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typical phrases. Business correspondence in English

IN modern world e-mail is no longer so popular for personal correspondence - social networks and instant messengers have occupied this niche. However, for business communication it is still widely used and is not going to retreat. In this article, you will learn the main features of conducting business correspondence on English language what elements an email consists of, and what should be avoided in business communication.

Two types of business correspondence in English

Who needs to be able to write business letters in English anyway? As a rule, people who need it for work. Suppose you got a job in a certain company, your duties include correspondence in English on various work issues. All business letters can be divided into two broad categories:

Letters in free form.
Template letters: applications, reports, etc.

In my opinion, it makes sense to learn to write free form letters, and template letters are easier to learn already in the process of work, because they are different everywhere and there is simply no point in trying to learn all the templates. As a rule, each company has a certain “settle down” idea of how to write different application-reports, even congratulations, and in 90% of cases it’s just a set of ready-made forms in doc or xls format, in which you only need to substitute numbers and names.

What is an email in English

English letter sender sender, recipient - recipient, technically an email consists of several elements:

subject- letter subject. It is written briefly and clearly, for example: Payment Confirmation - Payment confirmation. If the content of the letter is tied to a date, they also try to include it in the subject: Farewell Party on April 21 - Farewell party on April 12th.
Body- the body of the letter, that is, the content, the text itself. Let's take a closer look below.
attachment- an attachment, an attached file. Try not to make attachments with heavy files.
CC- a copy of the letter. If you add an address in the “CC” field, this recipient will also receive the message.
BCC- hidden copy. The recipient added in the “BCC” field will receive the message, but other recipients will not know about it.

By the way, CC deciphered as carbon copy- Typewritten copy. On typewriters, if it was necessary to make two identical documents, carbon paper and a second sheet were placed under the main sheet. The output was two identical documents. A carbon copy copy was called carbon copy.

Abbreviations "CC" and "BCC" - hello from the era of typewriters

BCC deciphered as blind carbon copy. On typewriters, it was sometimes necessary to make two identical documents, but for different recipients. In this case, the document was completely carbon-copied, but the field with the name of the recipient was left empty. It was filled in on each copy separately. Such a copy without a name was called blind carbon copy, literally “blind typewritten copy”.

How to read aloud an email address in English?

An important point that is sometimes overlooked. Sometimes you need to dictate an email verbally, for example, over the phone. Here's what you need to know:

Symbol ' @’ reads like at, by no means dog!
Dot in address e-mail called dot, but not point, full stop or period(read about the difference between these words).
Symbol ‘-‘ reads like hyphen, sometimes incorrectly named dash(dash is a dash, that is, a longer version of hyphen).
Symbol ' _’ reads like underscore, less often: understrike, low dash, low line.

[email protected]– support at hotmail dot com

[email protected]– help hyphen me at gmail dot com (gmail reads “ji mail”, not “gmail”)

As you can see, the words in the addresses are read just like words, and not by letter, as happens with names and surnames. However, if the email includes , or incomprehensible sets of letters, it is better to spell them:

[email protected]– a l y o n u s h k a at nomail dot net

I think that if you read an article about business correspondence, you know for sure 🙂

Well-known domain zones com, net, org are read as a word, not by letter. Less well-known ones, such as ru, are usually spelled.

exam [email protected]– example underscore address at mail dot r u

Email text composition in English

An email is longer than “text” (this is how SMS and messages in instant messengers are generally called, the process of correspondence itself is texting) and contains traditional ones, but you should not beat around the bush, express your thoughts more clearly.

Basic elements of email:

Greetings– may include addressing the addressee by name, if known.
Introduction If you don't know the recipient of the letter, briefly introduce yourself.
Purpose of the message Get down to business and explain why you are applying.
Details– if necessary, mention important details. If it is intended that the recipient of the letter should do something after reading it (follow an instruction, call someone, reply, forward the letter, etc.), write about it politely but unambiguously.
Signature- the letter traditionally ends with some kind of farewell formula of politeness, your name, surname, sometimes indicating the place of work, address and phone number, if appropriate.

Let's take a closer look at the greeting and the signature - they are written in a template.

Greeting options in an email in English

Most often they simply write “Hello + name”:

More formally:

“Dear” is not “dear / dear”, as when referring to a husband or wife, but an analogue of our “respected”. Note that there is no comma after "hello" or "dear". If the addressee is unknown, for example, you are writing to a certain “HR department”, you can simply contact “Hello”, “Dear Colleagues” (if they are colleagues), “Dear All” (a group of colleagues), “Dear HR department”.

There are also generally accepted appeals to an unknown man or woman: Dear Sir, Dear Madam or Dear Sir or Madam (if you don’t know sir there or madam), To Whom It May Concern (to everyone who may be affected). The first two are undesirable as you might accidentally refer by misrepresenting gender, the second two are used but considered a bit old fashioned, very formal. If possible, it is better to address by name (Dear Margaret) or to the department/department (Dear Marketing Department).

It is not uncommon to use a first name without a "welcome word", just "James". This is how they write to familiar colleagues (the person at the next table) or when this is not the first letter in the correspondence and there is no point in saying hello every time.

How to end an email

The letter can be completed by simply writing your first name or first and last name, but usually some kind of polite wish is added before this. Most popular:

Best regards! (or just “Regards!”) – Best regards!
Kind regards! - the same.
Best wishes / Warm wishes - the same thing again.

Some manuals also mention “Sincerely yours” or “Faithfully yours” (sincerely yours), but personally I have hardly seen such signatures, and I heard from foreigners that these formulations sound not only funny, but very old-fashioned. Actually, like “sincerely yours” in Russian. However, it is quite common to simply write “Sincerely” at the end of a business letter.

Useful phrases for business correspondence in English

In addition to template greetings and goodbyes, there are a few more phrases that can be used in correspondence.

I hope you are doing well- "I hope you are fine". A simple but hackneyed way to start a letter. The written analogue of the duty phrase “How are you?”. More official version: I hope this email finds you well.
I just wanted to update you on… –“I just wanted to add that…” Good way provide additional information about what the recipient already knows.
I just wanted to let you know that…– “I just wanted to inform you that…” Similar to the previous one: we supplement the already known information. It can also be used as a universal introduction to a short message about some important facts, details.
Please be informed / advised- "Please note".
FYI- abbr. from For Your Information, which can also be roughly translated as “take note”. Abbreviations are appropriate to use between colleagues, communicating on routine work issues. It is better not to write to a stranger, a client.
Please find (see) attached- literally “find in the attachment” (so, of course, no one speaks Russian). This is how you let know that the letter has an attachment. For example: Please find attached the report - The report is attached.
For future details– “in more detail”, “for more detailed information". Appropriate at the end of the letter with a link to the contact person: For futher details please contact my assistant - For more information, please contact my assistant.
I look forward to your reply / hearing from you- "Looking forward to your response". A polite way to make it clear that it would be nice to answer your letter.
Thank you for your time"Thank you for your time." A universal formula that would be appropriate to put before the signature.

