Do You Speak ‘Email English’?
If you didn’t grow up writing emails in English, it can be hard to know where the line is between polite, awkward, and just plain weird.
Do you say “Dear” or “Hi”?
Is “Best regards” too formal?
What does “Hope this finds you well” even mean?
Welcome to the world of Email English — a special kind of language that’s formal(ish), polite(ish), and often full of invisible rules.
Here’s a short guide to help you sound more natural, clear, and professional when writing emails in English — especially if it’s not your first language.
📩 1. Start Friendly, Not Stiff
“Dear Sir or Madam” sounds like a letter from 1962.
Try:
Hi [Name],
Hello [Name],
Dear [Name], (if it’s formal or academic)
Avoid:
“Respected Sir,” “Most kindly,” or “Esteemed Mr.” — too much!
✍️ 2. Keep the Greeting Line Light
British English loves a polite opener — but not too much.
Instead of:
“I hope this message finds you in good health and high spirits…”
Try:
“I hope you're well.”
“I hope your week’s going smoothly.”
Or skip it altogether and just start with your point.
📌 3. Get to the Point (Gently)
Don’t bury your main point in too much polite filler. Be warm, but clear.
✅ “I’m writing to ask if you could send the document by Thursday.”
✅ “Would you be available for a short call next week?”
Avoid over-apologising or saying “Sorry for disturbing you” unless you really mean it.
🪶 4. Sign-Offs That Actually Work
Here’s a cheat sheet:
Context Sign-off
Formal. Kind regards / Best regards
Semi-formal All the best / Many thanks
Friendly Best / Thanks / Cheers (UK only)
Avoid:
“Humbly yours” or “Yours faithfully” unless you're applying to a 19th-century university.
✨ 5. Use Clear, Simple English
Your email doesn’t need to be full of long phrases like:
“With reference to the aforementioned subject matter...”
“We kindly request you to kindly...”
Just say:
“I’m writing about...”
“Could you please...”
“We’d appreciate if...”
Final Thought: Confidence Over Complexity
Your emails don’t need to sound fancy — they need to be clear. Keep it polite. Keep it human.
And remember: a short, honest message is usually the most professional of all.