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Transcript:

Hi, everybody! I am Georgiana, your English teacher and founder of SpeakEnglishPodcast.com. My mission is to help you speak English fluently.

In today’s episode, I’ll show you how to write a business email in English. I’ll teach you how to structure an email by providing some examples. Then with a fun mini-story, you will improve your English fluency.

Nowadays, we need to communicate online both on a personal and professional level. And though sending an email to a friend doesn’t seem to be too challenging, many of you feel intimidated when writing a professional email in English.

Whether it’s sending it to a supplier, to your boss, a professor, sign up for a job, etc., this episode will be very useful.

1) Always start with a greeting.

For example:

If you know the first and last name of the person, say hello like this:

Hello, Mike Adams.”

Use only their last name by saying:

“Dear Mr./Ms. Adams”

If it’s a person you know on a more personal level, you can address them by their name:

“Dear Mike”

Another way to say hello is to mention the person’s position.

“Dear manager, (recruiter, project manager, hiring manager, etc.)”

When you are not writing to a specific person use this expression:

To whom it may concern.”

2) Use an opening line.

Once you say hello, use an opening line.

Examples:

“Thank you for your reply.”

“I hope this message finds you well.”

“Thank you for your message.”

“Regarding___, I would like to inform you that___”

“Concerning the email, I received___”

“I hope you’re enjoying (the great weather, your time in the city, etc.”)

“Thank you so much for the quick reply; I really appreciate it.”

If you haven’t heard from that person in a while, you can say:

“It’s been a while since I heard from you.”

If you have not been able to reply to an email for a while, say:

“Sorry for the late reply,”

3)Giving Information

After a short introduction, you can start providing information.

Start with one of these phrases:

I’d like to inform you that

“I am writing to inform you that…”

“I am writing to let you know that..”

Regarding (our last conversation)

I’d like to update you on …”

“I’d like to confirm our meeting, your order, the business plan, etc.

To deliver good news, say:

Fortunately, (we will be able to deliver your goods on time.”)

“I am pleased to inform you that (we will be able to deliver your goods on time.”)

If you need to give bad news, say:

Unfortunately, (we won’t be able to deliver the goods on time.”)

“I regret to inform you that..(we won’t be able to deliver the goods on time.”)

(END OF THE EXTRACT).

Get the FULL TEXT in PDF here.

Resources:

  • Audio mp3 (right-click to save the audio)
  • FULL-TEXT PDF (right-click to save the TEXT)

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