Email has become one of the most common forms of communication in today’s digital age. Whether you’re writing to a coworker, client, or friend, knowing how to write effective emails in English is essential. This guide walks through the most common mistakes, three real bad-vs-good examples, and a quick checklist to run before you hit send.
Common email mistakes
- Poor subject line — vague lines like “Important” or “Hello” get skipped. Be specific: “Meeting Request for Q1 Budget Presentation.”
- Lengthy emails — keep it concise, use short paragraphs and bullet points, and cut unnecessary detail.
- Unprofessional tone — avoid slang and overly casual language with people you don’t know well; “Dear Mr. Smith” beats “Hey John” until there’s an existing relationship.
- Lack of personalisation — a generic email that doesn’t address the recipient by name reads as an afterthought.
- Grammar and spelling — always proofread; a spell-checker catches typos, not tone.
Bad vs good — three worked examples
Bad email example: requesting a meeting
Subject: Meeting
Hey,
Can we meet tomorrow to discuss the project? Let me know when you are free.
Thanks, [Your Name]
Vague subject line, casual language, no details — the recipient can’t tell what’s urgent or why.
Good email example: requesting a meeting
Subject: Meeting Request for Q1 Budget Presentation
Dear Mr. Smith,
I hope this email finds you well. I would like to request a meeting with you to discuss our Q1 budget presentation. Would it be possible to schedule a meeting on Thursday, March 25th, at 10:00 AM?
During the meeting, I will be presenting the budget forecast for the first quarter, as well as discussing any changes or updates that may be necessary. I have attached the relevant documents for your review.
Please let me know if this time and date work for you, and if there are any specific topics you would like me to cover.
Thank you for your time, and I look forward to meeting with you.
Best regards, [Your Name]
Specific subject line, professional tone, clear details — the recipient knows exactly what’s being asked and when.
Bad email example: asking for a report
Subject: Urgent
Hey,
Can you send me the report ASAP?
Thanks, [Your Name]
“Urgent” with no context — which report, why, and by when all go unanswered.
Good email example: asking for a report
Subject: Request for Q1 Sales Report
Dear [Recipient’s Name],
I hope this email finds you well. I am writing to request the Q1 Sales Report that you prepared last month. The report is needed urgently for an upcoming meeting with the senior management team.
Can you please send me the report by tomorrow at noon? If there are any issues with the report, please let me know, and we can work together to resolve them.
Thank you for your help, and I appreciate your prompt response.
Best regards, [Your Name]
Specific subject, named report, a real deadline — the recipient can act immediately.
Quick checklist before you hit send
- Clear, specific subject line
- Professional greeting (“Dear [Name]” is always safe)
- Correct grammar, spelling and punctuation
- Bullet points or numbered lists for anything with multiple parts
- Professional closing (“Best regards” / “Sincerely”) with your name and contact details
- Professional tone — no slang, no emoji, no all-caps
- Readable formatting — short paragraphs, one font, no wall of text
- Proofread before sending
- Mind cultural differences — phrasing that’s normal in one culture can read as blunt or overly formal in another
Practise it
Reading examples only gets you so far — the interactive Business English exercise below has you write your own professional emails and checks your work.
Need this across a whole team?
I run corporate Business English training for companies who want their staff writing confidently in English — on-site or online, group or 1:1.