Writing Business Emails in English

Level: B2. At work, your email is often the only version of you a colleague or client sees. A good business email is not about long, elegant sentences — it is about getting your reader to understand and act quickly. This page gives you the structure, the phrases and the models to do that.

By the end of this page you can…

…write a specific subject line, open with your purpose, make and refuse requests politely, chase a reply, and close with a clear next step — in the right register for the reader.

Start with the subject line

The subject line decides whether your email is opened now, later, or never. Make it specific and action-ready:

• ❌ Hello / Quick question / Important → too vague.
• ✅ Invoice 3382 — payment due 15 May
• ✅ Action needed: approve budget by Thursday
• ✅ Meeting moved to 3pm — Room B

A reader should know the topic and whether they must do something, before they open it.

The shape of a business email

Keep it short and scannable. One idea per paragraph; the key ask near the top.

1. Greeting — Hi Sara, / Dear Mr Okafor, (match the relationship).
2. Purpose line — why you are writing, in one sentence.
3. The ask + deadline — what you need and by when, early and clear.
4. Detail — the facts, in bullets if there is more than one.
5. Close — a next step, then a sign-off.

Useful phrases by job

Following up without nagging

Chasing a silent reader is normal at work. Keep it short, friendly and specific, and reference the original message:

Hi Dan,

Just following up on my email from Monday about the Q3 figures. Do you think you will be able to send them by end of day tomorrow? Happy to help if anything is unclear.

Thanks, Priya

Saying no and giving bad news

Refuse the request, not the person. Lead in gently, give a brief reason, and offer an alternative where you can:

• Unfortunately, we are unable to meet that deadline, but we could deliver by Friday.
• I am afraid the budget does not allow for it this quarter.
• Thank you for thinking of me; I won’t be able to join, but Mia can cover it.

CC, BCC and reply-all

• To: the people who must act.
• Cc: people who should be kept informed but need not reply.
• Bcc: hidden recipients — use it to protect a large list of addresses, not to copy someone secretly into a dispute.
• Reply-all: only when the whole group needs your reply. A “Thanks!” to fifty people is the classic office mistake.

Two model emails

A request to a client (formal):

Subject: Proposal for the Meridian project — review by 12 June

Dear Ms Adeyemi,

Thank you for your time on Tuesday. I am writing to send the proposal we discussed; please find it attached.

Could you let me know your feedback by 12 June, so we can confirm the timeline? I am happy to arrange a short call if that is easier.

Kind regards, Tomás Herrera

A quick note to a colleague (neutral):

Subject: Can you approve the leave request today?

Hi Nadia,

Quick one — could you approve my leave request in the system today? It needs sign-off before the payroll cut-off at 5pm.

Thanks a lot, Lukas

Example sentences

Press play and copy the rhythm — these are the lines you will reuse across many emails.

1. I am writing to confirm the details of our order.
   A clear purpose opener for a new email.
2. Thank you for getting back to me so quickly.
   A warm opening when replying.
3. With reference to your email of 3 May, …
   Pointing back to an earlier message.
4. Could you please send me the updated figures?
   A short, polite request.
5. Would you be able to join a call on Thursday?
   A softened request with a time.
6. Please find attached the signed contract.
   The fixed phrase for an attachment.
7. Just following up on my email from Monday.
   A neutral, friendly chase.
8. I appreciate you are busy, but the deadline is tomorrow.
   A gentle reminder with a reason.
9. Unfortunately, we are unable to meet that date.
   Giving bad news gently.
10. I am afraid the budget does not allow for it this quarter.
    Refusing with a brief reason.
11. Apologies for the delay in replying.
    A short, professional apology.
12. Please let me know if you have any questions.
    An open, helpful close.
13. I look forward to hearing from you.
    A standard closing line.
14. Let's touch base early next week.
    Suggesting a follow-up, informal register.
15. Could you keep Sam in the loop on this?
    Asking to cc or inform a colleague.
16. As discussed, I will send the draft by Friday.
    Confirming an action you will take.
17. Could you please confirm receipt of this email?
    Asking the reader to acknowledge it.
18. Thanks in advance for your help with this.
    A polite pre-thanks, common at work.

Quick recap before you practise.

Usage notes

• Hi vs Dear: Hi [name] is now standard in most internal and many external business emails; keep Dear Mr/Ms [surname] for first contact, clients and formal matters.
• Contractions: fine in a neutral, friendly email (I’ll send it); avoid them in formal letters and complaints.
• “touch base” / “circle back” / “in the loop”: common office idioms — natural with colleagues, but plain verbs (meet, reply, inform) are clearer for international readers.
• urgency: mark it in the subject line (Action needed by…), not by typing in capitals or adding five exclamation marks.
• one topic per email: if you have three unrelated asks, three short emails often get three faster replies than one long one.

Practice

Practice

Business email practice

Try each one, then press Check. No sign-up, nothing is sent anywhere — it all runs in your browser.

1 Which subject line is best?

Hello Important!!! Invoice 3382 — payment due 15 May A quick question for you when you have a moment

Check

Show answer

Invoice 3382 — payment due 15 May — A good subject line is specific and shows whether action is needed.

