- Business writing
- Templates
How to Write Professional Emails in English
Professional English email is short, direct and predictable. Most of the problems Moroccan professionals report come from translating French formality into English, which makes a simple request sound heavy.
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Written and reviewed by Mourade Boulanouar — Founder & Head of Teaching, EnglifyLast reviewed
In short
A professional English email has a specific subject line, one purpose, a short opening, the request or information in the first two lines, and a clear closing. English business writing is more direct and much less formal than French: long courtesy formulas usually sound translated. Common patterns to learn are the request, the follow-up, the apology or delay notice, and the reply to a complaint. Englify trains business writing in live online classes; private classes cost 100 MAD per hour with Moroccan teachers based in Morocco.
Key facts
- Structure: subject line, short greeting, purpose in the first two lines, clear close
- English business writing is more direct and less formal than French
- Four patterns cover most work email: request, follow-up, delay/apology, complaint reply
- "Please find attached" and "Kind regards" remain safe, neutral standards
- Englify trains professional writing live online; private classes 100 MAD per hour
Related questions
The structure that works every time
An English work email is read in a few seconds, often on a phone. The reader wants to know what it concerns and what is expected of them. Everything else is secondary.
- Subject line: specific, 3–7 words — "Invoice 2451 — missing PO number"
- Greeting: "Hi Sara," for colleagues, "Dear Ms Bennani," when formal
- First line: the purpose — "I'm writing to confirm…", "Quick question about…"
- Body: one idea per paragraph, bullet points if there are several items
- Action: say exactly what you need and by when
- Close: "Best regards," or "Kind regards," then your name and role
Why translated formality backfires
French professional writing rewards elaborate courtesy. English does not. A phrase that is respectful in French — a long closing formula, an apology for disturbing the reader — often reads as unnecessary padding in English, and can even make the message unclear.
The English equivalent of politeness is not length: it is softening words ("could", "would", "just", "a quick") and clarity about what you need. "Could you send me the file today?" is polite. Three sentences of apology before the same request is not more polite; it is harder to read.
Making a request
- "Could you send me the signed contract by Thursday?"
- "Would you be able to confirm the figures before the call?"
- "I'd appreciate it if you could review the draft this week."
- "Please find attached the updated proposal."
- "Let me know if you need anything else from my side."
Following up without sounding aggressive
The follow-up is the email professionals rewrite most often. The safe formula is: reference the previous message, restate the need in one line, offer help, keep it short.
- "Just following up on my email from Monday."
- "I wanted to check whether you had a chance to look at this."
- "Is there anything blocking on your side that I can help with?"
- "Could you give me an update when you have a moment?"
- "If it's easier, I'm happy to jump on a quick call."
Delays, apologies and complaints
- Delay: "Apologies for the delay — the file needed a second review. You'll have it by tomorrow morning."
- Mistake: "Thank you for flagging this. You're right, and we've corrected it."
- Complaint reply: "I'm sorry about the inconvenience. Here's what happened, and what we're doing about it."
- Pushing back: "I'm afraid Friday isn't realistic. We could deliver on Tuesday instead."
- Escalation: "I'd like to raise this with the team so we can find a solution quickly."
A quick checklist before you press send
- Does the subject line say what the email is about?
- Is the purpose visible in the first two lines?
- Have you said what you need and by when?
- Are the paragraphs short — three lines or fewer?
- Would a stranger understand it without context?
- Have you removed anything you added only out of politeness?
Frequently asked questions
- Is "Dear Sir/Madam" still acceptable?
- It is acceptable when you genuinely do not know the recipient's name, but a name is always better. For colleagues, "Hi" plus the first name is standard in most international companies.
- How formal should a work email in English be?
- Less formal than in French. Be clear, use softening words like "could" and "would", and keep courtesy short. Directness is not considered impolite in English business writing.
- Can Englify correct my real work emails?
- Yes. In private Business English classes learners often bring their own emails, and the session works on the real text rather than an exercise.
- How much do private Business English classes cost?
- 100 MAD per hour, with monthly plans from 500 MAD for 4 hours to 2,000 MAD for 20 hours. The trial class and level assessment are free.
- How much do English lessons cost in Morocco?
- At Englify, small-group online English classes are the most affordable option and private one-to-one classes cost more per hour, because a private teacher works with one student only. Current group and private prices are confirmed on WhatsApp (+212 724 744 137) and on our prices page, since they depend on the format, the number of hours per week and the length of the plan. The trial class is free and no card is required.
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