Business English Communication Via Email

Essential Business Email Communication Phrases for Non-Native English Speakers

Are you a non-native English speaker who is new to the world of business communication?
Are you looking for some guidance on how to effectively use English in your emails? If so, you’ve come to the right place.
This blog post will provide essential tips and phrases to help you communicate clearly and professionally when using English as a second language in business emails. We’ll explore common phrases used in opening and signing off emails, as well as some other key strategies to ensure your emails are understood and effective. Read on to learn more!
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Opening Phrases

When opening an email in a business setting, it is important to set the tone and make a good impression on the recipient. For non-native English speakers using English as a second language in the workplace, it is essential to know the most commonly used phrases for beginning emails.
Here are some examples of phrases to use when starting a business email: 
1. “Dear [name]” – This is the most common phrase used when starting an email and should be used when the recipient is known by name. For example, “Dear Mary”.
2. “To whom it may concern” – This phrase should be used when the recipient is unknown or if the email is being sent to multiple people.
3. “Greetings” – This is an informal way to start an email, usually for emails to colleagues or people with whom you have an established relationship.
4. “Hello” – This is similar to “Greetings” and can be used interchangeably.
5. “Hi [name]” – This is another informal way to start an email and is only appropriate for emails to colleagues or people with whom you have an established relationship. For example, “Hi John”.
6. “Good morning/afternoon/evening [name]” – This phrase should be used depending on what time of day it is when you are writing the email. For example, “Good afternoon Mary”.
7. “I hope this email finds you well” – This is a polite and courteous way to start an email and can be used regardless of whether or not you know the recipient by name.
8. “It was nice to meet you at [event]” – If you recently met the recipient at an event, it can be appropriate to begin the email by mentioning it.
Using these phrases when starting emails in a business setting can help ensure that you make a good impression on the recipient and create a professional tone from the beginning of your communication.

Signing Off Phrases

Signing off an email is a way of showing politeness and respect to the recipient. It’s important to be aware of different cultural norms when writing emails in business English, particularly if you are a non-native English speaker.
Here are some commonly used phrases for signing off emails in business English.
  1. “Best regards”: This phrase is typically used when writing to someone outside of your company or organization. For example: “Best regards, John Smith.”
  2. “Kind regards”: This phrase is similar to “best regards” and is a polite way of ending an email. For example: “Kind regards, John Smith.”
  3. “Thanks”: This is a simple, but polite way to end an email. It shows gratitude to the recipient for taking the time to read your message. For example: “Thanks, John Smith.”
  4.  “Cheers”: This phrase can be used in a professional context when writing to someone who you know well and have an established relationship with. For example: “Cheers, John Smith.”
  5. “Sincerely”: This phrase is most commonly used when writing to someone within your organization or company. For example: “Sincerely, John Smith.”
  6. “Regards”: This phrase is a polite way to end an email that is both professional and friendly. For example: “Regards, John Smith.”

General Useful Phrases

When writing emails in English as a second language, there are some general phrases that can be helpful in any situation. These phrases can be used to give additional context and help create clarity between the sender and recipient.
  1. Thank you in advance: This phrase is used to express gratitude before a response has been received.
  2. I look forward to hearing from you: This phrase is used to show enthusiasm and anticipation of a response.
  3. Please let me know if you have any questions or concerns: This phrase expresses openness and willingness to answer any questions or address any issues that might arise.
  4.  Please find attached: This phrase is used to let the recipient know that a file or document has been included with the email.
  5. If there is anything else I can do for you, please let me know: This phrase expresses a willingness to help in any way possible.
  6. Apologies for the delay in responding: This phrase is used to address any delay in responding to an email, conveying an apology for the lateness of the reply.
  7. Kind regards: This phrase is a polite and respectful way to end an email.
Using these phrases will help business English students communicate more effectively when using English as a second language in the workplace. They can help create understanding and promote successful communication between the sender and recipient of the email.
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3 thoughts on “Essential Business Email Communication Phrases for Non-Native English Speakers

  1. Pingback: Ending Emails with Finesse: Essential English Phrases

  2. Pingback: Effective Phrases to Use When Beginning English Business Emails | Learn Laugh Speak

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