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
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Formal: “Dear Mr. / Ms. / Mrs. / Dr. / Professor [ + Last Name],” – Best for first-time contacts or formal settings.
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Neutral: “Hello [+ First Name],” – Works well in most business situations.
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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
➡️ 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
➡️ 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
➡️ 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
➡️ 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
➡️ 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
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Formal: “Best regards,” “Sincerely,” “Respectfully,”
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Neutral: “Best,” “Kind regards,” “Looking forward to your response,”
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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]