Sample business letter in English

Here are some examples of letters written with varying degrees of formality. In the letter, I will inform the recipient that the meeting on Friday has been rescheduled from 9:00 to 10:30. All emails will have the same subject line: Meeting Time Changed to 10:30 a.m.

1. Very formal.

Dear Mr. jefferson,

I hope this email finds you well. This is Sergey Nim from Roga and Kopyta Inc. I wanted to update you on the meeting we are having on Tuesday. Due to the weather conditions it has been moved from 9:00 a.m. to 10:30 a.m.

Would you be so kind as to let me know if you will be able to attend it? Please accept my apologies for the inconvinience.

sincerely,

Sergey Nim

Roga and Kopyta Inc.

The formalities of this letter are given by:

Appeal Dear Mr. Jefferson.
Phrase I hope this email finds you well- a more formal version of the phrase I hope you are doing well.
turnover would you be so kind as – would you be so kind.
Apology Please accept my apologies please accept my apologies.
Sincerely at the end of the letter, the name of the company.

2. Less formal.

Hello Alex,

This is Sergey from Roga and Kopyta Inc. I wanted to update you on the meeting we are having on Tuesday. Due to the weather conditions the meeting has been moved from 9:00 a.m. to 10:30 a.m.

Please let me know if you will be able to attend it. Sorry for the inconvinience.

best regards,

Formality is reduced by:

A simpler address, address by name.
Sorry instead of "accept my apologies".
A less solemn end to the letter: best regards.

Most business letters are written in this tone. Medieval formulas of politeness, in fact, are no longer needed by anyone.

3. Informally, but within the decency of business correspondence, for example, to a familiar colleague.

I just wanted to let you know that the Friday meeting had beed moved to 10:30 a.m. m. I'm really sorry about that. Will you be able to attend it?

Short and to the point. Colleagues that you see at work every day do not have to ask each time in a letter how they are doing.

In conclusion, I will give a few general tips that did not fit into any of the points above.

1. State the essence of the letter in the subject line.

The topic should be extremely informative and at the same time short. A person comes into the office, opens Outlook and sees 20 emails. He quickly “scans” topics with his eyes - already at this stage it should be clear to him why you wrote to him. Very bad idea write topics about nothing: “Please read it”, “Important”, “Hi”. Be specific: “Booking Approval”, “Flight Delayed to 12:00 a.m.”, “Orientation at 9:00 on Tuesday”, “Schedule for May”.

2. Be polite.

In business communication, courtesy is a must. It is important to observe etiquette, write “thank you” and “please”, otherwise, if you do not spoil relations with people, then you will make them a little more tense. In the business world, there is already enough tension, there is no need for more.

Note also that in English, the imperative mood without “please” can in many cases be regarded as a command, especially in writing, where, unlike oral speech, intonation is not reflected.

Send me the annual report. - Send me the annual report (order).
Please send me the annual report. – Please send me the annual report (request).

When you ask for something, offer something or give an order (and this is the content of 90% of letters), it is customary to do it within the bounds of decency, without switching to an arbitrarily commanding tone.

3. Avoid ambiguity, be precise.

In business correspondence there is no place for wit, sarcasm, especially when there is communication between people from different countries. Business language is extremely sterile, because all sorts of humor jokes can be misunderstood. Also, do not walk around for a long time, clearly and specifically state the essence of the message.

4. Keep it short and simple. Don't be smart!

Try to avoid long sentences, tricky wording. Write in simple words without complex sentences with a dozen subordinate clauses. The more complex you write, the more likely you are to make mistakes and confuse the addressee.

Do not try to show that you know “smart” words and phrases. It's useless. If you use a bunch of smart words correctly, it will sound somehow arrogant, if you use it incorrectly, it will be funny.

5. If necessary, structure the letter.

For example, you need to set out a wish list for the design of the wedding hall. Write them as a list, not as a single paragraph-sheet. Use a numbered list or bullets (dots).

6. Clearly let the reader understand what they want from him.

Sometimes there are letters, after reading which you can’t understand whether they want you to do something or just inform you? If the reader is supposed to respond, forward the letter, get up and go somewhere, etc., make sure that the letter (beginning, end, beginning and end) contains a clear statement of what needs to be done.

7. Check the letter before sending.

After writing a message, reread it. Make sure that the letter is written politely, without ambiguity, its essence is clearly clear. It's okay if the text is imperfect and you doubt some comma. Even native speakers can very rarely write in English with 100% literacy (as well as in Russian), but try not to make at least obvious mistakes and typos.

8. Learn from colleagues, read correspondence in the company.

This advice is for those who need the skill of business correspondence for work. Different companies may have their own local quirks about correspondence. For example, somewhere it is considered bad manners to address by name, and somewhere they will laugh if you write “Dear Paul” instead of “Hi Paul”. Ask your colleagues what and how it is customary for you, read their daily correspondence - this works better than any business English textbooks.

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It is advisable to move on to business correspondence only after reaching a level not lower than Pre-Intermediate. The fact is that only to this level does the student form a stable idea of the styles of speech communication in the English language. Many are convinced that the British are retrogrades, and they have retained a lot of the old traditions of business communication. In many ways, they are right, but the notorious stiffness of the British has long since sunk into oblivion, and perhaps their pedantry and desire for order in doing business, judicial, commercial, banking, notarial and other types of correspondence remained. This is “not bad”, and the ability to correctly compose an official letter in English will help you avoid incidents and losses, not only financial costs, but also damage to your reputation.

The style of speech communication is used formal-business, and before communicating with your business partners in English, you willy-nilly have to find out what business correspondence in English is and study letter examples.

Key Rules for Business Correspondence in English

First you need to familiarize yourself with the key rules of English correspondence, expressed in an official business style. Everything has its place in a business letter in English.

Regardless of the content of the letter, there are certain parameters for its external design.
The simplest, most common font type is used (usually Arial or Times New Roman);
Font color - only black (highlighting with a different color is not allowed);
Paragraphs are separated by double spacing (line breaks);
"Red line" is not used;
All fields are the same, equal to "inch" (2.5 cm).
The paper must be A4 or special dimensions "Letter". If the document is sent on behalf of an organization, it is recommended to use letterhead with a logo.

