{"id":2880,"date":"2016-09-09T13:43:28","date_gmt":"2016-09-09T13:43:28","guid":{"rendered":"http:\/\/commonenglisherrors.com\/?p=2880"},"modified":"2017-12-15T09:56:25","modified_gmt":"2017-12-15T09:56:25","slug":"business-emails-grammar-rules","status":"publish","type":"post","link":"https:\/\/commonenglisherrors.com\/business-emails-grammar-rules\/","title":{"rendered":"How to Write Effective Business Emails at Work"},"content":{"rendered":"<p>There\u2019s a difference between writing emails to friends and writing emails to your boss at work.<\/p>\n<p>It\u2019s the quality of grammar and correct spelling, and tone that matters a lot in business email writing.<\/p>\n<p>We tend to be laid-back while writing emails to friends and family because it\u2019s a casual or semi-casual communication &#8211; \u00a0there\u2019s nothing to lose if they\u00a0<a href=\"http:\/\/commonenglisherrors.com\/common-english-mistakes-indians\/\">find a few errors<\/a>.<\/p>\n<p>However, you can\u2019t afford to do so when, for example, you\u2019re applying for a job to your prospective employer.<\/p>\n<p>Unfortunately, a lot of people don\u2019t really write their business emails seriously enough even when they know it\u2019s crucial to their job.\u00a0Many don\u2019t even know how to write a proper business email.<\/p>\n<p>Here\u2019s in this article, I\u2019m going to share with you a few tips which will help you write proper business emails without committing any silly English errors.<\/p>\n<p>First off, let\u2019s look at an outline of a typical business email with different fragments.<\/p>\n<ul>\n<li>Opening (informal greeting)<\/li>\n<li>Referring to previous emails (format tone)<\/li>\n<li>Stating the purpose of email (formal tone)<\/li>\n<li>Making requests (formal tone)<\/li>\n<li>Referring to attachments (formal tone)<\/li>\n<li>Promising actions (formal tone)<\/li>\n<li>Closing (informal greeting)<\/li>\n<\/ul>\n<h2>Opening of a Business Email<\/h2>\n<p>The opening of a business email usually carries an informal or casual tone.\u00a0For example:<\/p>\n<p>Hey Rand,<\/p>\n<p>I hope you\u2019re doing well! \/ How was your weekend? \/ How was your day off? \/ Hope you had a restful weekend! \/ How are you doing today?<\/p>\n<h2>Referring to Previous Emails<\/h2>\n<p>Before stating the purpose of your email, relate it to any of your previous correspondences. It usually carries a formal tone.\u00a0For example:<\/p>\n<ul>\n<li>With regards to your request for a quote\u2026<\/li>\n<li>In reference to our telephone conversation last week\u2026<\/li>\n<li>Further to our discussion at the meeting yesterday\u2026<\/li>\n<\/ul>\n<h2>Stating the Purpose of Your Email<\/h2>\n<p>After referring to the previous correspondence, you need to state the purpose of your email. It usually carries a formal tone.\u00a0For example:<\/p>\n<ul>\n<li>I\u2019d like you to have a look at the quote.<\/li>\n<li>I\u2019m writing to share my ideas on the project.<\/li>\n<\/ul>\n<h2>Making Requests in Business Emails<\/h2>\n<p>If you\u2019re requesting the recipient of something, you need to use a formal tone and articulate your voice to make the best impact possible.\u00a0For example:<\/p>\n<ul>\n<li>I was wondering if you could allow me a day off!<\/li>\n<li>Could you please let me know the status of the project?<\/li>\n<li>It\u2019d be great if you could keep me informed on the progress!<\/li>\n<\/ul>\n<h2>Referring to Attachments<\/h2>\n<p>This is one of the most crucial parts of business emails. Many tend to phrase their sentences incorrectly while referring to attachments.<\/p>\n<p>I\u2019ve written <a href=\"http:\/\/commonenglisherrors.com\/how-to-mention-an-email-attachment\/\">a very comprehensive post<\/a> on how to refer to email attachments.<\/p>\n<p>Here are some examples:<\/p>\n<ul>\n<li>Please, see the attached report for your easy reference!<\/li>\n<li>Kindly, review the attached proposal and let me know your thoughts!<\/li>\n<li>Could you approve the attached quote!<\/li>\n<\/ul>\n<h2>Promising Actions<\/h2>\n<p>Depending on the context of your email, you can promise some action in order to set an impetus to your communication. You should usually use a formal\u00a0tone here.\u00a0For example:<\/p>\n<ul>\n<li>I\u2019ll get back to you after reviewing your proposal.<\/li>\n<li>I\u2019ll keep you posted on the progress of the project.<\/li>\n<li>I\u2019ll let you know the status of your interview by next week.<\/li>\n<\/ul>\n<h2>Closing a Business Email<\/h2>\n<p>You can close a business email with a casual or informal tone. This is a business courtesy.