Business Email in English


It does not matter whether you are the receptionist or the hotel manager. You should know the basic concepts of business communication, and how to apply it in everyday communication. Even seemingly minor error in the message content can cause problems and damage your reputation.

How should a business email look like?

Make sure your business email is:

  • intelligible – say clearly what the matter is and what you want
  • clear – use simple sentence structures
  • direct – go straight to the point
How to write a business email?

Consider the style of language that you use in your email.
we use formal language

  • in communication with strangers and we want to establish a cooperation with them
  • in complaint

we use neutral language

  • in communication with business partners we know and we have good relationship with them
  • in order, request, etc.


  • Recipient’s name is known
    Dear Mr Hoffman,…
  • Recipient’s name is unknown
    Dear Sir or Madam,…

Email beginning

  • I am writing in reference to your email dated 26 June.
  • I am writing to inquire about…
  • I am writing regarding…
  • I am writing concerning…
  • I am writing with regard to…


  • Thank you for your email regarding…
  • I am writing to draw your attention to..
  • Thank you for giving us the opportunity to..
  • I will look into the matter and get back to you as soon as I can.


  • I await a response at your earliest convenience.
  • Thanking you in advance.
  • I would appreciate your immediate attention to the matter.
  • I look forward to hearing from you soon.

In English formal emails is saying goodbye dependent on salutation.

If a recipient’s name is known and you used e.g. Dear Mr Jones, the farewell will be

  • Yours sincerely,…

If a recipient’s name is unknown and you used e.g. Dear Sir, the farewell will be

  • Yours faithfully,…

The formal business emails increasingly include informal farewell.

  • Kind regards,….
  • Best regards,…
  • With kind regards,…
Dear Mrs Thomas,
With reference to your email dated 5th May, we are sorry to inform you that we do not have any vacancies available at the moment. We are impressed with your qualification and work experience and will definitely consider your candidature when vacancies arise in future.
Yours sincerely
James Powell
HR Manager of Vipac INC
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Gabriela Kašparová
Lector and language consultant. Studied English at the Faculty of Education. Having worked as an English tutor at nursery school, she got experience with working with children with learning disability. During her 8-year experience with teaching adults she has implemented her findings from learning children and has created simple and transparent explanations of complicated grammar features. Teaching both children and adults, she keeps encouraging them not to fear a foreign language and to learn with pleasure.



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