I. The beginning of the letter

1. Indication of the sender. They begin the letter by indicating in the upper left (!) corner the name of the organization or the name and surname of the addressee (sender). The address of the company is spelled out to scrupulous accuracy: each item - with new line. An example of such a start:

Mr Pavel Karpov
Tevix Company
Office 77, Building 57
Chkalov Street
Irkutsk
Russia

If the letters are printed on company letterhead, this part can be skipped. If the letter is international, the country name is usually printed in capital letters.

2. Date. It is indicated two lines below the information about the sending company. in order to avoid misunderstandings, it is advisable not to put the date of writing “backdating”.

3. Information about the recipient. Specified two lines after the date (below it). It includes the recipient's name, full company name, and detailed address. It is best to always indicate the name and position of the person to whom the letter is directly addressed.

Design example:

Mr. John Doe
President
Balton Galore Inc.
772 Canine Road
Los Angeles, California 90002

4. Greeting. It will be very strange if you write Hello John in the first letter, so you need to write:

Dear John,
Hello Mr. doe

The letter should begin with a formal address, especially if this is the first letter. Use one of the templates:

Hello Mr. Ivanov
Dear Sergey
Dear All- perhaps if you do not know if you are writing to a man or a woman or are waiting for a response from any representative of the company;
Dear Sir- you know the gender of the recipient, but do not know his name. Still, the best way out would be to try to find out the name of the addressee.

If you do not know at all which of the company's employees you are addressing the letter to, you can use the appeal "To Whom It May Concern". However, such a faceless shape is not the best choice.

II. Main body of the letter

5. Main content. After the appeal (as for personal letters), a comma is almost certainly put, and the text of the letter begins on a new line, and you can skip one line. A comma is possible if you are addressing a very important person. (VIP - Very Important Person)).

It is quite decent to introduce yourself at the beginning of the letter, but this is in the case that you are writing for the first time or quite rarely, and you are not sure that the head of the company still remembers you. Let's say I am Anna Shevelyova, a Director of XYZ Company.

The classic phrase to start a letter is "I am writing you regarding..." / "I am writing you concerning..." ("I am writing you about..."), "I am writing you in response to your letter ." (I am writing in response to your letter).

Be sure to thank for the previous contact, if it has already taken place:
Thank you for contacting me on this important issue. We are thankful so much for sending us more information about the production of your Company.

For a better presentation of your thoughts, a business letter is divided into paragraphs in which there should not be any water - only clear, dry, specific and comprehensive information. Do not use constructions with the passive voice, only the active voice.
You are sure to thank the addressee for the future solution to your problem (even if you are not quite sure about it). Thank you for spending my time on my issue. We are thankful beforehand for your participation. Or something like that.
If the text of the letter needs to be continued on the second sheet, be sure to indicate at the top a note with the name of the recipient, the date and data that this is a continuation of the letter on another page.

6. Summing up. The last paragraph should contain a “squeeze” of the entire letter indicating your further actions or their expectations from partners. Let us know about your readiness to communicate on any questions and suggestions. “If you have any questions, please contact us”(If you have any questions, please contact).

III. Completion

It is important to consider how to finish a letter in English. The fact is that the last part of the letter is a kind of indicator of respect for the person with whom you are communicating. Be sure to use one of the most commonly used clichés “Sincerely” at the end of the letter (sample in English: "Yours sincerely" or "Sincerely"). The closing phrases "Cordialy," "Respectfully," "Regards" and "Yours Truly" are also acceptable (less commonly used). Less formal, but also perfectly acceptable, are "All the best," "Best wishes," "Warm regards," and "Thank you."

Finally, you sign your letter, leaving all necessary information, even if it is known to the addressee.

Anna Shevelyova
Director
XYZ Company
T.76-65-75
Email: [email protected]

The rules are not too complicated, but the most difficult thing in such a letter is to maintain a business style of communication. Over time, when you already have several business meetings, the style of statements in correspondence can be somewhat personified, but you should always remember that a business letter should be dry, accurate, without ambiguity and omissions.

Useful phrases and expressions for business correspondence

I write to inform / This is to inform - I hereby inform…
With reference to your letter of 19th June… - In response to your letter of June 19th…
We are writing to enquire about - We are interested in information about ...
I call your attention to… - I draw your attention to…
Could you possibly explain…- Could you explain…
Thank you for the information - Thank you for the information.
Regarding your question about ... - Regarding your question about ...
I'm sending you .. - I'm sending you
Please could you send me…- Could you send me…
I would be grateful if you could ... - I would be grateful if you could&hellip
I look forward to hearing from you soon. - I look forward to your prompt reply.
We are hoping for the understanding. - Hope for understanding.
Thank you in advance for your help with…
Thank you for your time. - Thank you for your time.
If we can be of assistance, please don't hesitate to ask. - Contact us at any time, we are always happy to help.

Example of a business letter in English

Taking into account the above rules, for greater clarity, we present a business letter in English as a sample of correspondence between native speakers.

Robert Baker
EcoLines Ltd.
5 Hill Street
Madison, Wisconsin 53700

April 16, 2016
Mrs. Patricia Wilber
general manager
RSPSR Co Ltd
15 Coconut Road
Manchester
the UK WFY2 3JP

Thank you for sending us your prior consent and now I have pleasure in inviting you to arrive to London to attend our international environmental forum to be held at Dorsey Hotel, London on Monday/Wednesday 12/15 May 2016.

This intensive, environmental forum for ecologists aims to:

Increase our planet environmental security

Enable feedback and networking with ecologists around the world

The forum seminars are held by distinguished cohort of international speakers who are going to introduce eco-friendly projects to experts on that issues.

I am sending you a registration form to be sent back before 5 May. The fee is ₤65 per person.

It will be my pleasure to meet you at our forum with so distinguished cohort of members.

Yours sincerely
Robert Baker
Forum Secretary
Tel. 777-XXX-777
[email protected]

Differences between business correspondence in English and Russian

Russian language	English language
complex stamps are widely used, complicating understanding	clichés are used to make it easier to understand
complete absence emotionally colored vocabulary	use of emotionally charged phrases is allowed
there is no part of the letter aimed at establishing personal contact with the addressee	at the beginning of the letter, there are always phrases aimed at establishing contact with business partners
both "we-approach" and "I-approach" are used (I write - I write)	characteristic only "we-approach"
the turn towards the use of introductory and concluding polite language is just beginning	a verbal expression of respect for the interlocutor, respect, courtesy is clearly manifested
the letter is written in plain text	the letter has a strictly block structure

Business correspondence in English offers samples of various invitations to conferences, participation in business projects, equipment purchases, cooperation in production or investment.

