How to Write Professional Emails in English (5-Part Formula) | Business English Ep. 3, by English with Mia on YouTube. 5 min 35 s.
- Video length
- 5 min 35 s
- Time to do it
- 15 minutes
- Difficulty
- Easy
- Steps
- 10
What you need
Steps
Open your draft and check the tone, not just the grammar. Correct sentences can still sound rude if they are too direct.
Start with a greeting that uses the person's name, such as Dear Sarah or Hi Tom. Match the formality to how well you know them.
Write one short sentence that states the purpose of the email. Say why you are writing before adding any background.
Add the details the reader needs: dates, numbers, files or context. Keep them in short sentences or a bullet list.
Make your request with a polite phrase like Could you, Would you be able to, or I'd appreciate it if you could.
Close with a short line such as Thank you for your help, then a sign-off like Best regards and your name.
Replace the phrase I want with I would like or Could I have. It states the same need without sounding demanding.
Replace ASAP with a real deadline, such as by Friday at noon. A date is clearer and less pushy than ASAP.
Replace Waiting for your reply with Could you let me know by Thursday? It asks for a response instead of pressuring.
Read the whole email once more and compare it to the full example. Check that each of the five parts is present.
Tips and common mistakes
Put the request near the end but make it easy to find, so the reader knows what to do.
One email should carry one main request. Split unrelated asks into separate messages.
Use a clear subject line that names the topic and any deadline.
Avoid all caps and exclamation marks in work emails, even when you are in a hurry.
Questions
What are the five parts of the formula?
Greeting, purpose, details, request and closing. Each part is one or two short sentences.
Why does ASAP sound rude?
It pushes urgency onto the reader without saying when you actually need it. A specific date and time works better.
Is I want always wrong in an email?
It is very direct. In most work emails, I would like or Could I have sounds more professional.
This guide was drafted from the video's details and general task knowledge. It has not been checked against the full video. Check the video and relevant product instructions before following a procedure. Report a correction.
