How to write an email in English?

The English language is becoming more and more important in the business world, being essential to maintain international contacts. For this reason, all members of a company should have at least an intermediate command of this language.

As far as knowledge and command of the language is essential, to write and understand emails with proposals and budgets. Allowing its collaborators to establish fluid communication with their clients and thus reach a satisfactory agreement.

Would you like your team to have the right tools to write an effective email in English? In this post we show you a complete guide with the best advice and examples so that your collaborators can perfect the writing of the language in a short time.

Importance of English in the world of work

It is no secret to anyone that English is the most spoken language in the world. Therefore, it is the most used in the corporate and business sector.

But English is not only an essential tool in the financial world. It is also the official language of important international organizations in the political, health and scientific sectors.

English is undoubtedly a universal means of communication. This means that, regardless of the sector in which you work, knowing how to write and speak this language correctly is essential to achieve a better position in the workplace.

Learning English is an essential requirement to stand out in an increasingly globalized and competitive world. It is a determining factor to develop professionally.

Advantages of learning English

Have you ever wondered the importance of having a work team that speaks and writes English correctly? Here are three reasons why you should train or reinforce the language in your group of collaborators:

• Motivate the team

Learning a new language is a form of personal and professional improvement. As for encouraging continuous training, it is the best way to help the team achieve its goals. At the same time, you will have employees who are more committed to the organization.

• Have more competent workers

Today, English is used for the performance of numerous functions within a company. From writing an email, to closing a business contract for the organization.

• Access information that is only available in English

Advances in the professional field do not remain intact forever. From time to time there are updates in the labor area and much of this information is in English. A team that understands the language is not only up to date. You can also access any content required by the company to conduct business, procedures or even investigations.

Tips for using technical English in your emails

To be able to write an email it is not necessary to know the language as if it were bilingual, you just have to follow some tips and carry out good communication. Among them we can highlight:

• It is not appropriate to write an email in capital letters, they give the impression of anger or disagreement, and it does not cause a good image to those who are reading it.

• Must be clear on the matter, the success of emails sent in a chain, often has to do with the ability to summarize what is expressed in the subject.

• Be concise in the body of the message, there is no need to describe too much, only the specific proposal should be written.

• Use an English Spanish translator, is an extremely useful support tool for looking up words or phrases that are not fully understood and it saves you time.

These first tips refer to the form, however, we must also keep in mind the explicit modes of writing. Regarding the formal text, the following parts of the email should be considered:

1. Subject (subject): must be clear and refer to the content of the email, for example “New products”.

2. salutation (header): when an email is sent for business reasons, the ideal is to maintain a formal tone, so it is advisable to greet with "Dear" and not with "Hello" or "Hi". To personalize and generate empathy, you can also add the name of the person you are referring to, for example Dear Mr. Smith or Dear Ms. Emma.

3. Bodysuit (body): to start, you can put phrases like “How are you? I hope you are doing well”; After this introduction, the specific reasons for the communication must be entered, they are suitable for this case: “I am writing because…”, or “the reason I am writing is because…” and then the specific reason for the email.

4. Closing (farewell): the email can be concluded with phrases such as “Sincerely”, or “Sincerely yours”. You can also program a signature to be used in all emails, it will contain the final greeting and the data of the sender, such as name, telephone number, company data or whatever is considered appropriate.

Vocabulary for formal English emails

greetings

If you don't know his name

• Dear Sir/Dear Madam / Dear Sir- Dear Madam

• Dear Miss

• Dear Sales Manager (job title) /Dear Sales Manager or job title

• To whom it may concern

if you know the name

• Dear Mr Johnson / Dear Mr Johnson, used for single and married men

•  Dear Ms Johnson / Dear Mrs Johnson

• Dear Mrs Johnson (married) / Dear Mrs Johnson, used for married women

• Dear Miss Brown (single) / Querida Señorita Brown, used for single women

• Dear Ms Julia / Querida Señorita Julia, used when marital status is unknown

Introduction

• I am writing to

• I am interested in / I am interested in

• I am writing to inform you that…

•  I am contacting you to

• I am happy to inform you that / I am happy to inform you that…

•  I would like to

•   I am writing with regard to / I am writing with regard to…

•  I am writing in connection with / Le escribo in relation to…

• Would you please send me more information about? / Could you send me more information about?