Improve your English on the site with interesting online exercises. English speech must be memorized with phrases that have been formed over many centuries. At the same time, a certain additional center appears in our brain, which is responsible for the formation of an understanding of the mentality of native speakers.

We live in the age of information technology, so our whole life is somehow connected with computer technology, Internet. For example, there is hardly a firm whose employees do not conduct electronic correspondence with other organizations. If your company has partners abroad, then its employees must know the rules for writing a business letter (in their native language and in a foreign language), which include not only the use of specific vocabulary, style, but also a certain format that should be followed.

So, let's see how to write a business letter ( business letter ). As a rule, three blocks are distinguished in an official letter:

— Introduction/Introduction

This part of the letter states the purpose of writing it.

— Main Part letters/ body of the letter

On average, these are two to four paragraphs, in which the author of the letter informs the recipient, asks him questions, answers the recipient's questions contained in the previous letter.

— Final part/Conclusion

This part of the letter contains information about the subsequent actions of the recipient proposed by the sender, information about future contacts.

DESTINATION/ADDRESSEE

The text begins with an appeal to the addressee (addressee).

The sender may know the recipient's name, in which case the call might look like this:

Dear Mr. robinson,

Dear Mrs. seefob,

Dear Ms. Ching,

Dear Prof. Chensky,

A comma is placed after the recipient's name.

If you don't know the recipient's name, start your letter with one of the following phrases:

To whom it may concern,

Dear Sir,

Dear madam,

Dear Sir/Madam,

In this case, a comma is also included.

If your addressee is collective face, then the call looks like this:

Dear all,

Dear Colleagues,

Dear Marketing Team,

BODY LETTERS/ BODY OF THE LETTER

The body part of the letter may include formal style elements ( formal style), stylistically neutral vocabulary and professional vocabulary. You should also pay attention to the clichés that are traditionally used in business correspondence.

It is very important to remember that in official letters no abbreviations allowed type:

Don't- do not, isn't - is not won't - will not haven't - have not etc.

INTRODUCTORY PARAGRAPH /OPENING PARAGRAPH

The introductory paragraph suggests indication of the purpose of the letter , it can also express gratitude for the letter received earlier or any actions of the addressee. You can use the following cliches:

I am writing to ... - I write to ...

I am writing to confirm ... - I am writing to confirm ...

Thank you for contacting us… Thank you for writing to us...

Thank you for your letter dated… Thank you for your letter dated (date)...

With reference to your e-mail… In response to your email...

This is to confirm that ... - We hereby confirm that

FAVORABLE NEWS/GOOD NEWS

If you need to tell the recipient some positive information, use the following phrases:

We are delighted to confirm… We are very pleased to confirm...

We are pleased to tell you ... - We are pleased to inform you ...
You will be happy to know ... - You will be pleased to know ...

NEGATIVE NEWS/bad NEWS

Information of a negative nature is entered extremely correctly:

We regret to inform you ... - We regret to inform you ...

I am sorry, but ... - I apologize, but ...

I am sorry to say that ... - I regret to inform you that ...

I am afraid that we will not be able to… I'm afraid we can't...

INFORMATION REQUEST/REQUESTING INFORMATION

If you require certain information from the recipient, you can request it in this way:

We would appreciate it, if you could… We would be grateful to you if you could...
Could you…? - Could you…?

Please let us know... - Please let us know...

HELP OFFER/OFFERING HELP

In some cases, you have to offer your help to the addressee. To do this, you can use the following clichés:

We would be happy to help you with… We would be happy to help you with...
Would you like us to… ? “Would you like to…?”

SORRY/SAYING SORRY

In certain situations, the sender of the letter has to apologize:

We must apologize for ... - We must apologize for ...

We deeply regret that ... - We deeply regret that ...

We apologize for any inconvenience… We apologize for any inconvenience...
Please accept my sincere apologies for… Please accept my most sincere apologies for...

ATTACHED FILES/ATTACHING FILES

Business correspondence involves not only sending the letter itself, but also text or other files that are attached to the letter, which should be reported in the text of the letter:

Please find attached files…- Attached are the files below... See attachment...

I am attaching the following files…- I am sending you files ..., Attached hereto ...

CONCLUSION/CLOSING REMARKS

Having stated all the necessary information, you should proceed to the final part of the letter, formulating your further contacts with the addressee:

Do not hesitate to contact us if you require any further…- Contact us immediately if you need further...

If you have any questions, please feel free to contact us…- If you have any questions, please contact us.

Thank you for your help. – Thank you for your help.

I look forward to hearing from you.- I look forward to hearing from you.

We look forward to seeing/meeting you.- We look forward to meeting you.

SIGNATURE/SIGNATURE LINE

When signing the text of the letter, indicate your name, preferably its full form. It is also necessary to indicate the position and contact information. The phrase " Yours sincerely" ("Sincerely") Should be written if at the beginning of the letter you indicated the name of the addressee.

In other cases, the choice of a clichéd phrase is determined by the nature of your relationship with the addressee. The table shows three groups of clichés - from the official style to the semi-official and informal:

type

formal

semi-formal

infnormal

business

with gratitude,

kindest regards,

sincerely,

Thank you

Regards,

best,

yours truly,

cordially,

yours respectfully,

Wishing you well

thanks,

Regards,

best wishes,

take care,

until next time,

Below the phrase you have chosen, the name and position of the sender are written. For example,

sincerely,

Angela Dooning
Administrative Assistant

Here is an example of a formal letter written in accordance with the requirements for a business letter:

Business letter form in English is the structure of writing a formal letter in English.

What can be a business without a business letter? A person who is going to connect his life with the English language will sooner or later have to write a similar letter, whether it be correspondence between the applicant and the personnel department of the company or routine business correspondence between the divisions of the company. For English learners, formal writing seems like a rubicon that they will never cross. In fact, there is nothing complicated here. A business letter consists of short, capacious phrases and set expressions. The simpler the letter is written, the better.

Until now, many official letters are sent by regular mail, not electronic. They are also called"snail-mail"(snail letter) to emphasize the difference from e-mail. With the exception of some differences in formatting, "paper" letters are written according to the same requirements as electronic ones. The choice of paper size, indentation and fonts are generally accepted and do not differ when we are talking about writing in English.