\u00a0For example:<\/p>\n<ul>\n<li>Have a great weekend!<\/li>\n<li>Enjoy your day off!<\/li>\n<li>All the best!<\/li>\n<li>Keep up the great work!<\/li>\n<\/ul>\n<p><strong>Note<\/strong>: Remember to sign off your business emails in the following ways:<\/p>\n<ul>\n<li>Thank You or Thanks<\/li>\n<li>Cheers<\/li>\n<li>Regards or Warm Regards<\/li>\n<li>Take Care<\/li>\n<\/ul>\n<h2>Avoid the Following Mistakes in Business Emails<\/h2>\n<p>The way you write your business emails reflects a lot of your professionalism. There are a number of online resources (including Google Search) to help you hone your email writing skills.<\/p>\n<p>There are no excuses for making mistakes.<\/p>\n<p>Let\u2019s take a look at some business email writing mistakes frequently committed at workplaces.<\/p>\n<h2>Including Exclusive Pronouns<\/h2>\n<p>Today, the workplace ambience is increasingly becoming more politically correct than ever. Using male <a href=\"http:\/\/commonenglisherrors.com\/singular-they\/\">pronouns<\/a> while referring to female recipients is highly uncalled for.<\/p>\n<p>To avoid this, use \u201chim\/her\u201d or \u201chis\/hers\u201d.<\/p>\n<p>However, with the emergence of non-binary pronouns, you need to be more careful about referring to genders. Here\u2019s an <a href=\"http:\/\/www.bbc.com\/news\/magazine-34901704\">insightful article<\/a> on BBC.<\/p>\n<h2>Being Confused about Similar Sounding Words<\/h2>\n<p>There are quite a few similar sounding words that easily confuse many. However, when you write business emails in a professional environment, you should brush up your elementary grammar to avoid any confusion. Keep a list of <a href=\"http:\/\/www.copyblogger.com\/grammar-goofs\/\">those common mix-ups<\/a> and learn how to avoid them while writing emails.<\/p>\n<p><em>Learn the Difference Between:<\/em><\/p>\n<ul>\n<li>It\u2019s and Its<\/li>\n<li>Between\/Among<\/li>\n<li>Loose\/Lose<\/li>\n<li>Their\/There<\/li>\n<li>Than\/Then<\/li>\n<li>Accept\/Except<\/li>\n<\/ul>\n<h2>Using CAPS<\/h2>\n<p>Using all upper case is considered a\u00a0lack of etiquette in the online world, unless, of course, you want to yell at someone.<\/p>\n<p>Similarly, don\u2019t use multiple exclamation points\/ questions marks\/ dots.<\/p>\n<p>The following examples sound odd in business emails.<\/p>\n<ul>\n<li>How are you doing????<\/li>\n<li>Please, let me know the status of the project!!!<\/li>\n<li>I\u2019ll wait for your reply&#8230;<\/li>\n<\/ul>\n<h2>Proofread Your Business Emails<\/h2>\n<p>Always proofread your emails before sending them. <a href=\"http:\/\/commonenglisherrors.com\/recommends\/grammarly\/\">Install Grammarly\u2019s browser extension<\/a> \u2013 I\u2019ve found this extremely useful. The good news is it\u2019s totally free!<\/p>\n<p>Here\u2019s a screenshot of Grammarly browser extension in action.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2882\" src=\"http:\/\/commonenglisherrors.com\/wp-content\/uploads\/2016\/09\/Grammary-in-Action.jpg\" alt=\"grammary-in-action\" width=\"900\" height=\"559\" srcset=\"https:\/\/commonenglisherrors.com\/wp-content\/uploads\/2016\/09\/Grammary-in-Action.jpg 900w, https:\/\/commonenglisherrors.com\/wp-content\/uploads\/2016\/09\/Grammary-in-Action-300x186.jpg 300w, https:\/\/commonenglisherrors.com\/wp-content\/uploads\/2016\/09\/Grammary-in-Action-20x12.jpg 20w\" sizes=\"(max-width: 900px) 100vw, 900px\" \/><\/p>\n<p>Grammarly is arguably the most effective online grammar checker in the world right now. It&#8217;s <a href=\"http:\/\/commonenglisherrors.com\/recommends\/grammarly\/\">free to sign up for Grammarly<\/a>.<\/p>\n<p>Hope you find these tips useful for writing business emails.\u00a0Let me know your thoughts and ideas in the comments below.<\/p>\n","protected":false},"excerpt":{"rendered":"<p><b>Common Errors in English Grammar<\/b>: It\u2019s the quality of grammar and correct spelling, and tone that matters a lot in business email writing. Learn how to write effective business emails.<\/p>\n","protected":false},"author":2,"featured_media":3141,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[4],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v22.5 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Write Effective Business Emails at Work - Common English Errors<\/title>\n<meta name=\"description\" content=\"It\u2019s the quality of grammar and correct spelling, and tone that matters a lot in business email writing. 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