How to write professional emails in English

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In this practical English writing lesson, you will learn some of the most common email phrases you can use to sound professional. If you work in any type of business environment, there’s a good chance that you use email on a regular basis. However, many people aren’t familiar or comfortable with the formality or informality of email communication. I will teach you a wide range of business email vocabulary, phrases, and sentences often used by native English speakers. Here are some examples: “as discussed”, “to follow up on our previous discussion”, “this is to inform you that…”, “Thanks for the update”, “Thanks for looking into that”, “Thanks for following up”, “I’ll get back to you”, “Keep me posted”, and many more. This is an essential lesson that will help you write like a professional in almost any workplace. Now it’s time to continue improving with my video on how to write an INFORMAL email in English:

TRANSCRIPT

Oh, there’s free cake in the staff room? Thanks for letting me know. See you there. Yeah, free cake. All right. Hey, everyone. I’m Alex. Thanks for clicking, and welcome to this lesson on writing a business or professional email in English. Now, this is useful for those of you who are just starting a corporate job, or if you are looking to work in an English environment where emails are constant. So, I use my email every day. I can tell you 100% that I have used all of these at one point or another in my emailing career, we’ll say. So, I’ve sent thousands of emails, and I’ve used all of these.

So, these are phrases that you can use in internal emails between yourself and your colleagues, or between yourself and someone who works with your company. So, maybe you know someone who is selling, you know, technology to your company, like printers or computers; maybe there’s someone who supplies paper for your company and you have to interact with them, so you can use these phrases and expressions with them. All right?

So, first we’ll start with the greeting. We have: “Hello”, “Hi”, “Hey, Steve”. Steve – these are all for Steve. So, you notice… If you’re wondering: “Why didn’t you put ‘Dear’? Why didn’t you put ‘To whom it may concern’?” You could still use those. I guess it depends on your own personal comfort with formality. Having worked, like, you know, in Canada and exchanging emails with people in the United States, most people are comfortable with a “Hello” or a “Hi”. Only use a “Hey” for someone you know. So, these are in level of formality.

Next… All right, so one thing you might do in an email is to introduce a new topic or to inform someone of something; maybe not just one person, maybe a group of people, maybe a whole department. So, for example: “This is to inform you that…” Very general. So, maybe someone has received a promotion in your company. This is something you might see from your boss; or if you are a boss or a manager, you might send this to your team. “This is to inform you that”, you know… Let’s say Rosa; you have an employee named Rosa. “This is to inform you that Rosa has been promoted to the position of…” Okay? So you’re giving information to your team.

This one: “Just to let you know”… Now, this is very informal. So, only send this to people you know well, people within your company, maybe a friend in the company. So: “Just to let you know” is a much more informal, casual way that you can use in an email, instead of: “This is to inform you that…” Okay? So, for example: “Hey. Just to let you know, I’m not here on Friday. Please see me if you need anything from me before Friday.” Okay?

Also, you’re introducing a topic, or informing your company, or someone of something, so: “Hey, Steve. Good news!”, “Hey, Steve. Bad news.”, “Hey, Steve. I’ve got good news.”, “I’ve got bad news.” Now, you notice, here, I used an exclamation after “Good news”, you know, it’s a good idea to make it seem exciting, so: “Good news! You know, I just got promoted.” Okay? Or: “Good news! I’m getting a raise.” Okay? Something like this. “Bad news. We’re not getting pizza for free today.”, “Bad news. I can’t make lunch, sorry.” Okay? “I can’t make lunch.” It doesn’t mean you’re creating lunch, you’re making lunch; it means: “I can’t go to lunch with you.” Okay? So, you have: “This is to inform you that…”, “Just to let you know…”, “Good news!”, “Bad news.”, “I’ve got good news.”, “I’ve got bad news.” Okay? […]

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38 COMMENTS

  1. Next, watch my new video on how to write an INFORMAL email in English! https://youtu.be/llqPvcciKEM

  2. Hi Alex

    Thanks for the video, I want to improve my email writing. I believe that your video will be very useful for me.
    Thank you again

    All the best
    Chandra

  4. Hello,
    This is to inform you that.
    Thanks for sharing this video's. Really helpful to me to know some formal sentence.

  5. You are a very good teacher. Always like your videos. Its shame that you have less than a million subscribers however stupid noise makers have more subscribers.

