Writing Emails in English: Business vs. Informal Style

 


Writing emails is part of everyday life now—especially in English-speaking workplaces and schools. But are your emails clear, polite, and appropriate for the situation?

In this post, we’ll look at:

  • The difference between professional and informal email styles

  • Common mistakes to avoid

  • Useful phrases to improve your writing

  • How you can practice with personalized lessons

 Why Business Email English Matters

Your email says a lot about you before you ever meet someone in person.

In professional settings like:

  • Job applications

  • Customer service

  • Office communication

  • Business deals
    using the wrong tone or style can lead to misunderstandings—or leave a bad impression.

Knowing when and how to write professionally versus casually is an important skill that every English learner can master.

 Business Email vs. Informal Email: What’s the Difference?

 1. The Greeting

Business Email:

Dear Mr. Lee,
Dear Hiring Manager,
To Whom It May Concern,

Informal Email:

Hi Sarah,
Hello Mike,
Hey!

 2. The Purpose / Opening

Business Email:

I am writing to inquire about your services.
I hope this message finds you well.
Please find the attached document.

Informal Email:

Just wanted to check in with you.
Hope you’re doing great!
Here’s that file I mentioned.

 3. The Tone and Vocabulary

Business Email:

  • Formal and polite

  • Complete sentences

  • No slang or emojis

  • Avoid contractions (“I am” not “I’m”)

Informal Email:

  • Friendly and casual

  • Short sentences

  • Contractions and emojis okay 😊

  • Personal topics or updates

 4. The Closing

Business Email:

Sincerely,
Best regards,
Thank you for your time,
Jennifer S.

Informal Email:

Take care,
See you soon,
Thanks!
Jen

 Common Mistakes to Avoid

  • ❌ Using slang in professional emails

  • ❌ Forgetting to proofread (spelling or grammar errors)

  • ❌ Being too direct (can sound rude)

  • ❌ Skipping introductions or closings

Always re-read your email before sending
Match your tone to the relationship and situation

 Practice Email Phrases You Can Use

Business:

  • I am reaching out regarding...

  • Could you please clarify...

  • Thank you for your prompt response.

  • Please let me know if you have any questions.

Informal:

  • Just checking in to see how things are going.

  • Let me know what you think!

  • Catch you later.

  • Thanks a bunch!

 How Personalized Lessons Can Help

In my online lessons, I help students:

  • Improve grammar and clarity

  • Practice writing both formal and informal emails

  • Respond to real-life scenarios (like job offers or casual updates)

  • Learn cultural rules for tone and politeness

  • Build confidence in writing and proofreading

 Ready to Write Better Emails?

Whether you're writing a cover letter or emailing a friend, I can help you build the skills to write clearly and confidently in English.

Book a writing-focused English lesson here

 About the Author:

Jennifer S. is a TESOL-certified English tutor with a Master’s degree and over 11 years of teaching experience.  She is helping students around the world improve their writing, speaking, and real-life communication in English.


Location: Ontario, Canada

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