With teacher Georgiana since 2011.

#153 How to write a 
business email in English #1

Listen to a new episode of Speak English Now Podcast, your favorite material for practicing your spoken and heard English. You will also learn about lifestyle and culture, language, vocabulary, and how to improve your English more effectively.


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.


“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.”)


Get the FULL TEXT in PDF here.


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

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Can you understand a conversation in English but still can’t speak? With the Fluency course, you will speak English automatically.




  1. Isi

    Excellent, Georgiana!!! Thank you very very much!!!😊👍👏👏👏

    • Ahsun Sourov

      It’s really helpful. I appreciate you. How can I ever thank you❤️🇧🇩

  2. Fasanya Monsurat

    Cool it’s so interesting and am happy to listen and learnt and will keep learning

  3. Ashish

    Hey Georgiana, I really appreciate your work, I have been listening to your podcast for the last two years, and I always recommend your podcast to my students and co-workers. Thank you so much


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With Georgiana’s method  I have started speaking English from minute one and this is exactly what I needed. With the traditional method you will practice grammar, grammar and grammar, but with Georgiana’s method you will practice listening and speaking and in my opinion this is the most important thing when you are learning a new language. Ricardo

“Thanks to Georgiana, I have lost my fear of speaking English. I have eliminated my frustration and started to enjoy this language.” Miriam

“I did not study English when I was a child. I contacted Georgiana at a time when I felt blocked. She has helped me to lose my fear of speaking English.” Ana