Most work emails written by non-native speakers are perfectly correct. The problem is that “correct” and “confident” are not the same thing. A few small swaps make a big difference to how you come across.
Opening
| Instead of | Try |
|---|---|
| I am writing to ask about… | Quick question about… |
| Sorry to disturb you. | Hope your week’s going well. |
| As I told you before… | As mentioned in my last email… |
The first column isn’t wrong. It is just more formal and more hesitant than most modern workplaces expect.
Following up
- Just following up on my email from Tuesday.
- Any update on this?
- Bumping this up in case it got buried.
- Could you let me know by Thursday, so we can stay on schedule?
Giving a reason (so we can stay on schedule) turns a reminder into a request people want to answer.
Asking for something
- Would you be able to send over the latest figures?
- Could you take a look at this before Friday?
- It would be great if we could get this signed off this week.
Would you be able to is one of the most useful phrases in business English. It is polite, clear and very hard to say no to.
Saying no
- Unfortunately, that won’t be possible this week. Would next Wednesday work instead?
- I don’t think I’m the right person for this, but Anna might be able to help.
- Let me check with the team and get back to you.
The pattern: say no to the request, yes to the person. Offer an alternative whenever you can.
Closing
- Let me know if you have any questions.
- Happy to jump on a call if that’s easier.
- Thanks in advance.
Avoid ending with “Waiting for your answer.” It can sound impatient in English. “Looking forward to hearing from you” does the same job, kindly.
Make one of them yours
Pick one phrase from each section and use it in a real email this week. After two or three uses, you won’t need to think about it any more. That is the moment it moves from your passive vocabulary into your active one.