How to Write a Business Email in English as a Non-Native Speaker

Most business email in English is now written by people whose first language is something else, and most of it is fine. The emails that go wrong do so for a few repeated reasons: they open with a paragraph before saying why they were sent, they use phrases learned from older textbooks that modern readers find odd, and they try to sound formal and end up sounding stiff. This guide fixes those three things with a structure, a short list of phrases, and two rewritten examples.

The structure that always works

1. Subject line: what the email is about, in five to eight words. "Invoice 2041: payment date" rather than "Regarding our conversation". The subject line guide has twenty examples.
2. Greeting: "Hi [First name]," for almost everyone; "Dear [Mr/Ms Last name]," only for a first contact in a formal field. "Dear Sir or Madam" and "To whom it may concern" tell the reader you do not know who they are; find out.
3. Why you are writing, in the first sentence. "I am writing to ask whether the order can ship on Friday." Readers decide in that sentence whether to keep reading.
4. The details, in short sentences or a list. One idea per sentence; one ask per email.
5. What you want and by when, then a short close and your signature. "Could you confirm by Thursday? Thanks, [Name]."

Twenty phrases that always work

• Opening: "I am writing to ask about…", "Thank you for your email about…", "Following our call this morning…", "Quick question about…"
• Asking: "Could you send me…?", "Would it be possible to…?", "Can you confirm that…?", "Please let me know if…"
• Giving bad news: "Unfortunately, we cannot…", "I am sorry, but…", "We are not able to… because…"
• Agreeing: "That works for us.", "Confirmed: we will…", "Happy to do that."
• Attaching: "I have attached…", "The invoice is attached.", "Please see the attached…"
• Closing: "Thanks in advance.", "Let me know if you have any questions.", "Looking forward to hearing from you.", "Best regards," / "Kind regards," / "Thanks,"

Words and phrases to avoid

• "Kindly" as in "kindly do the needful" or "kindly revert". Common in Indian and some African business English, but to readers elsewhere it sounds like an order or an old letter. Use "please", and "reply" instead of "revert".
• "Do the needful". Say what is needed: "please approve the quote".
• "The same" as a pronoun: "please find the invoice and confirm the same". Use "it".
• "Please find attached herewith" and "as per". "Attached is…" and "according to…" or "as we agreed".
• "I hope this email finds you well." Harmless, but it delays the point by a sentence. Cut it unless you know the person.
• "Revert back", "discuss about", "reply me", "informations", "advices", "furnitures", "equipments". Reply, discuss, reply to me, information, advice, furniture, equipment.
• "Sir" or "Ma'am" in the body of an email to a colleague or a supplier. It reads as either very old-fashioned or ironic.

The mistakes readers notice most

• Articles. English wants "a", "an" or "the" in front of most singular nouns: "the invoice", "a meeting". Missing articles are the single most common sign of a non-native writer; they are also the least important, because the meaning is still clear.
• Long sentences joined with "and" and "also". Break them. A sentence of twenty words is long enough.
• Being too formal. "I would be most grateful if you could kindly consider…" makes a simple request sound like a petition. "Could you…?" is polite in English.
• Being too direct in a refusal. "No, we cannot" is fine between colleagues but harsh to a customer; "Unfortunately we cannot do that, but we can…" keeps the door open.
• Capital letters for emphasis, and exclamation marks. One exclamation mark per email at most, and none in a complaint.
• Mixed spellings. British "organise, colour, centre" or American "organize, color, center" are both fine; pick one and stay with it, usually the one your main customers use.

Before and after: asking for payment

Before:
Subject: Regarding

Respected Sir,

I hope this email finds you in good health. This is to kindly inform you that the invoice number 2041 has been sent to you on 2nd of last month and till date the payment for the same has not been received at our end. We would be highly grateful if you could kindly look into the matter and do the needful at the earliest and revert back.

Thanking you,
[Name]

After:
Subject: Invoice 2041: payment now overdue

Hi [First name],

Invoice 2041 for [amount] was due on [date] and we have not yet received payment. Could you let me know when it will be paid, or tell me if there is a problem with it?

The invoice is attached again for convenience.

Thanks,
[Name]
[Company]

Before and after: declining a request

Before:
Subject: Your request

Dear Madam,

With reference to your below mail, we regret to inform you that the same is not possible from our side as per company policy. Kindly understand.

Regards,
[Name]

After:
Subject: Re: Delivery on Saturday

Hi [First name],

Thank you for asking. Unfortunately we cannot deliver on Saturdays, because our drivers do not work weekends.

We can deliver on Friday afternoon or first thing Monday. Would either of those work for you?

Best regards,
[Name]
[Company]

Before you send

• Read it aloud once. Anything you stumble over, the reader will too.
• Check that the first sentence says why you are writing and the last says what you want.
• Check the name in the greeting against the name in their signature, and the attachment is attached.
• A spelling and grammar checker in the browser catches most article and plural slips; use one, but do not let it make the email longer.
• The etiquette guide covers reply times, reply-all and tone, and the signature guide covers the sign-off block.

Common questions

Is "Hi" too informal for a customer?

No, in most English-speaking business contexts "Hi [First name]" is the standard opening, including with customers and senior people. Use "Dear" for a first contact in law, finance, government or a very formal company, and switch to "Hi" once they do.

How do I end an email politely without sounding stiff?

"Thanks," for anything routine. "Best regards," or "Kind regards," for anything more formal. "Yours sincerely" and "Yours faithfully" belong in letters.

Should I apologise for my English?

No. It draws attention to something the reader had probably not noticed, and it suggests the content might be unreliable too. Write clearly and let the email speak.