1. Any letter usually begins with the sender's address. This can be the company's official letterhead - then the address is already in the right place along with the logo. The address includes the name of the company, house number, street name, city, country (in capital letters) and, last but not least, the postal code. Exactly in that order. The name of the sender does not need to be written, they will be indicated at the end of the letter. If you are providing a home address (for example, when submitting a resume), start with the apartment number.

2. Next comes the date. If the letter was written within several days, the date when the letter was completed is indicated. If you are writing to a US company, use the format: month, day, year (May 9, 2011). The English prefer the format: day, month, year (7th of July, 2012).

3. The third paragraph is the address of the recipient. It is always preferable to address a letter to a certain person - his name is indicated at the beginning of the address. As a tribute, the name is preceded by an abbreviation of the address: Mr. (mister, mister), Dr. (doctor), Ms. (Miss, for an unmarried woman), Mrs. (Mrs - for a married woman or one whose status is unknown). If you know any other rank or title of the addressee, indicate it instead of the suggested ones. Usually people do not mind if a rank higher than the real one is indicated. The address is then formatted in the same way as the sender's address (company name, house number, etc.). Both addresses and date are placed on the left side of the letter, and the address is located compactly (see template).

4. This is followed by a greeting and an appeal to the addressee. The phrase “Dear….,” is considered universal. “Dear” in this case means “respected”. The name is indicated in accordance with the one mentioned in the "header" of the letter, taking into account the rank. If you are in a lengthy business correspondence with a person of equal status or below you, it is acceptable to address by name (and even preferably in American companies) – “Dear Mary”. If it is not possible to determine whether it is a man or a woman by name, try to clarify this by calling the company office, otherwise use the full name - “Dear Seiko Manoyama”. If you are writing to several people, you should contact them “Dear Sirs”. The appeal is a separate paragraph. By the way, Americans do not use a comma after the treatment - only the colon “Dear Mr. White:"

5. The next paragraph begins the "body" of the letter. Business correspondence is characterized by brevity. A small friendly introduction of 1-2 sentences is acceptable. Then - the transition to the essence. The text should be divided into small semantic paragraphs separated by an interval.

6. The last paragraph usually confirms the idea of the letter and indicates the need for some action.

7. Farewell is also a separate paragraph, located one or two spaces from the "body" of the letter. The most common phrases are “Sincerely”, “Sincerely yours”, “Yours faithfully”, “Best regards”. After any of these phrases, a comma is placed and a paragraph is made for the signature. Even lower are the surname and initials of the author of the letter in block letters. If there is no text after the final phrase, no punctuation marks are needed. An e-mail cannot be signed, so no extra space is required in this case. Instead, add your phone number, email address, and company name below your name.

If a copy of the letter is sent to another employee, this should be indicated below the signature with the abbreviation “cc: JohnSmith”. If the letter has electronic form copies are not indicated. Attachments to the letter are indicated by the word “Enclosure” or the abbreviation “Enc: catalog”.

sample letter

Matryoshka Ltd.
34 Tverskaya street
Moscow, 121121

Mrs. Diana Ross
World Treasures Inc.
100 East 24th Street
Washington, 20024
USA

Dear Mrs. Ross:

I received your address from “The Moscow Times” and would like to propose your cooperation with

our company. We produce Russian nesting dolls called “Matryoshka” that are famous among tourists

visiting Russia. Our dolls are made of sound wood and are colored with natural paint.

The catalog numbers about 500 types of matryoshkas of various sizes.

We offer significant discounts for our regular customers.

You will find enclosed our latest catalog. We would be happy

to have an opportunity to do business with your company.

Sincerely yours,

Mikhail Smirnov
senior manager

Enclosure: catalog

Letter translation

Dear Mrs Ross,

I saw the address of your company in The Moscow Times and would like to offer cooperation with our firm.
We produce Russian national matryoshka dolls, famous among tourists visiting Russia. Our dolls are made of solid wood and painted with natural paint. The catalog contains about 500 models of nesting dolls of different sizes. We provide significant discounts to regular customers.
I am enclosing our latest catalogue. We will be glad to cooperate with your company.

Sincerely,
Mikhail Smirnov
Senior manager

Application: catalog

Elena Solovieva, project manager at Kaspersky Lab, shared tips on how to conduct business correspondence with foreign colleagues and partners in English especially for the blog. The article participates in the competition.

Electronic messages make it possible to quickly exchange information over long distances. In terms of the speed of conveying ideas, this equates them to a telephone conversation. However, emails are stored on mail servers and used as printed evidence of our words. Therefore, electronic correspondence requires a responsible attitude.

The task becomes more difficult if you communicate in non-native English with people from other cultures. In the article I will share what to pay attention to in this case, how to avoid mistakes and reach mutual understanding with foreign colleagues and partners.

Etiquette

Regardless of with whom and in what language you correspond, do not forget about the rules of email etiquette.

1. Clearly indicate the subject of the letter (Subject).

According to a study by the Radicati Group agency, business representatives receive up to 80 emails per day. How to convince them to read your letter? Write a title that fully reflects the content. The clearer what is being said, the faster the interlocutor will read the message.

No: « idea".

Yes: "H ow to boost online sales by 15% by the end of Q4 2017".

2. Use a professional greeting and avoid familiarity.

No:"Hey", "Yo", "Hiya".

Yes: "Dear", "Hello", "Hi".

3. Reread the letter before sending. Mistakes and typos will negatively affect your image in the eyes of the interlocutor.

4. If you introduce a new interlocutor into the correspondence, briefly describe the background of the question. Do not force him to scroll down and read all the posts on the topic. Describe the essence of the issue, what was discussed, what you want to say about it.

5. Reply to messages. If you don't have time to research the topic right now, acknowledge that the email has been received and indicate when you can investigate the issue.

6. Don't use red to draw attention to an idea. Red speaks of danger and evokes negative emotions. Use special words and phrases to highlight, not graphics or color:

I would like to underline→ I would like to emphasize.
I would like to draw your attention→ I would like to draw your attention.
Please pay attention→ Please note.
Please note→ Please be aware.

Audience

English is the universal language of communication for people from different countries. But this does not mean that the style of correspondence will always be the same. Let's consider the differences.

China, Japan, Arab countries

When communicating with colleagues and partners from these countries, especially at the beginning of an acquaintance, use the most polite forms. Start each letter with a polite greeting and forms of etiquette, for example:

Hope this email finds you well→ I hope you are doing well,
Sorry for bothering you→ I apologize for the distraction.
Might I take a moment of your time? → Can I take a minute with you?

