Professional Email Writing Tips for ESL Speakers

So, you’ve landed an internship or an OPT job as an ESL student, and now you’re expected to write emails. Are you wondering if email etiquette is different in the U.S. than in your home country? Our blog, Professional Email Writing Tips for ESL Speakers, has you covered! We’ll explore formatting, common phrases, email tips, and more to help you write confidently.

Before you hit send on that email to head office, let’s dive in!

How to Write Professional Emails

As you know, the tone you use in a text message differs from the tone needed for professional emails. Emails require a clear, professional, and organized form of communication. Whether you’re providing information or requesting it, following a structured format ensures effective communication.

Use this step-by-step guide to improve your email writing skills.

1. Subject Line

A subject line should be precise in order to inform the reader about the email’s purpose. Using clear words ensures your message is understood quickly. Below are tips to craft strong subject lines that improve clarity, engagement, and accessibility.

Tips for Strong Subject Lines

Keep It Short & Clear – You will only have 5-8 words to clearly state the purpose of the email.
- Ex: Meeting Request: Finance Department – May 22
Use Action Words – Encourage the reader to take action.
- Ex: Submit Your Weekly Report by Friday
Proper Capitalization – Use proper capitalization for a title and avoid all caps or too many emojis.
- Ex: Proposal for Marketing Budget – XYZ Company ✅
- Ex: READ NOW!!! XYZ MARKETING BUDGET ❌
Keep Accessibility in Mind – Include relevant words so you or the reader can search for the email later.
- Ex: Invoice # 32448 – Feb 2025 First Quarter

2. Greeting Line

Choosing the right greeting depends on your relationship with the reader. For internal emails, “Hi” works well for colleagues you interact with daily. However, for external emails or first-time communication, “Dear” is more appropriate and professional.

Informal (for colleagues): Hi Joe, / Hey Jan,
Neutral: Hello Lauren, / Hi Mark,
Formal: Dear John, / Dear Dr. Smith,

3. Opening Line

Starting your email with a polite greeting is always acceptable. It helps create a warm tone while introducing your email’s purpose. This simple approach makes your message sound courteous and professional.

Here are some examples:

I hope you’re doing well. I am writing to confirm our meeting on Monday.
I hope this email finds you in good health.

4. Main Email Body

Typically, readers appreciate emails that are to the point. Keeping emails brief while providing specific details shows professionalism and respect for their time. Always check for spelling, punctuation, and grammar to maintain a polished tone. Using bullet points for multiple points improves readability and ensures key information stands out.

Main Email Body Example:

I am reaching out to schedule a meeting to discuss the next steps for our project. Please find the details below:

Date: Tuesday, March 4
Time: 10:00 AM – 11:00 AM (EST)
Location: Zoom (link to meeting)
Agenda:
– Project updates
– Next phase planning
– Team member responsibilities

Please let me know if this time works for you or if any adjustments are needed. Looking forward to your confirmation.

5. Closing Line and Sign-Off

You will see most emails with a professional closing sentence and a sign-off to create closure.

Here are some examples:

Closing Line: Thank you in advanced. / I look forward to hearing from you.
Sign-Off: Best regards, / Sincerely, / Kind regards, / Warmest regards,

Common Email Phrases for Business Emails

To help you out, we’ve complied some common phrases to use in your emails. Below are useful email phrases for various situations.

Expressing Gratitude

Thank you for your help.
I appreciate your time and effort.
Many thanks for your assistance.
I sincerely appreciate your prompt response.

Making a Request

Could you please send me…?
I would appreciate it if you could…
Would it be possible to…?
Could you clarify…?

Following Up

I am following up on my previous email regarding…
Just checking in to see if you had a chance to review…
I wanted to follow up on…
Just touching base to see if you need any further details.

Apologizing

My apologies for any inconvenience.
I’m sorry for the delay in responding.
Please accept my apologies for…
Please excuse the delay in my response.

Common Email Writing Mistakes to Avoid

Before sending an email to head office, take a moment to review it. Simple mistakes can make your message unclear or unprofessional. Ensuring proper grammar, structure, and tone helps maintain credibility and professionalism.

Here are some common email mistakes and how to avoid them.

Avoid Slang Use: Using informal language in your emails is inappropriate and should be avoided. Keep slang, excessive abbreviations, and emojis for text messages. In professional settings, emails should remain clear and slightly more formal.
- ❌ Hey Fred, what’s up? Need that report like yesterday! 🙂
- ✅ Hello Fred, could you please send me the report by end of day?
Avoid Lengthy Paragraphs: Long, unorganized emails can overwhelm and confuse the reader. It’s best to keep sentences and paragraphs well-organized and concise.
- I just looked through all the papers on my desk and was wondering about your report. I looked through my computer and couldn’t find it. I was wondering if you might be able to send over the report at your earliest convenience so we can have it ready before the meeting on Wednesday.
- Could you kindly send over the missing report?
Avoid Grammar and Spelling Mistakes: With so much technology available, grammar and spelling mistakes can come across as careless. Always proofread your emails and correct any errors before sending. Well-written emails also enhance your credibility.
- I hop this email finds you good.
- I hope this email finds you well.

Conclusion

Mastering professional email writing is essential for everyone, not just ESL speakers! Whether you’re emailing for an internship, applying for OPT, or networking, strong writing leaves a great impression. Clear language and attention to detail will help you succeed in American business.

One final tip—emails in the U.S. are often expected to be answered within 24 hours.

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Want to read more? Check out Strong Verbs List: Master Writing with Powerful Action Words.