In many languages, professional emails open with a long introduction and leave the request for the end. In English, especially at work, the norm is the opposite: short, direct and with the request near the top.
The structure
- Greeting: “Hi Sarah,”
- One sentence of context: “I’m writing about the proposal we discussed on Monday.”
- The main point: “Could you send me the final numbers by Friday?”
- Details, if needed: short, in bullet points if there are several.
- Closing with a next step: “Let me know if you have any questions.”
- Sign-off and name: “Best, Maria”
Ready-made phrases by situation
Opening
- “I’m reaching out about…”
- “Following up on our call yesterday,…”
- “Thanks for getting back to me.”
- “Quick question about…”
Asking
- “Could you please…?”
- “Would it be possible to…?”
- “I’d appreciate it if you could…”
Following up politely
- “Just following up on my previous email.”
- “I wanted to check if you had a chance to look at…”
- “Any updates on this?”
Sending something
- “Please find attached…”
- “I’ve attached the report for your review.”
- “Here’s the link to the document.”
Closing
- “Let me know if you have any questions.”
- “Looking forward to hearing from you.”
- “Thanks in advance.”
Sign-offs, from most formal to most casual
| Sign-off | When to use it |
|---|---|
| Sincerely, | very formal letters and emails |
| Kind regards, | formal but common |
| Best regards, | standard professional |
| Best, | professional and light |
| Thanks, | when you made a request |
| Cheers, | informal, common in the UK |
Mistakes that reveal a non-native writer
- “Dear Sarah” in every email. Too formal for everyday work; “Hi Sarah” is normal.
- Long paragraphs. Good emails in English are easy to scan.
- “I wait your answer.” Use “I look forward to hearing from you”.
- “Please, send me…” No comma after “please”: “Please send me…”.
- “Attached follows.” Use “Please find attached” or “I’ve attached”.
How to improve your writing
Reading real emails and texts from international companies is the best reference. When an expression you do not know appears in an email, article or document, Telidioma translates it when you select the text on any website, in the context of the sentence. For the spoken side of work, see English for remote work.
Frequently asked questions
How do I start a formal email in English?
“Dear Mr. Smith,” or “Dear Ms. Lee,” for very formal situations. In everyday work, “Hi Sarah,” or “Hello Sarah,” is standard, even with people you do not know.
How do I end an email in English?
“Best,” “Best regards,” or “Kind regards,” followed by your name. “Thanks,” also works when you made a request. “Sincerely,” is reserved for very formal letters.
Is “I hope this email finds you well” a good opening?
It works, but it has become a cliché. In everyday work emails, getting to the point after the greeting is usually better received.