Email like a Pro in English!

Email like a Pro in English!

Posted by Tanya Peterson on 27th Jul 2025

Ever stared at a blank screen, unsure how to start a business email? You're not alone! Writing professional emails can be tricky when English isn't your first language. Whether you're making a request, following up, or responding to a colleague, using the right words can make all the difference. In this post, you'll get easy-to-use email templates to help you communicate clearly and confidently.

8 Tips for Emailing at Work

1. Start your message with professional yet friendly greetings
Your greeting sets the tone for your email. Here’s how to get it right:
  • Formal: “Dear Mr. / Ms. / Mrs. / Dr. / Professor [ + Last Name],” – Best for first-time contacts or formal settings.

  • Neutral: “Hello [+ First Name],” – Works well in most business situations.

  • Friendly: “Hi [+First Name],” – Perfect for colleagues and professional contacts you know well.

➡️ Examples:
1)
Hi Sarah,

I hope your week is off to a great start!

2)
Dear Professor Smith,
I am writing about the exam next Friday.

2. Making Requests Politely

When you need something from someone, be polite! Here’s how to phrase it:

➡️ Requesting Information:
Subject: Quick Question About [Topic]

Hi [Name],
I hope you're doing well. Could you please provide me with [specific information]?

Thanks in advance!
Best regards,
[Your Name]

➡️ Asking for Help:
Subject: Assistance Needed on [Topic]

Dear [Name],
I’m reaching out because I could use your expertise on [specific request]. Would you be available for a brief call at your convenience?

Best regards,
[Your Name]

3. Responding to Emails Clearly and Professionally

Whether you're confirming receipt or providing an update, clarity is key.

➡️ Acknowledging Receipt:
Subject: Re: [Original Subject]

Hi [Name],
Thanks for your email. I’ve received it and will review the details. I’ll get back to you by [specific time or date].
Best,
[Your Name]

➡️ Providing an Update:
Subject: Update on [Project/Task]

Hi [Name],
I wanted to update you on [specific task]. We’ve made progress on [mention key point] and expect to complete it by [deadline]. Please let me know if you have any questions.
Best,
[Your Name]

4. Following Up Without Sounding Pushy

If someone hasn’t responded to your email, a polite follow-up can keep things moving. Experts suggest waiting at least 24 hours before following up with your message.

➡️ Gentle Reminder:
Subject: Following Up on [Topic]

Hi [Name],
I hope you're doing well. I wanted to check in on [previous request]. Let me know if you need any additional details from me.

Looking forward to your reply.
Best,
[Your Name]

➡️ Urgent Follow-Up:
Subject: Urgent: [Topic]

Dear [Name],
I’m following up as this matter is time-sensitive. Could you please provide an update at your earliest convenience?


Thank you,
[Your Name]

5. Apologizing and Handling Mistakes Gracefully

Mistakes happen. Handling them professionally is key.

➡️ Apologizing for a Delay:
Subject: Apologies for the Delay

Hi [Name],
I sincerely apologize for the delay in [task or response]. [Brief explanation, if needed]. I appreciate your patience and will ensure this is resolved by [specific time].

Best regards,
[Your Name]

➡️ Clarifying a Misunderstanding:
Subject: Clarification on [Topic]

Hi [Name],
I wanted to follow up to clarify [specific issue]. I apologize for any confusion and appreciate the opportunity to ensure we're on the same page.

Please let me know if you’d like to discuss further.

Best regards,
[Your Name]

6. Reconnecting After a Long Break

If you haven’t spoken to someone in a while, reaching out can feel awkward. Keep it light and friendly.

➡️ Reconnecting with a Former Contact:
Subject: It’s Been a While!

Hi [Name],
I hope you’re doing well! It’s been a while since we last connected, and I wanted to reach out to see how you’ve been. I’d love to catch up and hear about what you’ve been working on. Let me know if you’d be open to a quick chat. Looking forward to reconnecting!
Best,
[Your Name]

➡️ Following Up After a Networking Event:
Subject: Great Connecting at [Event Name]

Hi [Name],
It was great meeting you at [event name]! I really enjoyed our conversation about [specific topic]. Let’s stay in touch—perhaps we could set up a time to continue our discussion? If you’d be open to that, please let me know what works for you.
Best,
[Your Name]

7. Closing Emails

How you end an email matters! Here are some go-to sign-offs:
  • Formal: “Best regards,” “Sincerely,” “Respectfully,”

  • Neutral: “Best,” “Kind regards,” “Looking forward to your response,”

  • Friendly: “Thanks,” “Talk soon!” “Have a great day!”

➡️ Example Closing Email:
Subject: Next Steps for [Project]

Hi [Name],
Thanks for your time today. Looking forward to moving ahead with [project/task]. Let’s touch base again on [date].

Best,
[Your Name]

8. Retain your Personal Voice

In the age of AI, chat GPT and other AI tools can help you compose your emails quickly. But they can also strip away your unique voice. If you use these tools, consider adding your own personal messages that you do not run through a chatbot. Your unique voice is important and adds a personal touch that people appreciate … don’t lose it!