Writing Business Emails

Writing professional emails is an essential skill in business communication. Business emails should be clear, polite, and structured correctly. In this First Business English article will guide you on how to write effective business emails, including useful phrases, key vocabulary, and an example email to a supplier.

1. Structure of a Business Email

A well-structured business email typically includes the following parts:

1. Subject line – A short and clear summary of the email.

2. Salutation – A polite greeting.

3. Opening sentence – The reason for writing the email.

4. Main content – Important details or requests.

5. Closing sentence – A polite ending.

6. Sign-off – A professional way to say goodbye.

2. Useful Phrases for Business Emails

Starting an email:

• “I hope you are doing well.”

• “I am writing to inquire about…”

• “I would like to follow up on…”

Requesting information:

• “Could you please provide me with more details about…?”

• “I would appreciate it if you could send me…”

• “Can you confirm the delivery date?”

Making an offer or proposal:

• “We are pleased to offer you…”

• “I would like to suggest a meeting on…”

• “Please find attached our latest price list.”

Apologizing and explaining issues:

• “We regret to inform you that…”

• “I apologize for any inconvenience this may cause.”

• “Unfortunately, we are experiencing a delay.”

Closing an email:

• “Looking forward to your response.”

• “Please let me know if you need any further information.”

• “Thank you for your time and assistance.”

3. Example Email to a Supplier

Subject: Urgent Order Request – Office Supplies

Dear Mr. Smith,

I hope you are doing well.

I am writing to place an urgent order for office supplies. We need 50 packs of A4 paper, 20 boxes of blue pens, and 10 staplers for our office in London. Could you please confirm if these items are available and provide us with the total cost and estimated delivery date?

Additionally, we would like to know if there are any discounts available for bulk orders. Please find attached our previous order details for reference.

Looking forward to your response.

Best regards,
Emily Johnson
Office Manager
ABC Ltd.

4. Key Business Vocabulary

• Inquiry – A request for information.

• Follow up – Checking on a previous email or request.

• Proposal – A business suggestion or offer.

• Quotation – A document with pricing details.

• Delivery date – The date when an order will arrive.

• Bulk order – A large quantity of items ordered at once.

• Attachment – A file sent with an email.

Writing clear and professional emails helps improve business communication and builds strong relationships with clients and suppliers. By following these structures and using the suggested phrases, you can write effective business emails with confidence. To learn more and to practice writing business emails simply book a lesson with us at First Business English.

Good Luck. Keep learning with First Business English. Best Business English Online.

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