Business Email English for Non-Native Speakers

When you write work emails in a second language, it is easy to spend more time choosing a polite phrase than deciding what you need to say. Start with the task: what should the reader understand or do after reading?

Use words you can adapt confidently. A short, clear request is often easier to control than a formal expression copied from a letter template.

Use a direct question for a request

Could you send the revised file by Thursday?

Could you confirm whether the meeting is still going ahead?

Would you be available for a 20-minute review next week?

These are complete requests. You can add a reason if it helps: “I need the revised file to prepare the customer pack.”

Avoid adding several layers of hesitation, such as “I was just wondering if perhaps you might be able to.” The sentence becomes harder to read, and the reader may miss the task.

Check phrases translated from your first language

Some expressions are common in particular English-speaking workplaces but less familiar elsewhere. “Please revert” may be understood as “please reply” in one setting and as “return to an earlier version” in another. For an international audience, “please reply” is more explicit.

Likewise, “do the needful” doesn’t identify the action. Replace it with the specific task: “Please approve the request in the purchasing system.”

This is about making the request portable across teams, not judging one variety of English as inherently better than another.

Make dates unambiguous

A date such as 04/05 can be read as April 5 or 4 May. Writing the month name avoids that problem. Include a time zone when people work in different locations.

Instead of “Please send it tomorrow EOD,” try “Could you send it by 5 p.m. London time on 8 October?” Check that the deadline is realistic before adding it.

Edit in two passes

First, check the facts: recipient, task, dates, links, and attachments. Then check the wording. Read each sentence and ask whether it adds something the reader needs.

If you’re unsure about tone, write a plain version before adding formality. The tone guide compares the same request for different readers, and the format guide shows how to organize the message.

Practice helps when it includes revision. Try the email writing exercises, save your first draft, and compare it with your edited version. Notice the changes you can reuse in your next real email.