How to Write a Formal

Business English Email

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 We write formal emails to people we
dont know well.

In-company - distant colleagues/coworkers

In-company/other company - new working relationship
We write formal emails on significant
workplace matters.

 Model
concise but
Subject: meeting with Mr. Jenkins
specific
subject line
Subject: marketing meeting
Dear Brian, polite greeting

use of comma
(sometimes
colon: in USA)
 Subject: marketing meeting
reference to
Hi Brian previous
contact
Further to our conversation of 15 June,

thank introduce

Thank you for the very My company is currently creating a new series of
informative speech you made... leather products and so (I am writing...)

background

As you would know, the value of the Dow Jones index

has increased by 155 points in the last three
months, and so (I am writing...)
 no
contractions
Subject: meeting with Mr. Jenkins I am not Im
Dear Brian,
Further to our conversation of 15 June, I am writing
to arrange a meeting for you with the principle
partner, Mr. Jenkins.

purpose statement
correct
punctuation I am writing to + V
(less use of I would like to + V
dashes)
 Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing
to arrange a meeting for you with the principle
partner, Mr. Jenkins.
Would either next Tuesday or Wednesday (June 24
or 25) be convenient for you?

formal vocabulary detailed

give options
convenient
polite question
form with What about meeting
would up next Wed.?
Fewer phrasal verbs
e.g. to meet up
 Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing
to arrange a meeting for you with the principle
partner, Mr. Jenkins.
Would either next Tuesday or Wednesday (June 24
or 25) be convenient for you?

Please note that I have attached the draft contract

for you to read (for your perusal).
referring to
attachments
plain English
Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing
to arrange a meeting for you with the principle
partner, Mr. Jenkins.
Would either next Tuesday or Wednesday (June 24
or 25) be convenient for you?

Please note that I have attached the draft contract

for you to read and will send you the related report
as soon as it is complete.
standard ellipsis
promised action subject I already stated
(I) will + V
Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing
to arrange a meeting for you with the principle
partner, Mr. Jenkins.
Would either next Tuesday or Wednesday (June 24
or 25) be convenient for you?

Please note that I have attached the draft contract

for you to read and will send you the related report
as soon as it is complete.

I look forward to hearing from you. positive close

Subject: meeting with Mr. Jenkins

Dear Brian,

Further to our conversation of 15 June, I am writing to arrange a meeting for

you with the principle partner, Mr. Jenkins.

Would either next Tuesday or Wednesday (June 24/25) be convenient for you?

Please note that I have attached the draft contract for you to read and will
send you the related report as soon as it is complete.

I look forward to hearing from you.

Kind regards, polite sign off

James Roberts
Assistant to the Legal Executive full signature block
JYTaylor and Partners with contact details
j.roberts@JYTaylor.org

PH: 056245362
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 10 Features of Formal Business Emails
Formal/polite greetings and sign-offs.
Commas (USA sometimes colon:) for greetings and sign-offs, and
traditional / correct punctuation throughout.

Refer to previous contact/introduce ourselves or company.

Language formal and polite and but still in plain English.

Precise and detailed e.g. next Wednesday (June 25).

No contractions e.g. ...if youre coming... use if you are coming.

Standard ellipsis rules (subject should be stated before it can be left

out).

Email acronyms rare e.g. By the way, not BTW.

Polite letter-style closes are used e.g. I look forward to hearing from
you.

Full signature block with contact details.

 Common Functions and Phrases
Refer to previous contact

Further to our conversation of 25 June,...

Thank you for noun/V+ing.

It was a pleasure to meet you at the conference...

State purpose

I am writing to + V / I would like to + V...

Refer to attachments

I have attached.../ Attached you will find...

Promise action

I will + V...
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