Use the most polite request forms:

I would be grateful if you could…→ I would be very grateful if you could…
Could you please be so kind… → Will you be so kind…

Germany, UK

Reduce the modality of phrases, but do not give up polite forms and forms of etiquette:

Should you have any further questions, please do not hesitate to contact me.→ If you have any questions, please contact
I would appreciate your help in this matter.→ I would appreciate your help.
I await a response at your earliest convenience.→ Reply as soon as possible.

USA

Omit forms of etiquette unless you are communicating with a superior colleague or partner. Describe clearly what happened and what you need. The fewer structures would, could, might, all the better.

Africa, South America

If you already know a colleague or partner from these countries, ask how he is doing, how his family is doing. Appeal to the personal is not perceived as a bad tone, on the contrary, it helps to establish a good relationship.

Language principles

Consider the general principles of compilation email.

Reduce

In business correspondence there is no place for figures of speech, complex constructions and compound tenses. The main task of the letter is to convey your message without loss. Therefore, anything that might obstruct understanding should be removed.

You may remember John whom we met at the conference, he was in his funny suite and talking aloud. When I asked him recently how he was doing he said he was working on a very interesting project and asked me to assist him.→ You probably remember John, whom we met at the conference, he was still wearing his funny jacket, and he was talking loudly. I recently asked him how he was doing, and he replied that he was working on a very interesting project and asked me to help him.

John Johnson is now working on a new partner program for his company. He proposed us to become his subcontractor on the project. → John Johnson is currently working on a new affiliate program for his company. He invited us to become a contractor for this project.

Avoid jargon

Refuse jargon, even if you communicate with colleagues who understand the issue. Your correspondence can be forwarded to people who are not familiar with the topic.

Pay attention to the title, name and gender of the interlocutor

In Russian, everything is simple: Ivanova is a woman, Ivanov is a man. In English, things are not so clear cut. For example, Jody Jonson, is he a man or a woman? The last name tells us nothing. Moreover, both men and women carry the name Jody:

If you are not sure who your interlocutor is, check with colleagues, find his account on social networks. By calling Mr Johnson Mrs Johnson, you will put yourself in an uncomfortable position.

Avoid jokes and personal comments

A strictly formal style is not required, but it is important to sound professional.

Remove prepositions where possible

A large number of prepositions makes it difficult to understand and creates the effect of "water" in the text. For example, instead of The meeting on December 1 about the marketing strategy→ "Meeting on the first of December on the topic of marketing strategy", write The December 1 Marketing strategy meeting→ "December 1 Marketing Strategy Meeting".

Instead of phrasal verbs come up with- invent and find out- find out, use their unprepositional synonyms generate And determine.

Avoid exclamation marks

It is difficult to convey emotions through email. An exclamation in the text is perceived as a rise in tone.

If the message has a lot of exclamation marks, they are devalued. The interlocutor will no longer perceive them as a call to pay attention.

Limit yourself to five sentences

According to Guy Kawasaki, if the message consists of less than 5 sentences, it sounds rude, if more, it is a waste of time.

Use short words, sentences and paragraphs

This principle is especially relevant for those who work with mail from a phone or tablet: you need to quickly read the letter, understand and respond, the screen size introduces restrictions. The shorter the text in the message, the faster it will be read.

Avoid the passive voice

No: The information was sentme by Peter→ The information was sent to me by Peter.

Yes: Peter sent me this information→ Peter sent me this information.

Use Lists

If you are asking for a colleague's opinion on an issue and offering them a choice of alternatives, list them in a numbered list. Otherwise, you risk getting a monosyllabic response. Yes. The interlocutor wants to quickly respond to the message. It is more convenient for him to say yes, no, or indicate the number of the option he likes. In other situations, lists structure the text and aid comprehension.

Set a deadline

If you need Feedback by a certain date, indicate it in the letter. This disciplines the interlocutor, and he will not delay the answer.

Letter structure

An email consists of five semantic parts:

Greetings.
Message.
Closing.
Parting.
Signature.

Consider the standard phrases for each part.

Greetings

Use words Dear, Hello, Greetings(if you do not already know the interlocutor) and Hi(closer to informal).

Message

This is the most informative part. In it, we communicate information, give details, argue, offer ideas, and so on. Consider useful phrases for different types of messages.

How to open a message

Use neutral phrases for everyday communication with colleagues and formal phrases for messages to superiors, clients and partners.

Formally	Semi-formal	Neutral
I am writing to… I am writing to...	Just a quick note to tell you that… A short remark...	Thank you for your mail… Thank you for your letter…
In accordance with your request… According to your request…	This is to… This letter is to...	Thank you for your mail regarding… Thank you for your letter regarding...
We refer to our mail regarding … Referring to our letter regarding…	I wanted to let you know that / tell you about / ask you if… I wanted to let you know that…/talk about…/ask you…	In reply to your mail… In reply to your letter…
I am writing with regard to… I am writing about...		Referring to your email dated … Referring to your letter of...
Thank you for your e-mail of (date) regarding… Thank you for your letter dated (date)…
With reference to our telephone conversation on Friday, I would like to let you know that… Referring to our phone conversation Friday, I would like to inform you that...
I am writing to enquire about… /in connection with.../to let you know that…/to confirm… I am writing to find out / I am writing in connection with / I am writing to inform about ... / I am writing to confirm ...

How to set a deadline

Specify the hour and time zone. Without this, the deadline is blurred and perceived as a wish:
Please submit your report (reply) on March 10, EOB CET→ Please send your report/response by March 10th by the end of the business day CET.

How to ask and give details

We give details:
Please details:

How to report a problem

1. To enter a problem, the verb to flag is often used in the meaning of “indicate, underline”:
Flagging you about the issue on…→ Pointing out to you a problem with…
With this letter, I want to flag one problem to you…→ With my letter, I want to point out to you one problem ...

2. For clarification or comments, use the phrases on my/our/your end or from my/our/your side- "from my / our / your side."

3. Often a noun is used in the context of discussing problems. work around- a way out of the situation, a workaround.

How to copy colleagues

1. To ask for a copy, use the phrase Cc me, Where CC acts as a verb "copy", i.e. put in a line CC. From the word CC participle is formed cc'ed- pay attention to the spelling. Phrase I was cc'ed translates as "I was put in a copy."

2. To indicate to the interlocutor that you are adding someone to the discussion, write Adding (name) to the thread- Adding (name) to the conversation.

