How to Write a Formal Business English Email

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We write formal emails to people we don’t know well.

• In-company - distant colleagues/coworkers

• In-company/other company - new working relationship

We write formal emails on significant workplace matters.

✗✔

Model Subject: meeting with Mr. Jenkins concise but

specific subject line

Subject: marketing meeting

Dear Brian, polite greeting

use of comma(sometimes

colon: in USA)

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...)

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 + VI would like to + V

nocontractionsI am not I’m

‘correct’punctuation(less use of

dashes)

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 optionsdetailed

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

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 ellipsissubject ‘I’ already statedpromised action

(I) will + V

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

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 blockwith contact details

Structure

Structure

Structure

Structure

Structure

Structure

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. next Wednesday (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.

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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