Business Email Etiquette: Templates, Phrases, and Polite Closings
In the professional world, email communication is one of the most common and important forms of interaction. Writing a professional email that respects email etiquette helps you build strong business relationships and avoid misunderstandings. Especially for English non-native speakers, mastering business email etiquette ensures your messages are clear, polite, and effective.
Why Email Etiquette Matters
Using proper email etiquette in your email communication creates a professional image and shows respect for the recipient’s time. Poorly written or unprofessional emails can harm your reputation, cause confusion, or lead to misunderstanding.
When you send an email, follow email etiquette rules such as keeping your message concise, polite, and free from grammatical errors. Always proofread your emails and double-check attachments to maintain professionalism.
Basic Structure of a Business Email
To write a business email effectively, use this basic format:
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Subject line – Clear and direct
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Greeting – Formal or informal depending on context
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Opening line – Purpose of your email
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Body – Detailed content or request
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Closing statement – Summary or call to action
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Email signature – Contact information and polite closing
Subject Line Tips
The subject line is the first thing your recipient sees, so make it count.
- Be specific: “Meeting request: July 10, 3 PM”
- Avoid vague words like “Hello” or “Urgent!!!”
- Keep it short but informative
Greetings: When and How to Use Them
| Situation | Greeting Example | Notes |
|---|---|---|
| Formal / first-time contact | Dear Mr. Smith, | Use title + last name |
| Semi-formal | Hello Ms. Kim, | Friendly but respectful |
| Informal / colleague | Hi John, | Use only with close coworkers |
| Unknown recipient | Dear Sir or Madam, | Formal but can be outdated |
| Group email | Dear Team, | For internal group communication |
Common Business Email Phrases
| Purpose | Phrase Examples |
|---|---|
| Opening lines | I hope this email finds you well. Thank you for your email. I'm writing to follow up on… |
| Making requests | Could you please send me… I would appreciate it if you could… Would it be possible to… |
| Giving information | Please find attached… Just to let you know… I’d like to inform you that… |
| Apologizing | I apologize for the delay. Sorry for any inconvenience caused. Thank you for your patience. |
Polite Closings and When to Use Them
| Closing Phrase | Use When… |
|---|---|
| Best regards | Most common, safe for all professional emails |
| Kind regards | Slightly warmer, polite |
| Sincerely | Very formal, often in cover letters or official letters |
| Many thanks | Friendly and polite |
| Warm regards | Friendly, for closer contacts |
| Cheers | Very casual, internal use only (mostly UK/Australia) |
Cultural Tips for English Non-Native Speakers
Writing emails in English means adapting to its cultural communication style, which is often more indirect and polite than many other languages. Here are some tips:
- Avoid direct or blunt expressions; soften requests with phrases like “Would you mind…”
- Limit exclamation marks: too many can appear unprofessional
- Use simple, short sentences to avoid confusion
- Always be polite, even in difficult messages
Email Etiquette for English Speakers in Other Countries
If you’re an English speaker writing to international contacts, be aware of cultural habits that influence email etiquette:
- Korea: People often ask about health or the weather at the start of conversations to show care. Example: “Did you get some rest over the weekend?”
- Japan: It’s common to start with polite expressions such as “お世話になっております (Osewani natte orimasu),” which means “Thank you for your continued support.”
- Germany: Be very formal in greetings and closings, and avoid overly casual language.
- Middle East: Avoid very direct refusals; instead, use softer, indirect language.
- Latin America: Emails may be warmer and longer, with personal inquiries often included.
Understanding these nuances can help you build better international relationships.
Sample Email Templates for Common Situations
Requesting a Meeting
Subject: Meeting Request: Project Update
Dear Ms. Tanaka,
I hope this email finds you well. I would like to schedule a meeting to discuss the project update. Are you available on Thursday at 10 AM?
Please let me know if this time works for you.
Best regards,
James
Following Up on a Proposal
Subject: Follow-up on Marketing Proposal
Dear Mr. Lee,
I am writing to follow up on the proposal I sent last week regarding our marketing plan. Please let me know if you need any additional information.
Kind regards,
Sophie
Polite Reminder
Subject: Reminder: Invoice #12345 Due on August 5
Dear Finance Team,
This is a friendly reminder that invoice #12345 is due on August 5. If payment has already been made, please disregard this email.
Thank you very much.
Sincerely,
David
Best Practices to Follow in Every Email
- Always proofread before sending to avoid grammatical errors and typos.
- Use a professional email address and clear email signature with your contact information.
- Avoid sending emails late at night or on weekends unless urgent.
- Use cc carefully; only include relevant recipients.
- Keep your emails clear and concise, respecting the recipient’s time.
✅ Mastering Email Etiquette: Rules to Write a Professional Business Email
Mastering business email etiquette helps you build trust and professionalism. Whether you are writing your initial email, replying to a colleague, or sending a follow-up email, the right tone and structure matter.
For non-native English speakers, learning these rules is especially important to avoid sounding unprofessional or causing misunderstanding.
Ready to improve your business English email skills?
At Berlitz Singapore, our conversation-focused courses teach you practical email etiquette and business communication skills. Join us to write emails that sound natural, polite, and professional, every time.
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