Language of the day: Business Email

Writing a clear and polite business email is a very useful skill. Whether you’re applying for a job, asking for information, or writing to a customer, your email shows your professionalism and language skills. This guide will help you write simple, polite, and effective business emails in English.

📧 1. Basic Structure of a Business Email

A good business email usually has these parts:

  1. Subject line – a short title that shows what the email is about

  2. Greeting – a polite “hello”

  3. Opening line – why you are writing

  4. Main message – the details or questions

  5. Closing line – polite ending

  6. Signature – your name, job title, and contact info

🏷️ Subject Line

Your subject should be clear and short so the reader knows what to expect.

✅ Examples:

  • Request for Updated Invoice

  • Meeting on November 15 – Confirmation

  • Job Application: Marketing Assistant

👋 Greeting

Start with a polite greeting depending on how formal you want to be.

✅ Examples:

  • Dear Mr. Smith,

  • Dear Ms. Brown,

  • Dear Sir or Madam, (if you don’t know the name)

  • Hello John, (for a friendly tone)

✍️ Opening Line – Say Why You’re Writing

Tell the reader the purpose of your email in the first line.

✅ Examples:

  • I am writing to ask about…

  • I would like to request…

  • I am contacting you regarding…

  • Thank you for your email about…

💬 Main Message

Give clear details. Use short sentences and separate ideas into paragraphs.

✅ Examples:

  • We would appreciate it if you could send us the updated price list.

  • Could you please confirm the delivery date?

  • I am attaching the report for your review.

😀 Giving Good News

✅ Examples:

  • We are happy to inform you that your order has been shipped.

  • I am pleased to let you know that your application was successful.

😕 Giving Bad News

✅ Examples:

  • We regret to inform you that the meeting has been postponed.

  • Unfortunately, it will not be possible to deliver by Friday.

😟 Making a Complaint

Stay polite and clear. Focus on the problem, not emotions.

✅ Examples:

  • I am writing to express my concern about…

  • The items received on November 3 were damaged.

  • We would appreciate it if you could look into this matter.

🤝 Closing Line

End your email with a polite and positive phrase.

✅ Examples:

  • Thank you for your time and help.

  • I look forward to hearing from you soon.

  • Please let me know if you need any more information.

🖋️ Signature Format

[Your Name]

[Your Job Title]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

[Your Company Website]

[LinkedIn Profile] (optional)

[Company Logo] (optional)

💡 Tips for Writing Business Emails

  • ✅ Use a clear subject line.

  • ✅ Be polite and professional.

  • ✅ Keep sentences short and simple.

  • ✅ Avoid slang or emojis in formal emails.

  • ✅ Check spelling and grammar before sending.

  • ✅ Use paragraphs to organize your message.

📚 Example Business Email

Subject: Request for Updated Price List

Dear Mr. Johnson,

I hope you are well. I am writing to request the updated price list for your new products.

Could you please send it to me by the end of this week?

Thank you very much for your help.

Best regards,

Anna Kim
Purchasing Assistant
GreenLeaf Imports

🌟 Final Thought

Writing professional emails in English doesn’t need to be difficult. Use polite phrases, keep your message short, and always check before you send. With practice, your business emails will sound confident and professional!

Minju B