In the professional world, your email isn’t just a message; it’s a representation of your personal brand. If you sound too direct, you risk appearing rude. If you’re too informal, you might not be taken seriously. The goal is professional clarity—getting your message across efficiently while maintaining a polite and respectful tone.
This week, at The London Eye – English Consultant, we’re moving beyond basic greetings to focus on the structure and specific language tools (like modals and phrasal verbs) you need to write powerful, effective business emails.
1. Structure: Clarity Starts with the Blueprint
A professional email should be concise and easy to read. Aim for a clear, three-part structure:
- The Subject Line (The Hook): It must be specific and action-oriented. Avoid vague titles like «Question» or «Update.»
- Instead of: «Meeting»
- Write: «Action Required: Meeting Agenda Review by EOD Tuesday»
- The Opening (The Context): State your purpose immediately. Don’t make the reader guess why you’re writing.
- Example: «I’m following up on our discussion regarding the Q3 budget.»
- The Body (The Action): Use bullet points for easy scanning. End with a single, clear Call to Action (CTA).
- Example CTA: «Could you please send the revised document to the team by 5 PM?»
2. Language Focus: Politeness with Modal Verbs
In English, the quickest way to soften a demand and make a request sound polite is to use modal verbs. They transform a command into a respectful suggestion.
| Direct (Too Strong) | Polite (Professional) | Function |
| Send me the file. | Could you please send me the file? | Polite request (Common). |
| I need an update now. | I was wondering if you could provide an update? | Very polite/Indirect request (Formal). |
| You must complete this. | We should aim to complete this by Friday. | Gentle suggestion/Obligation. |
| Tell me your thoughts. | Would you mind sharing your thoughts on this? | Very polite request for opinion. |
🔥 Pro-Tip: Start your most important requests with «I was wondering if…» to signal maximum politeness, especially when writing to someone senior or external.
3. Phrasal Verbs: Sounding Natural and Efficient
Native English speakers frequently use phrasal verbs in business communication. Learning a few common ones will make your emails sound more natural and efficient.
| Phrasal Verb | Meaning | Example Sentence |
| Follow up | To check on or pursue something later. | I will follow up with the client next week. |
| Set up | To arrange or establish something. | Let’s set up a call to discuss the proposal. |
| Figure out | To solve or understand something. | We need to figure out why the system failed. |
| Bring up | To introduce a topic into discussion. | I’ll bring up your suggestion at the next meeting. |
| Look into | To investigate or examine a problem. | We will look into this issue immediately. |
4. Avoiding Common Pitfalls
- Avoid Contractions in Formal Settings: In emails to new clients or senior management, write «I will» instead of I’ll, and «we are» instead of we’re.
- Use Clear Closings: End with a closing that matches your relationship with the recipient.
- Formal: Sincerely, Regards,
- Less Formal/Colleagues: Best regards, Thanks,
By focusing on clear structure and utilizing the language of politeness and efficiency, you can ensure your emails are not only understood but also build positive professional relationships.
What is one polite modal phrase you will start using in your professional emails this week? Share it in the comments!
The London Eye - English Consultant 