills when writing emails across borders.

Real-life example:
An email to a Chinese customer needs to be more polite and less direct than one to an American client.

Why? In many Asian cultures, saving face is a crucial concept. That means you should phrase your message in a way that protects the recipient’s dignity.

Years ago, a client of mine sent this message to their Chinese supplier:

“You didn’t send the correct measurements for the tool.”

While this may be acceptable in Germany, it caused the Chinese partner to lose face and respond with an angry email. The business relationship was damaged.

To a Western European reader, this may seem overly cautious. But in high-context cultures like China, indirectness and tone matter greatly – and your real message will be understood between the lines.

Of course, culture is not the only cause of confusion in business emails. Let's look at another common challenge.

6. KISS: Beat confusing emails with this simple rule

Writing emails might seem easy. Most professionals find them less stressful than phone calls or face-to-face meetings.

But beware of confusion! Emails lack the immediate feedback you’d get in a live conversation.

Before writing, ask yourself:

“Could I solve this faster with a quick phone call?”

In my work with international professionals, I often see long, confusing emails – when a short phone call would have saved time.

If email is the best option, remember the golden rule:

KISS – Keep It Short and Simple

How to Write a Professional Email in English (With Examples)

Opening Greeting

Start politely and match your tone to the level of formality required.

Ask yourself:

• Are you writing to a senior manager?
• Someone you’ve emailed a few times before.
• Or someone you know well?

Here are four examples:

• Dear Ms Keogh – formal, senior person
• Dear Aoife, – neutral, some previous contact
• Hi Siobhan, – informal, someone you know well
• Dear Sir or Madam, – if you don’t know the recipient

Starting Your Email

If it’s your first contact, use one of these lines:

• I’m writing to inform you about...
• I’m writing to follow up on the upcoming meeting.
• I’m writing to enquire about...

Referring to Previous Contact

If you've been in touch before:

• Thank you for your quick reply.
• Thanks for contacting me about...
• Sorry for the delayed response.

Writing the Body of the Email

There are many types of business emails. Here are phrases for three common ones:

Enquiries:

• I would like to enquire about...
• Could you tell me the price for...?
• I’d like to know when our latest order is due to arrive.

Complaints:

• Unfortunately, the delivery was damaged.
• I’m afraid I wasn’t satisfied with how your colleague handled my enquiry.
• I’d like to raise a concern regarding the lack of information from your help desk.

Giving Bad News:

• We regret to inform you that your delivery will be delayed.
• We’re sorry to inform you that the item you ordered is currently out of stock.

Closing Your Email Politely

Wrap up by summarising your main point and inviting the recipient to take action (confirm something, provide information, etc.).

Examples:

• Looking forward to hearing from you soon.
• Please don’t hesitate to contact me if you have any further questions.
• Speak to you soon.

Referring to Attachments

If you’re attaching a file, mention it clearly:

• I’ve attached the document as discussed.
• Please find the file attached.
• I’ve included the link below.

🧠 Takeaway

Writing business emails in English is a fast and effective way to share information and build relationships.

Remember to:

• Use the right tone
• Keep it short and simple
• Be polite and clear

To boost your confidence, create email templates you can reuse. You might even ask a coach to help you refine your go-to phrases.

It’ll make your business life easier – and help you write emails faster, get the responses you need, and avoid misunderstandings.

What challenges are you facing when writing business emails in English? I'd love to hear from you in the comments. 👇

Do you want more tips on how to write business emails? Sign up for my newsletter or get in touch.