3. Use the @ sign if the discussion is with several colleagues, but you need to contact one of them: @Steve, I believe the next step is on you, right?- @Steve, I think the next step is yours, right?

How to apologize

Formally	Neutral
We regret to inform you that… Unfortunately, we have to inform you about…	Unfortunately… Unfortunately…
I am sorry to inform you that… It's hard for me to tell you, but...	I am afraid that… I'm afraid that…
Please accept our apologies for… Please accept our apologies for…	I would be glad / delighted to / happy to… I would be happy/I would be happy...
I sincerely regret that…	I'm sorry, but I can't make it tomorrow. I'm sorry, but I won't be able to come tomorrow.
I would like to apologize for any inconvenience caused. I apologize for the inconvenience caused.	Thank you for your understanding. Thanks for understanding.
	We apologize for… We apologize for…
	I am (extremely) sorry that/for… Please excuse me for…

How to ask and offer help

We offer help:

Formally	Neutral
If you wish, I would be happy to… If you like, I'd be happy to...	If you have any questions, please don't hesitate to contact me. If you have any questions feel free to write to me.
We are willing to arrange another meeting with… We would like to make another appointment with…	Would you like me to…? Can I (make)…?
Should you need any further information/assistance, please do not hesitate to contact me. If you need any further information/help, please get in touch.	How about I come and help you out? Can I come and help?
If you would like to continue this conversation, please feel free to call (contact) with me. If you would like to continue our conversation, please do not hesitate to contact me.
Please do let me know if I can be of further assistance. Please let me know if you need any more help.
Let me know whether you would like me to… Let me know if you need my help...

Please help:

Negotiation

Often electronic correspondence is in the nature of full-fledged business negotiations. Use the following phrases to complete them.

Express satisfaction:
We offer:
We agree:

I agree with you on that point.→ I agree with you on this point.
You have a strong point there.→ Here you are right.
I think we can both agree that…→ I think we can both agree that…
I don't see any problem with that.→ I don't see this as a problem.

We do not agree:
We invite:
We express dissatisfaction:

How to attach additional materials to a letter

If you attach a document to the letter, draw the attention of the interlocutor to this with the help of phrases:

Please find attached → Attached to this letter.
You can find in attachment… → You can find in app...
I am enclosing…→ I put…
I forward to you…→ I am sending you…
We are pleased to enclose…→ We are happy to send you…
Attached you will find...→ In the attached file you will find…

closure

Before you say goodbye to the interlocutor, thank him for his time, express your willingness to help and / or provide clarifications and details.

Formally	Neutral
I look forward to hearing from you. Waiting for your reply	Looking forward to hearing from you. Waiting for your reply
I look forward to your reply. Waiting for your reply	Hope to hear from you soon. Hope to get a message from you soon.
Do not hesitate to contact me if you need any assistance. Get in touch if you need any assistance.	Let me know if you need anything else. Let me know if you need anything else.
Should you have any question, please feel free to let me know. If you have any questions, please feel free to contact.	Have a nice day/weekend. Have a nice day/week.
Thank you for your kind assistance. Thank you very much for your help.	Thank you for your help. Thanks for the help.
Thank you in advance! Thank you in advance.	Thanks for your e-mail, it was wonderful/great to hear from you. Thank you for your letter, I was very glad to hear from you.
Apologize for the inconvenience! I apologize for the inconvenience!

How to understand abbreviations

Pay attention to the abbreviations that foreign interlocutors use in electronic correspondence, regardless of style:

EOB (end of business day) → end of business day.
SOB (start of business day) → start of business day.
EOQ (end of quarter) → towards the end of the quarter.
TBD (to be determined) or TBA (to be announced), we use when information on terms or date is not yet known.
PTO (paid time off) → vacation.
OOO (Out of office) → out of the office, not at work. The phrase is used in auto-replies.
FUP (follow up) → follow, take control.
POC (point of contact) → contact person.
FYI (for your information) → for your information.
AAMOF (As A Matter Of Fact) → basically.
AFAIK (As far as I know) → as far as I know.
BTW (By The Way) → by the way.
CU (see you) → see you
F2F (face to face) → alone.
IMHO (In My Humble (Honest) Opinion) → in my humble opinion.

Parting

For farewell, use the phrases: best regards, regards, kind regards, best wishes, warm wishes, sincerely yours(formally).

Signature

Indicate your first name, last name, position and contact phone number. This will give the interlocutor the opportunity to contact you directly and find out the necessary details.

Templates

If you are not fluent in English or often write the same type of letters, it is convenient to have several ready-made templates. Let's take a look at some of them.

Promotion announcement

Subject Line: Firstname Lastname- New position

I am pleased to announce the promotion of from to . has been with for and has worked in . S/he will be gaining these new responsibilities .

attended and came to after graduation.
During her/his tenure here, has implemented protocols which have improved efficiency in the and has frequently been recognized for outstanding achievement.

Please join me in congratulating on her/his promotion, and welcoming her/him to the New Department/Position.

Warm Regards,
Name
Title

Subject: First Name Last Name- new position

I'm happy to announce the progress (First Name Last Name) from office (Name) to position (Name). (Name) works in a company (Name of the company) (number of years) years in the department (department name).

(Name) studied at (name of university) and came to (Company name) after its completion.
During his/her time here, (Name) launched protocols that improved efficiency in (name of department), and often received recognition for his achievements.

Let's congratulate together (Name) With new position and welcome him/her to the new department (department name).

Sincerely,
Name
Job title

Congratulations on your new position

Subject line: Congratulations on Your Promotion

Dear ,
congratulations on your promotion to . I heard about your well-deserved promotion through LinkedIn. You have done a fine job there for many years, and you deserve the recognition and responsibility of the position.
Best wishes for continued success in your career.
sincerely,
Name
Title

Subject: Congratulations on your new position

(Name) congratulations on your promotion to the position/department (name of position/department). I found out about your well-deserved promotion through LinkedIn. You did a good job previous place many years and deserved the recognition and responsibility of the new position.
Sincerely,
Name
Job title

Recruitment (for applicant)

Subject line: Welcome!
Dear ,
I was pleased to hear that you accepted the position with our firm, and that you’ll be joining us September 7. Welcome aboard!

You'll be working closely with me for the first couple of weeks, until you get to know the routine here.

I'm looking forward to hearing your ideas. Don't hesitate to call, text, or email me if you have any questions before your first day.

best wishes,
Name
Title

Subject: Welcome!

