Writing business emails in English isn’t just about getting the grammar right — it’s about being clear, polite, and professional. Even confident speakers can make small mistakes that leave the wrong impression. Below are ten of the most common email errors professionals make, along with practical examples and tips for improvement.

 

1. Too informal greeting

Starting an email with a greeting like "Hey" or "Hiya" might sound friendly, but in professional communication it often seems too casual or even careless.
Wrong: Hey John,
Better: Dear John, or Hello John,
When in doubt, it’s best to keep the tone slightly more formal, especially if you're writing to someone for the first time or outside your immediate team.

 

2. No clear subject line

A missing or vague subject line can make your message easy to overlook. Busy professionals often prioritise emails by subject, so clarity is essential.
Wrong: (no subject)
Better: Updated Timeline for Marketing Launch
Make your subject specific and informative so the recipient knows exactly what the email is about.

 

3. Too direct or impolite requests

In English, being direct without softening your request can come across as rude or aggressive. It’s important to use polite forms and modals.
Wrong: Send the file today.
Better: Could you please send the file by the end of the day?
Polite language helps maintain good working relationships and shows respect for the reader’s time.

 

4. Overuse of abbreviations or slang

Using too much casual language or texting shortcuts makes your writing look sloppy or unprofessional. It also increases the chance of misunderstanding.
Wrong: Pls check if u got my msg.
Better: Please check if you received my message.
Stick to standard English and full forms in all professional communication.

 

5. Forgetting the attachment

This is a classic mistake that happens to everyone at some point. Mentioning an attachment without including it makes you look careless or rushed.
Wrong: Please find attached the invoice. (But there is nothing attached.)
Tip: Always add the attachment before writing your email to avoid forgetting it.

 

6. Too much or too little information

Long, unstructured emails are difficult to read, but emails that lack key details can confuse the recipient.
Tip: Use short paragraphs, bullet points, or numbered lists to structure your message clearly and ensure all essential information is included.

 

7. No sign-off

Ending an email without a closing or name can feel abrupt and impersonal. A good sign-off helps maintain a polite and professional tone.
Wrong: (email ends suddenly)
Better: Kind regards,
       Alex Green
Choose a sign-off that matches the tone of the message — formal if it’s your first contact, and more relaxed if appropriate.

 

8. Poor formatting

If your email looks messy, it can be difficult to follow and may not get read carefully.
Tip: Use white space, line breaks, and clear formatting to separate sections and highlight important points.

 

9. Incorrect tone for the audience

It’s important to adapt your tone depending on who you’re writing to. Being too casual with a client, or too formal with a colleague, can feel awkward.
Tip: Consider the level of familiarity, cultural context, and the topic when choosing your language and tone.

 

10. Grammar and spelling errors

Errors in your writing suggest a lack of attention to detail and can reduce the impact of your message.
Tip: Always proofread your email or use tools like Grammarly to catch mistakes before sending.

 

Good email writing is about more than correct grammar — it’s about clarity, tone, and professionalism. By avoiding these common mistakes, you’ll communicate more effectively and make a stronger impression in the workplace.