How to Write Professional Work Emails in British English, by British English Teacher Roy on YouTube. 14 min 35 s.
- Video length
- 14 min 35 s
- Time to do it
- 15 minutes
- Difficulty
- Easy
- Steps
- 8
What you need
Steps
Read your draft and decide how formal it needs to be. A message to a close colleague can be friendly and direct. A first email to a client or senior manager needs more care.
Open with a greeting that matches the relationship. Use Hi plus the first name for people you know, and Dear Mr or Ms plus the surname when you do not.
State your reason for writing in the first line. Keep it short and clear so the reader knows what the email is about straight away.
Soften requests and bad news with indirect phrases. Instead of I want, try I was wondering if you could, and instead of no, try I am afraid that is not possible.
Add polite phrases where they fit, such as Please let me know, Thank you for your help, or I hope this is helpful. Do not stack too many in one email.
Check for common mistakes. Avoid mixing very formal words with casual ones, and avoid blunt commands like Send me the file.
Close with a sign-off that matches your greeting. Use Yours sincerely when you used the person's name, and Yours faithfully when you used Dear Sir or Madam.
Read the whole email once more out loud. Cut any sentence that sounds stiff or repeats the same idea, then send it.
Tips and common mistakes
Being too formal can sound cold or strange to British readers, so aim for polite but natural.
Use I am afraid or I am sorry to soften bad news instead of saying it plainly.
Keep one clear ask per email so the reader knows exactly what you need.
Match your sign-off to your greeting, or the email will look careless.
Questions
Should I use Dear Sir or Madam?
Only when you truly do not know the person's name. If you can find a name, use Dear Mr or Ms plus the surname, which sounds warmer and more modern.
Is Yours sincerely or Yours faithfully correct?
Use Yours sincerely when you greeted the person by name. Use Yours faithfully when you used Dear Sir or Madam. Both are still accepted in British business writing.
How do I ask for something without sounding rude?
Use indirect phrases such as I was wondering if you could or Would it be possible to. Add please and thank you, and explain briefly why you need it.
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.