To thank or reply

• Thank you for your email

• Following your email from / Following your email

• In reference to your email / In reference to your email

•  I am emailing in reference to / I am sending you this email in reference to…

• In reply to your e-mail, I / In reply to your email, I…

Body (Message Body)

• I would really appreciate if you could

•  This is an urgent matter

• Can I have? / could give me

• Please, could you? / Please could I?

• We regret to inform you that / We are sorry to inform you that…

• We are to confirm that / We can confirm that

• Could you..? / Could you

Closing

• If you have any questions, do not hesitate to contact me / Feel free to contact me if you have any questions

• Let me know if you need anything else

• Thanks you for your help

• I look forward to hearing from you / I await your news

• Thanks in advance

• Please, feel free to contact me if you have any questions

Farewell (Farewell)

• Sincerely / Sincerely

• Yours sincerely

•  respectfully / respectfully

• You're cordially / Yours cordially

• Yours faithfully / Sincerely

Examples of formal emails in English

1. Mail requesting employment information

Dear, [Name]

My name is [Your name] and I am currently working as [Position you are holding] in the company [Name of the company you are working for].

Through this email I would like to express my interest in the position of [Position you are applying for], since it corresponds perfectly to the previous roles I have carried out and in which I would like to continue to deepen.

Likewise, I would like to highlight some points within my professional career that could be of interest to you:

· My wide knowledge and experience in the sector of [Sector in which you have worked], has allowed me to have a domain in [Programs or acquired knowledge].

· My work with international teams [or other departments], has helped me to develop new skills for teamwork.

· My [Hobbies, awards, travels, etc.], have allowed me to work in project leadership and have helped me to stay enthusiastic about new challenges.

Below I attach to this email my Curriculum Vitae, hoping that my profile can be useful for the development of the company.

Thank you in advance for your attention.

Kind regards,

[Your name]

Translation

Dear [First and last name of the person to whom the email is addressed],

My name is [Your first and last name] and I currently work as a [Position held] at the company [Name of the company you work for]. Through this email I want to express my interest in the position of [Position you are applying for], since it corresponds perfectly to the previous missions that I have carried out and in which I would like to continue deepening.

Likewise, I would like to highlight some points of my professional career that could be of interest to you:

My extensive knowledge and experience in the sector of [Sector in which you have worked], has allowed me to have a domain in [Programs or knowledge acquired].

My work with international teams [or other departments] has helped me develop new teamwork skills.

My [Hobbies, awards, trips, etc.], have allowed me to work in project management and have helped me maintain enthusiasm for new challenges.

In this way, I allow myself to accompany this email with my Curriculum Vitae, hoping that my profile can be useful for the development of the proposed mission.

I thank you in advance for your attention.

A cordial greeting,

[Your name]

2. If you want to attach documents

1. Attached below you will find the documents regarding... / Attached you will find the documents regarding.
2. Attached in this mail you will find the documents you requested/ Attached you will find the documents you requested
3. I am attaching... / I am attaching

3. Email requesting meeting

Dear [name],

It was very nice to meet you at [name of event]. I enjoyed talking to you and learning more about [topic covered]. Thank you for your advice and your views on the field of [your industry].

As I told you, I am interested in [your target], so I would like to meet with you to talk about [clear purpose]. I'm usually free on [days of the week and hours when you're free]. Would one of those times be good for you? I could adjust my schedule to yours if that's convenient for you.

I hope we can talk soon.

Yours sincerely,

[Yam]

[Company]

[Phone number]

Translation 

Dear [name],

It was very nice to meet you at [event name]. I really enjoyed talking with you and learning more about [discussed topic]. Thank you for your advice and insights into the field of [your industry].

As I mentioned before, I'm interested in [your purpose], so I'd like to meet with you to talk about [clear purpose]. I am usually free on [days of the week and hours you are free]. Would it come in handy for you at any of those times? I could adjust my schedule to yours if that suits you.

I hope we can talk soon.