2 Where should the main request go in a business email?

In the last line Near the top, after the purpose In the subject line only In an attachment

Check

Show answer

Near the top, after the purpose — Busy readers skim the top; put the ask and deadline early.

3 Soften this chase: 'Just ____ up on my email from Monday.' (one word)

Check

Hint: a neutral two-word phrase: just ___ up

Show answer

following — 'Just following up on…' is a neutral, non-blaming reminder.

4 Put the words in order to make a polite request.

send mecould youthe figures?please

CheckReset

Show answer

could you please send me the figures? — A standard polite request: Could you please + verb.

5 Match each email field to its correct use.

• To Match for To — choose — hidden / protected addressespeople kept informedpeople who must actthe whole group needs it
• Cc Match for Cc — choose — hidden / protected addressespeople kept informedpeople who must actthe whole group needs it
• Bcc Match for Bcc — choose — hidden / protected addressespeople kept informedpeople who must actthe whole group needs it
• Reply-all Match for Reply-all — choose — hidden / protected addressespeople kept informedpeople who must actthe whole group needs it

Check

Show answer

• To → people who must act
• Cc → people kept informed
• Bcc → hidden / protected addresses
• Reply-all → the whole group needs it

Choosing the right field keeps inboxes tidy and avoids the reply-all mistake.

6 Refuse gently: '____, we are unable to meet that deadline.' (one word)

Check

Hint: a one-word lead-in to bad news

Show answer

unfortunately — 'Unfortunately,' softens the refusal before the fact.

7 When is reply-all the right choice?

To say 'Thanks!' to everyone When the whole group needs your reply To look responsive Always, to be safe

Check

Show answer

When the whole group needs your reply — Use reply-all only when every recipient needs what you are saying.

How to say it

A few of these words are read aloud in meetings and calls — copy the sounds.

• colleague is said KOL-eeg, with a hard g and no extra syllable at the end.
• schedule is SHED-yool (British) or SKED-jool (American) — both are correct.
• apologies has four beats, stress on the second: uh-POL-uh-jeez.
• receipt is said ri-SEET — the p is silent.

Quiz

Check yourself

Business email quiz

11 questions · pick an answer and you'll see straight away if it's right.

0/11 0 answered

1. 1What makes a subject line effective?

   A It is short and vague B It is specific and shows if action is needed C It is written in capitals D It repeats the greeting
   Show answer

   It is specific and shows if action is needed — A specific, action-ready subject line gets opened and acted on.

2. 2Which opening states your purpose clearly?

   A How are things? B I am writing to confirm the details of our order. C Long time no email! D Just checking in.
   Show answer

   I am writing to confirm the details of our order. — 'I am writing to…' tells the reader why the email exists.

3. 3You need a reply you haven't received. What is the best opener?

   A You never replied to me. B Just following up on my email from Monday. C Why am I being ignored? D As I said already, …
   Show answer

   Just following up on my email from Monday. — A neutral, specific follow-up gets a faster, warmer reply than blame.

4. 4Which is the most polite request?

   A Send the report. B I need the report now. C Could you please send me the report by Friday? D Report, please.
   Show answer

   Could you please send me the report by Friday? — 'Could you please… by [deadline]' is polite and specific.

5. 5Which field is for people who should be informed but need not reply?

   A To B Cc C Bcc D Subject
   Show answer

   Cc — Cc keeps people in the loop without expecting a reply.

6. 6How should you refuse a request?

   A Ignore it B Refuse the request, not the person, and offer an alternative C Say a flat no D Blame the budget team
   Show answer

   Refuse the request, not the person, and offer an alternative — Lead in gently, give a brief reason, and suggest an alternative where possible.

7. 7Which phrase gives bad news gently?

   A No can do. B Unfortunately, we are unable to meet that date. C That's not my problem. D Forget it.
   Show answer

   Unfortunately, we are unable to meet that date. — 'Unfortunately, …' softens the message before the fact.

8. 8Where does the key request belong?

   A Buried in paragraph four B Near the top, after the purpose C Only in a PS D In the sign-off
   Show answer

   Near the top, after the purpose — Readers skim the top; put the ask and its deadline early.

9. 9When is 'Hi [name]' appropriate?

   A Never in business B For a known colleague or many routine external emails C Only to your manager D Only on Fridays
   Show answer

   For a known colleague or many routine external emails — 'Hi [name]' is now standard for most internal and many external emails; save 'Dear Mr/Ms' for formal first contact.

10. 10How do you mark urgency well?

    A Type the whole email in capitals B Add five exclamation marks C Say it in the subject line, e.g. 'Action needed by Thursday' D Mark every email high priority
    Show answer

    Say it in the subject line, e.g. 'Action needed by Thursday' — A clear subject line signals urgency without shouting.

11. 11What should every business email end with?

    A A joke B A clear next step and a sign-off C A long disclaimer D Nothing
    Show answer

    A clear next step and a sign-off — Close with the action you want and a suitable sign-off.

Recap cheat-sheet

Next

• Previous in this set: English Numbers, Dates & Money
• The register rules behind it: English: Formal Writing & Emails
• Polite request grammar: Requests with can / could
• For a neutral, professional tone: Hedging & cautious language
• Next in this set: English Exams: Which One & How to Prepare
• New here? Start with Start Learning English Here