6 things to consider when writing English emails

A overhead shot of a person sat on a chair with a laptop to their left is icons of envelopes

Every day, an astonishing number of emails are sent and received worldwide. While a considerable amount of these are informal messages between friends, the majority are for business purposes. Whether you’re emailing someone you work with, applying for a new job or making new connections, here are some general rules to follow when writing English emails…

1. Know your tone

Always consider who you are writing to and adapt your language accordingly. Emails are less formal than letters, so it’s fine to start your email with “Hi” or “Good morning” – but it may be better to write “Dear…” if you are emailing someone for the first time or if they are senior to you. Similarly, ending emails with “Best/kind regards” rather than “Yours sincerely/faithfully” works well, with the latter being more appropriate for a formal email. Whatever the relationship, though, don’t feel tempted to use laid-back, colloquial expressions like “Hey, you guys”, “Yo!”, or “Hi folks”.

2. It’s all about the titles

It’s increasingly common to use first names in international business communications, so don’t be afraid to do so. Another title to consider is your email subject header: a short, clear text is important as busy people often decide whether to even open an email depending on the subject header. Examples of a good subject header include “Meeting date changed”, “Quick question about your presentation”, or “Suggestions for the proposal”.

3. Use a professional email address

If you work for a company you’ll be using your company email address. But if you’re using a personal email account because you’re self-employed or looking for a new job, you should be careful when choosing that address.

You should always have an email address that includes your name so that the recipient knows exactly who is sending the email. Email addresses that you created while you were in school or college (IloveJohn@… or “Beerlover@…) are not appropriate for the workplace!

4. Limit the small talk

Small talk can help to build relationships but it doesn’t need to be overly personal. A simple “I hope you are well” or “How are things?” will usually suffice. Also, be cautious with humor as it can easily get lost in translation without the correct tone or facial expressions that accompany face-to-face meetings. It’s safer to leave out humor from emails unless you know the recipient well.

5. Keep it simple

Emails are intended to be written, read and understood quickly, so only include the important details – and avoid saturating your message with unnecessary information.

6. Proofread every message

Always check your emails before pressing Send. Read and re-read your email a few times, preferably aloud, to ensure there are no spelling or grammatical mistakes. And never just rely on the auto spell-check; spell-checking software doesn't always understand the context of your writing and can throw you off with incorrect suggestions.

Happy emailing.

Read our blog post on business writing tips

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    The ultimate guide to language assessment in business

    By Samantha Ball
    Reading time: 7 minutes

    Effective international communication is crucial in the world of global commerce. In today's borderless marketplace, companies need to be linguistically flexible to be successful. For HR managers and business practitioners, comprehensive language evaluations are not just an add-on but a vital duty that can enhance your organization's success in the international market.

    This guide will take you through the crucial role of language assessment in business. It will discuss why language assessment is important, how to effectively implement it, its benefits for students and business professionals, and the current tools and technologies available. By the end, you will have the knowledge to identify the significance of language assessment in your business and make informed decisions that reflect the essential role of linguistic ability in the modern global economy.

    Why language assessment matters

    Enhancing communication effectiveness

    Effective communication is the lifeblood of any successful business. When diverse teams come together, be it in an office, on a shop floor, or at a virtual meeting, the ability to exchange information clearly and concisely can mean the difference between streamlined operations and costly misunderstandings. Language assessment ensures that employees possess the necessary language skills needed to communicate across teams and with clients worldwide.

    Global market competitiveness

    Accessing international markets hinges largely on the language capabilities of your workforce. Assessing language skills not only amplifies your organization's ability to engage with prospective clients and partners but also ensures that the customer experience is seamlessly delivered, regardless of the customer's primary language.

    Talent acquisition and retention

    Proper language assessments play a pivotal role in the recruitment process. They aid in identifying candidates with the language proficiencies required for specific roles, such as those involving international correspondence or multilingual customer support. By enabling a streamlined and objective measurement of language ability, your business can attract and retain talent, securing a competitive edge in a multilingual talent pool.

    Types of language assessments

    Proficiency tests

    Proficiency tests are the benchmarks for evaluating a person’s overall language capability. This category includes tests that cover all language skills, such as reading, writing, listening and speaking, like the Versant tests offered by app. These tests provide a comprehensive analysis that helps gauge an individual's ability to function effectively in a language, both in academic settings, the workplace and everyday contexts.

    Interviews

    Conversational skills and the application and comprehension of language in real-world scenarios play a significant role in many job roles. Structured interviews that focus on language are a vital component of the language assessment suite. These interviews typically evaluate oral and sometimes written language skills, providing context-specific insight into how these skills might translate in a professional setting.

    Role-playing scenarios

    Simulations that mimic workplace interactions provide an immersive method of assessing language skills beyond language proficiency tests. Candidates engage in practical scenarios that mirror the challenges and dynamics of a business environment, which is particularly valuable for assessing their ability to manage real-time communication under pressure.

    Implementing language assessment

    Best practices for HR managers

    When starting your language assessment program, begin with a thorough needs analysis. This involves identifying which roles require language proficiency, to what level and in which languages. Then, select or develop an assessment that aligns with these requirements. It's also important to provide clear instructions and support for candidates, ensuring that the assessment process is transparent and equitable.

    Training and development strategies

    Personalized learning plans can be a game-changer for employees who require language improvements. Identify the areas for development, set achievable goals, and incorporate regular assessments to measure progress. This approach ensures that training is targeted and effective, helping employees advance their language skills in a way that's both strategic and supportive.

    Benefits for business professionals

    Career advancement opportunities

    Proficient multilingualism can open doors to international career opportunities and is a key differentiator in many sectors. A dedication to mastering a foreign language can lead to personal and professional growth, including access to leadership positions and broader responsibilities.

    Cross-cultural competence

    Language proficiency is closely tied to cross-cultural understanding and competence. Business professionals who possess these abilities can traverse cultural boundaries with sensitivity and insight, essential for global leadership and successful collaborations in multicultural teams.

    Enhanced collaboration

    Clear and expressive communication fosters an environment of trust and collaboration. By investing in the linguistic abilities and listening skills of your teams, you're not only improving the performance of individual employees but also elevating the collective capacity for innovation and problem-solving within your organization.