Sincerely,

[Name]

4. Mail informing about employee vacations or office closures for special dates 

Dear [name]

We would like to inform you that this year the company will take a collective vacation. These will start from the day (indicate the day, month and year in which the vacation will start) until the day (indicate the day, month and year in which the vacation will end), in which you will have to start your work again .

Thank you for your attention.

Yours sincerely,

[Name of person]

Translation

Dear [name]

We are writing to you with the intention of informing you that this year the company will take collective vacations. These will start from the day (indicate the day, month and year in which the vacations will begin) until the day (indicate the day, month and year in which the vacations will end), on which they must start their work again.

Thank you for your attention.

Sincerely,

[Name of individual]

5. Mail informing about change of dates of events or business meetings

Dear Mr. [Name]

By this email I would like to inform you that the meeting scheduled for [day and date] is cancelled. In the next few days we will send you new possible dates, please feel free to choose the date that suits you best.

We hope that this postponement has not caused you any major inconvenience and we apologize for this.

Without further ado, best regards. [Name of person]

Translation

Dear. [Name]

Through this letter I want to inform you that the meeting scheduled for [day and date] is cancelled. In the next few days we will inform you of a new date to see if it fits your schedule.

We hope that this postponement has not been a major inconvenience to you and we apologize for it.

Without further, receive a best regards. [Name of individual]

6. Email to reserve hotel for business trip

Dear Mr/Mrs

I would like to know if you have a two room available for [date and time]. It is for two of our executives traveling for business. If it is possible, we would like the most comfortable rooms. Could you confirm the price?

Thank you in advance. I'm looking forward to hearing from you. 

Best regards,

[Name of person]

Translation

Dear Mr./Mrs.,

I would like to know if you have a double room available for [day and date]. It is for two executives from our company who are traveling on business. If possible, we wanted the most comfortable rooms. Could you confirm the price for me?

Thanks in advance. I await your news.

Best regards,

[Name of individual]

7. Mail reporting a technical problem 

Dear [name of contact person]:             

I am writing to inform you that on [date], I purchased [or had repaired] a [name of product with serial or model number or service performed]. I made this purchase on [place, date and other important details about the transaction].

Unfortunately, your product did not work properly [or the service was inadequate] because [explain the problem].

I would appreciate it if you would [explain the specific action you want] to resolve this problem. I am enclosing copies [copies, not originals] of the transaction receipts [receipts, warranties, paychecks, contracts, serial and model numbers, and any other documents in your possession] pertaining to this purchase/repair.

I look forward to your response and a resolution to my problem. I will wait [set a time frame] before seeking assistance from a third party.

Sincerely,

[Your full name]

Translation

Dear [name of contact person]:         

I am writing to inform you that on [date], I purchased [or had repaired] a [name of product with serial or model number or service performed]. I made this purchase at [place, date and other important details about the transaction].

Unfortunately, your product did not work well [or the service was inadequate] because [explain the problem].

I would greatly appreciate it if you would [explain the specific action you would like] to resolve this issue. I am enclosing copies [copies, not originals] of transaction documents [receipts, warranties, paychecks, contracts, serial and model numbers, and any other documents in your possession] pertaining to this purchase/repair.

I look forward to your response and a resolution to my problem. I will wait [set a time frame] before seeking assistance from a third party. 

Sincerely,

[Your full name]

translation resources

• DeepL Translator: Free Spanish English translator that uses artificial intelligence to deliver highly accurate and consistent interpretations. We recommend using this tool to refine previously written text.
• Wordreference: We recommend it to consult vocabulary and punctual expressions. It also has a doubts forum managed by a community of polyglots and language students.
• Google Translate: Google's English Spanish translator has improved a lot in recent years, although we suggest using it to translate short sentences. 

In order to write a email With this type of information, it is only necessary to have basic knowledge of the foreign language and specific vocabulary on the subject of the company or business for which you work.

Communicating today is very simple, you just have to have a little of your time and with the right tools to be able to do it.

conclusion

Now that you know the importance of your team knowing how to speak English, it is important that you train your collaborators. Doing so allows for more competent, motivated and committed workers with the objectives of the organization.

Do you want your team to learn English, but don't know where to start? At English2Go we have personalized courses for your team to achieve their goals. Enter our website and select the training that best suits the needs of the organization.

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