  7. Hi Alex

    Thanks for uploading this video. Your video has helped me very well. I am thankful for your valuable knowledge. I am still practicing formal email and I hope that I would achieve email writing skills.

    Thanks

    Jainil Patel

  8. Thanks Alex for your informative presentation. It really helps organizing emails for a conscience and efficient communication. For future lesson, can you add punctuations to your lesson. Keep up the good work and best of luck for the future.
    Regards
    Sat Laming

  9. Hi Mr, Alex

    This is to inform you that I have been trying to find out like this vedio or rather knowledge to improve my writing skills via e-mail,
    Thanks to co-operated me and all people who have a lost of problems in writing like me.

    Thanks
    Asif Khan

  10. Hey Alex,

    Thanks for the info. My trainer said that I'm doing mistakes while writing an e-mail so I clicked on your video. I believe that I can use the appropriate phrases as per the needs.

    Thank you,
    Madeeha.

  11. Hello sir,

    These is to inform you that on 2-10-2020 there is a meeting in a office .You are requested to come to meeting on this day .
    Could you confirm that you are available for meeting.

    Yours faithfully,

    Mohammed fahad
    Admin assistant
    0545539258.

  13. Thank you, Alex, this is an informative video and a lot to learn. However, I don't see energy in our voice, at some point in time of the video the listeners may fall asleep. Suggest you to show some intonation in your speech so that it will be more interesting.

  18. Hello Alex,
    This is to inform you that you are doing a great work to help community. This video is very advantageous.
    Thanks you
    Abhishek

  20. Hello Alex,

    Thanks for the heads up. I have an interview and my email writting skills are to be tested. Your video has made me feel confident and given me different variations to use for different topics. I hope I get selected for the job.

    Thanks,
    Ravi

  21. Hi Alex,
    Thanks for the posting such kind of very helpful vedio.Could you please confirm when can you post a new video for communicating customers Vai Email, like what should we use and shouldn't use while writing an email to valuable Customers. I already with you by subscribed your channel. Keep me posted.

  22. Hello Alex,

    Thanks for the session, I really enjoy all your tutorials classes.

    Could I also request you to please come up with more similar videos. These video’s help and motivates a lot. Thanks very much in advance for many more videos!

    Kind regards
    Urja

  23. hey alex,

    This is to inform you that Im going to subscribe your channel for your upadate.Thanks you for sharing the knowledge .keep updating us.

    Thank you.

    Sowmyasree

  24. Hello Alex,
    This is to inform you that your teaching method is very good to me. I'm just a newbee and still struggling on how to write an email in English but after watching this video I'm sure that this help me a lot. Could you let me know that my typing or the used of grammar is correct if not please correct me and thanks for your help.
    with many many regards,
    WunDan

  26. Hello Alex
    This is to inform that this session was very informative and watching your video for the first time and it's easy for to be more professional in future
    Thanks for this informative session

  28. Dear Alex,

    As discussed above in your youtube video i am writing this email in your video's comment section wanting to inform you that information that you shared with us about writing an was very useful and helped us to learn the correct formal and informal way to write an email and being informative it was very enjoyable too not an inch of your video got me bored as though out the video i had in mind that you are going to have free cake after the video and it kept me drooling at the same time.
    Regards
    Bikeaholic

  29. Hi Alex,

    This is to inform you that your email class has been very informative to me i was able to learn certain new things, please continue with this good work you are doing as you are saving people like us secure our jobs.

    Regards,
    Bikeaholic

  30. Wait a munite…….something is weird.

    Ahh…..I probably won't need this soon,since I got to wait 2 more years before my first ever English class.

  33. Hello, Alex

    This is to inform you that, your vedeo helped me a lot for learn how to write an email.

    Regards
    Annu

  34. Hey alex,

    This is to let you know that I am bad in English as well as in my native language. Do you think that will fuck me up ?

    Regard,
    Hymen2

  35. Hey Alex,
    How are doing?
    Please help us with the use of commas and full stop should be used, after which preposition like after the the word 'that' do we need use a comma.
    Eg: I would like to inform you that, ?

  36. Hey Alex, I loved this video, it was very educational, please could you make a video on writing a formal. email.Regarding….

  37. Hello Alex,

    This is to inform you that the session on email writing is very informative and learnt many new techniques on how to communication through emails with my internal and external colleagues.

    Thanks
    Nigel Picardo

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