Tips for English Business email format with example

Email is really important for business! It’s a valuable tool for working with others, both locally and around the world. Which business email format to choose? Here we will discover the business etiquette definition together!


Now you know how to create a business email

English business email etiquette


Writing a good business email in English is easier than you think! Here are ten easy tips that will help you make sure that your email is clearly understood and gets the attention it deserves. Also, you will learn about business email closing and business email greeting.

Tip #1 – Write a Good Subject Line

If your subject line is strong and unique, people will want to open and read your email. It’s mean you know how to create a business email!  You don’t even have to write a sentence. Just write a few words that are very specific to what you are writing about. Keep it short. Capitalize all the important words, as you would in any title. Here are some examples:

Staff Meeting at 3:00 pm on Monday
New Document Ready in Dropbox
Job Inquiry: Ramon Reyes

Tip #2 – Business Emails Are Not Formal

Business email etiquette are less formal than business letters. You don’t need to be super-polite. The most important things are to write only about the topic in your subject line, explain what you need, and not make your email too long. Write with the same level of formality that you would use if you were talking to your reader in person.

An informal greeting can make the recipient feel more comfortable with you. Always use their name. You can open your email with a casual greeting, such as:

Hello Stan,
Hi Mr. Smith,

If your email is going to a group of people, you don’t have to use everyone’s name. You could write:

Hi everyone,
Good morning all,

The proper greeting really depends on the relationship you have with the person you are writing to. If you have never met, and the recipient has a higher rank than you, it is always acceptable to start your email with “Dear,” but make sure you use the person’s name.

Remember, your email may be forwarded to other people. Don’t be overly casual, but be polite and friendly. Try not to use exclamation points. A simple period is the best way to finish all your sentences.

Tip #3 – Make it Brief

Focus your business email on the topic from your subject line and make a smart business introduction. Think about how many emails someone might receive in a day! You want to be sure your email is read and understood quickly.

However, don’t be too brief! Make sure the recipient knows why you are writing and can take action. You could start by asking yourself, “What do I want this person to do as a result of this email?”

Tip #4 – Be Clear

It will help you keep your email short if you check for these problems:

  1. Make sure your grammar is correct. Use a proofreader like Grammarly or the proofreader that may be native in your word processing program. You could also ask an English-speaking colleague or friend to check it for you. If you make mistakes in your emails, people might think you make mistakes in your work, too.
  2. Use short sentences. Besides being easier to write, they are easier to read! It will help you get your message across faster if you don’t write long, wordy sentences.
  3. Use simple language. It’s best to write using words you already know. Remember, business emails can be casual, so you don’t need to use a lot of big words.

If your email is clear and short, with no grammatical errors, you can be sure that people will read it.

 Tip #5 – Opening Sentence

Introduce your email with a short, simple sentence that tells your reader why you are writing, and why it is important. Here are some examples. Remember, these are more casual than a business letter.

I’m writing to…
I need to follow up on the…
In reply to your email, here are…
Did you see the….
I need to let you know about…
Just writing to confirm…
I want to make sure I understand…
Could you please send me…
I wanted to thank you for…
I’m happy to tell you that…

Using one of these opening sentences will help your reader understand quickly why you are writing and what they need to do in response.

#Tip 6 – The Body of Your Email

Remember, we are writing brief emails about only the topic mentioned in your subject line. If you need to address additional subjects with the same person, it’s best to send a different email. Just give your reader any extra information they might need to do what you are asking.

Create a business email

Tip #7 – Close Your Email

Again, shorter is better! Close with a specific statement of what you want your reader to do. Here are some examples:

Let me know what you think about this.
Hope to hear from you soon.
Thank you for your help.
Please contact me if you need anything else.
See you at the meeting.

Tip #8 – Sign Your Email

Just like your opening, your closing will depend on how well you know your reader. For a casual email to your colleagues, try:

Take care,
See you soon,
Thanks again,

For a more formal closing, such as an email to your boss, try these:

All the best,
Thank you,

Then you can write your name, even though the reader will probably know you from the email address you used.

Tip #9 – Attachments

If you are attaching another document, be sure to tell your reader in the body of your email so they won’t miss seeing it. Say something like:

I’ve attached…
I’m attaching…
Please find attached… (more formal)

Tip #10 – Common Acronyms Used in Emails

Have you ever seen people write things like, “FYI” or “ASAP?” In casual emails, these are abbreviations that stand for longer phrases. Here are a few important ones you might want to remember about business email acronyms:

FYI – For Your Information
ASAP – As Soon As Possible
IMO – In My Opinion
BTW – By The Way
CC – Carbon Copy (used in the address field when you want to tell your reader that you are sending a copy of the email to another person or group of people)
BCC – Blind Carbon Copy (used when you want to hide the address of the person that you are sending a copy to)
FWD – Forward
PS – Post Script (a note written at the bottom of a letter, meaning an afterthought to what was discussed in the letter)
YTD – Year To Date (usually used with financial information)

Business email format

Free business email example

Business email example

Here’s a free business email sample email between people who work at different companies. They are talking about a conference that both will be attending soon. They have worked together before, so they know each other a little bit.

From: [email protected]
To: [email protected]

Subject: Tech Conference in Austin

Hi John,

Business email salutations: How have you been? Are you attending the conference in Austin next month? It would be great to meet up with you there and talk about the newest updates to our equipment.

I’ve been working on improvements to the server system. We’ve upgraded all staff computers so they can run the new software. Last time we talked, you were hoping the new fiber optic network would help your connection speeds. How is that going?

Business email closing: Let me know how you’re doing. Is there anything I can help you with as you upgrade? Hope to see you in Austin.

Take care,

See how easy it is to write a business email?

Just keep it short (but not too short!).
Use easy, clear language so the reader understands quickly what you want.
Make sure words are spelled correctly and sentences are error-free.
Write with the same level of formality you would use in a face-to-face conversation with your reader.

Leave a note in the comments below and tell us how this post helped you. We hope now you will know how to create a business email! You might also want to check out this post to learn other important phrases for business English.

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