BUSINESS ENGLISH - WRITING A BUSINESS-APPROPIATE EMAIL
Explicación
Tower Languages
Online Learning is Today
Created by Julio Ángel R. — Bilingual Educator
Block 1 — Professional Emails
Business English · 4️⃣
📌 A good professional email is…
📐 1. Standard Structure of a Professional Email
Direct but polite
Structured logically
Easy to scan
Focused on one main objective
The 7-Part Structure
every professional email follows this order
1
Subject Line
Clear and specific — tells the reader exactly what the email is about before opening it.
2
Greeting
Sets the professional tone — "Dear Mr. Anderson," / "Hi Sarah,"
3
Opening Line — Purpose
State the reason for writing immediately. "I am writing to follow up on…"
4
Main Message — Details / Action
Short paragraphs with context, attachments, or key information.
5
Call to Action
What do you need the reader to do? "Could you kindly review…?"
6
Closing Line
A polite ending sentence. "I look forward to your response."
7
Sign-off + Signature
"Best regards," followed by name, title, company and contact details.
Formal Email — Annotated
each part labelled with its function
Subject:
Follow-up on Q3 Partnership Proposal
1️⃣ Subject Line
Dear Mr. Anderson,
2️⃣ Greeting
I hope this message finds you well. I am writing to follow up on the partnership proposal we discussed during last week's virtual meeting.
3️⃣ Opening / Purpose
As mentioned, we believe that a collaboration between our companies could significantly expand our presence in the European market. Please find the revised proposal attached, including the updated pricing structure and projected timelines.
4️⃣ Main Message
Could you kindly review the document and share your feedback by Friday? We would be happy to schedule another call to address any questions or concerns.
5️⃣ Call to Action
Thank you for your time and consideration. I look forward to your response.
6️⃣ Closing Line
Best regards,
Daniel Ruiz
Business Development Manager
GlobalTech Solutions
daniel.ruiz@globaltech.com · +1 202 555 0147
7️⃣ Sign-off + Signature
Daniel Ruiz
Business Development Manager
GlobalTech Solutions
daniel.ruiz@globaltech.com · +1 202 555 0147
| Component | Function | Example from Email |
|---|---|---|
| 1️⃣ Subject Line | Clear purpose of the email | Follow-up on Q3 Partnership Proposal |
| 2️⃣ Greeting | Sets professional tone | Dear Mr. Anderson, |
| 3️⃣ Opening | Reason for writing | I am writing to follow up… |
| 4️⃣ Main Body | Context and details | Please find the revised proposal attached… |
| 5️⃣ Call to Action | Request to the reader | Could you kindly review… |
| 6️⃣ Closing | Polite ending sentence | Thank you for your time and consideration. |
| 7️⃣ Sign-off | Professional closing | Best regards, |
| ✍ Signature | Identity and contact info | Name, title, company, contact details |
Phrases Ready to Use
opening · attachments · requests · closing
📨 Opening Purpose
"I am writing regarding…"
"I am reaching out to…"
"Further to our recent conversation…"
📎 Referring to Attachments
"Please find attached…"
"Attached you will find…"
"I have included the document for your review."
📋 Making Polite Requests
"Could you please confirm…?"
"Would you be able to…?"
"I would appreciate it if you could…"
🤝 Closing Politely
"I look forward to hearing from you."
"Please do not hesitate to contact me."
"Thank you in advance for your assistance."
What to Avoid
direct language · long paragraphs · informal expressions
❌ Being Too Direct
❌ Too direct — sounds aggressive
"Send me the contract."
✅ Better — polite and professional
"Could you please send the updated contract?"
📄 Avoid Writing Long Paragraphs
Use short, clear paragraphs with one idea per paragraph. Long blocks of text are harder to read and may cause the reader to miss key information.
🚫 Overusing Informal Expressions — Avoid these in formal emails:
❌ "Hey" as a greeting
❌ "ASAP" in formal contexts
❌ Emojis in formal communication
🧠 Before sending — ask yourself these 3 questions
1
Why am I writing? — Is the purpose clear in the first two lines?
2
What do I need from the reader? — Is the call to action specific and polite?
3
What happens next? — Does the closing sentence set expectations clearly?
💡 Golden Rule
If those three questions are clearly answered in your email, it works.
Ejercicio 1
Tower Languages
Online Learning is Today
Created by Julio Ángel R. — Bilingual Educator
Present Simple: Affirmative Form
— / 12
Instrucción: Selecciona la forma correcta del verbo para completar cada oración.
1
She
English every afternoon.
2
I
at night.
3
They
to the gym on Mondays.
4
My dog
in the garden.
5
We
pizza on Fridays.
6
He
his homework at 7:00 PM.
7
You
very well.
8
My mother
in a big office.
9
The birds
in the morning.
10
We
our car every Sunday.
11
My friend
a new book.
12
You
beautiful songs.
Ejercicio 2
Tower Languages
Online Learning is Today
Created by Julio Ángel R. — Bilingual Educator
Present Simple: Focus on Person Names
— / 12
Instrucción: Elige la conjugación correcta. Recuerda: Nombres propios (singular) = 3ª Persona → verbo con -s / -es / -ies.
1
Jenny
her hair every morning.
2
Karl
a red bicycle.
3
My sister
scary movies.
4
I
breakfast at 8:00 AM.
5
The cat
on the sofa.
6
You
the guitar very well.
7
Mark
to the office by bus.
8
My father
a lot of water.
9
We
in a small house.
10
The baby
when he is hungry.
11
Sarah
a delicious cake.
12
Mr. Smith
Mathematics.