Email etiquette: Helpful business email writing tips & templates

woman composing business email laptop

When it comes to communication in the business world, writing clear and professional emails is essential. Whether you’re contacting colleagues, clients, or potential business partners, your email writing skills are key to making a good impression.

Remember the blog we wrote about 8 common faux pas in English Business emails? Now, let’s focus on what you should do. In this blog, discover helpful email writing tips for business and useful business email templates that will help you write a professional email.

Tip #1 – Use positive language

When writing effective business emails, positive language is a great way to communicate your message effectively. Instead of being negative or critical, be friendly and professional.

Negative and critical: “I don’t like the finance section in your report. It’s too confusing and the numbers are all over the place.”

Friendly and professional: “Thank you for sending me your report. Could we work on the finance section a bit more? Adding more clarity to the numbers and improving the structure will really help to communicate your points effectively.”

See how the positive option sounds better? Using positive language not only leaves a better impression, but it also encourages effective and constructive email communication.

Tip #2 – Focus on your main points

Make sure the emails you send are clear and concise, this helps other people understand your message and respond effectively. Here are 4 easy ways to help your emails stay focussed:

  1. Start with what matters: When you’re writing an email, think about what you really want to say. Begin with that main point so it’s the first thing your recipient sees.
  2. Trim away the extras: Sometimes we add extra things that aren’t really needed. Keep your email simple by sticking to the important details. If it doesn’t help your main point, it might be better to leave it out.
  3. One idea at a time: If you have a few points to talk about, that’s fine. Just remember to tackle one point in each email. That way, your ideas won’t get mixed up.
  4. Be short and clear: Short sentences and simple words are a great way to make your point really clear.

Tip # 3 – Always check for errors before sending

Before hitting the send button, make it a habit to review your email for any potential errors. Try using the read-aloud feature, listening to your email being read aloud can be a fantastic way to catch any mistakes and make sure it flows smoothly. Everyone makes mistakes sometimes, but with this cool trick, you can catch errors before anyone else sees them!

Save these helpful business email templates

Take advantage of these helpful business email templates that you can customise to suit your needs. These ready-to-use templates will help you save time and maintain a professional and positive tone when writing business emails.

Template #1 – Requesting a meeting

Hi [recipient’s name],

I hope this email finds you well. I am interested in discussing [purpose of the meeting] and its importance for [your project or team].

Would you be available for a meeting sometime this [week or month]? Your expertise would be invaluable in shaping our approach moving forward.

Kind regards,

[Your name]

Template #2 – Requesting information

Hi [recipient’s name],

I hope this email finds you well. I am currently working on [your task or project] and I need some additional information related to [specific details].

Could you please provide me with the information or any relevant documents to help me complete this [task or project]?

Thank you in advance for your support.

Kind regards,

[Your name]

Template #3 – Delivering work

Hi [recipient’s name],

I hope this email finds you well. I am pleased to share the [project or task], please find the [document, report or file] attached for your review.

If you have any feedback or need me to make any changes, please let me know.

Kind regards,

[Your name]

Template #4 – Explaining a problem

Hi [recipient’s name],

I hope this email finds you well. I wanted to bring to your attention a challenge we are facing, [describe the problem]. This issue is impacting [mention the effects on the project or team].

Could we set up a meeting to discuss this further and explore potential solutions?

Thank you in advance for your support.

Kind regards,

[Your name]

Take the leap and master English!

Unlock the art of drafting effective business emails with our valuable business email writing tips and templates. But why stop there? British Council English Online courses are the ultimate tool to help you develop your English language skills.

Our expert teachers are here to mentor you through every aspect of English language development, helping you to improve your English speaking, reading and writing skills. No matter what your skill level is, we offer customised study plans to meet your needs.

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