(Name), I am glad that you have accepted an invitation to a position in our company, and you will join us on September 7th. Welcome!
We will work closely together for the first couple of weeks until you become familiar with our procedures.
I'm waiting for your ideas. Call, text, email if you have questions before your first day.
Sincerely,
Name
Job title

Hiring (for colleagues)

Dear Staff:
is joining our team on May 1. will work as a in the department.

So, if you see a new face on May 1, let know that you are excited about his/her joining our team.

has worked at two others companies over the past ten years, so he/she brings a wealth of knowledge about .

's Bachelor's degree is from where he/she majored in .

has a passion for .

I appreciate you joining me in providing a warm welcome for .

With excitement
Name of Department Manager / Boss

Dear Colleagues,
(First Name Last Name) will join our team on May 1st. (Name) will work as (job title) V (department name).

So if you see a new face on May 1st let me know (Name) that you are happy to have him/her on your team.

(Name) worked in two other (name of companies) companies during the last ten years, so he/she will bring us a wealth of knowledge about (region name).

(Name) has a bachelor's degree (name of discipline) (name of university).

(Name) is fond of (Name).

Join my warm welcome (Name).

With excitement
The name of the head of department/supervisor.

Leaving the company

Dear colleagues,
I "d like to let you know that I am leaving my position at on .
I have enjoyed my tenure at, and I appreciate having had the opportunity to work with you. Thank you for the support and encouragement you have provided me during my time at .

Even though I will miss you, clients, and the company, I am looking forward to starting a new phase of my career.

Please keep in touch. I can be reached at my personal email address or my cell phone . You can also reach me on LinkedIn: linkedin.com/in/firstnamelastname.
Thanks again. It's been a pleasure working with you.

Best Regards,
Your

Dear Colleagues,
I would like to inform you that I am leaving my position in the company (company name) (date).
I was happy to work in (Company name) and appreciate the opportunity
Working with you. Thank you for the support and inspiration you have given me during
my work in (Company name).

But even though I will miss you, clients and company, I want to start
a new stage in my career.

Please stay connected. I can be contacted by personal email (address
Email) or phone (number). You can also find me on LinkedIn: (page address).
Thanks again. I was glad to work with you.

Sincerely,
Your (Name)

Birthday

If you need to wish a colleague a happy birthday, it is useful to have a few on-duty phrases on hand:

May all your wishes come true → May all your dreams come true.
I wish you a happy birthday → I wish you a happy birthday.
Happy Birthday! Enjoy your wonderful day → Happy Birthday! Enjoy your wonderful day.
I want to wish you all the best! I hope it is as fantastic as you are, because you deserve the best →I want to wish you all the very best! I hope this day is as wonderful as you, because you deserve the best.
Have a wonderful day! I wish you many nice presents and a lot of fun! → May you have a wonderful day! I wish you many nice gifts and a lot of fun!

Reschedule or cancel a meeting/call

Hey everyone,
due to , the time of the has been changed from at in to at in .
If you have any questions, please feel free to contact me.
best regards,
Name

Hi all!
Because of (problem name) time (event title) changes from (date Time) V (meeting point) on (date Time) V (meeting point).
If you have any questions, please feel free to contact.
Sincerely,
Name

Dear colleagues,
Because of some unavoidable circumstances, I have to reschedule our meeting to at . I hope you/everyone is comfortable with this new schedule. If you/any of you have a problem with this new program, please inform me at your earliest convenience.
Sorry for the inconvenience caused!
kind regards,
Name
Title

Dear Colleagues!
Due to unavoidable circumstances, I am forced to reschedule our meeting for (date Time) V (location). I hope you/all are happy with the new schedule. If you/anyone don't like the new program, please let me know as soon as possible.
I apologize for the inconvenience!
Sincerely,
Name
Job title

Detailed advice on building principles standard letters and other templates are available at https://www.thebalance.com.

Language work

Electronic communication is not limited to using standard phrases and patterns. Messages contain a description of a unique problem or situation. If you do not speak the language well, how can you be sure that the letter is written correctly and is designed in a business style?

Use explanatory dictionaries

Bilingual dictionaries will help if you don't know the translation of a word. But they are of little use when it comes to style. Use English explanatory dictionaries: they indicate the style (formal and informal) and describe situations in which the word is used.

English language teaching dictionaries from professional publishers are available online: https://en.oxforddictionaries.com , http://dictionary.cambridge.org , http://www.ldoceonline.com , http://www.macmillanddictionary.com . The abbreviated version is presented for free, you need to buy the full one, but for the purposes of business correspondence, the abbreviated one is enough.

The structure of the dictionary entry:

Part of speech,
transcription with the ability to listen to the pronunciation,
definition,
examples of using,
synonyms,
frequently used phrases with the word and phraseological units.

Pay attention to the note formal/neutral/informal(formal, neutral, informal), use formal or neutral style words. If the selected word is marked as informal, check the synonyms section.

Do not ignore the examples, they help to place the chosen word or phrase correctly in the sentence.

Use activator dictionaries

These dictionaries are built not on the principle of the alphabet of words, like traditional dictionaries, but on the principle of the alphabet of concepts. For example, you want to convey the concept of "beautiful". Look up beautiful in the activator dictionary. Below it is a list of synonyms for beautiful with definitions, examples, and explanations for the difference between them. All possible ways of expressing the idea of “beautiful” are collected in one place, and you do not need to look for each word separately.

Today, the activator dictionary is marketed under the brand name Longman: Longman Language Activator.

Check word matching with Google search

If words are combined in a Russian phrase, their joint translation into English is not always correct. Enter phrases in English into the search engine and check if the words are found side by side.

Check the grammar of the text

If you are not fluent in the language, use special services for checking grammar and punctuation, for example, Grammarly.

Conclusion

If you conduct email correspondence with foreign colleagues, partners and clients, but your English is not very good, use the checklist:

Define your audience. Consider its specifics when composing a message.
See if an existing template can be adapted for your purpose. Perhaps you want to wish a colleague a happy birthday? Use a template.
Plan your letter. Rely on a standard email message structure. Make sure you don't miss anything.
Choose common phrases that you will use. When choosing a style of phrases, focus on the audience.
Complete the constructed structure with your own words and sentences.
Check the entire message for the correct language through services, dictionaries and Google search. Did you consider the style of the chosen words? Do they match with each other?
Make sure that you do not violate the principles of composing an email. Can it be shortened without losing its meaning? Does it have jargon?
Reread the message. Check that email etiquette is followed. Is the subject line clearly stated? Are all typos corrected?
Click Send!