Business English emails have one job: to help the reader do something. Most emails that fail do not fail because of grammar. They fail because the reader finishes the message and still doesn’t know what you want.
Maybe you’ve received such messages…I know I have! Worse still, perhaps your own emails sometimes leave the recipients playing detective: “What exactly are they asking me to do with this?”
If you’re guilty of this, don’t beat yourself up! This article should help fix the issue.
Below you’ll find, plain templates for the emails professionals send most often: requests, follow-ups, polite refusals and difficult messages. We also covers subject lines, tone in Hong Kong workplaces and the mistakes that cause the most confusion. This post supports our Business English courses, which are open to every level.
Last updated: October 2026. Customs differ between companies, so treat our advice on tone as a general guide.
Table of Contents
- The short answer
- Start with the subject line
- One email, one request
- Five templates you can copy
- Tone: formal or friendly?
- Mistakes that cause confusion
- Before you press send
- Getting better at business writing
- FAQ: Business English Emails
The short answer
A good business email has a clear subject line, states its purpose in the first sentence, makes one request and ends with a specific next step. Aim for under about 150 words. A simple pattern works almost every time: purpose, detail, request, thanks.
After that, most of the work is tone. How formal should you be? How direct? We deal with that further down.
Start with the subject line
On a busy day, many people read the subject line and nothing else. So the subject line should say what the email is about and, when possible, what you need. A date or a deadline in the subject line helps a lot.
| Weak subject line | Better subject line |
|---|---|
| Hello | Question about the Q3 report deadline |
| Urgent!!! | Reply needed by Thursday: client contract |
| Follow up | Following up: Q3 figures for the client report |
| Meeting | Meeting on Tuesday: new time is 3pm |
“Hello” is a polite word, but it is a poor subject line. The reader has no idea whether to open the email now or later.
One email, one request
Here is an email, the type of which, many of us have written at some point. It ‘s polite, and every sentence is correct.
Before: too long, three requests, no clear purpose
Dear Sir/Madam,
I hope this email finds you well. I am writing to you because last week we had a meeting, and there was some discussion about the report. I was thinking that maybe it would be possible if you could possibly look at it, and also I wanted to ask about the budget, and the schedule for next month is also not clear to me. I would be very grateful if you could kindly advise at your earliest convenience.
Yours faithfully,
[Your name]
Nothing in it is wrong. The problem is that the reader must search for the request, and then guess which of the three things you want first. We write emails like this because they feel polite and safe. But clarity is also a form of politeness. Here is the same email, fixed.
After: one purpose, one request, one deadline
Subject: Please review the attached report by Friday
Dear Ms Chan,
Could you review the attached report by Friday? I need your comments before I send it to the client on Monday.
I will send a separate email about the budget and next month’s schedule.
Thank you,
[Your name]
The second email is a third of the length. It asks for one thing, gives a reason and says when. If you have three questions, send three short emails, or put them in a numbered list. The reader can then answer them one by one.
One more small point. “I hope this email finds you well” is not an error. It’s just a sentence that does no work. If you like it, use it once in a while. If not, go straight to your purpose.
Five templates you can copy
Copy these, change the details in square brackets, and make them sound like you. They are deliberately short.
1. Making a request
Template: request
Subject: Request: [what you need] by [day]
Dear [Ms/Mr Surname],
I am preparing [project or report] and need [what you need]. Could you send it by [day]?
If it is easier, a draft version is fine. Please let me know if you need anything from me.
Thank you,
[Your name]
2. Following up when nobody replies
Most people aren’t ignoring you. They’re busy, and your email moved down their list. A polite follow-up is normal. Wait two or three working days first, unless it is urgent.
Template: follow-up
Subject: Following up: [original subject]
Hello [Name],
I am following up on my email of [day] about [topic]. I know this is a busy week.
Could you let me know by [day]? If that date is a problem, please tell me and we can plan around it.
Best regards,
[Your name]
Try not to write “As per my last email”. Many writers use it to mean “I already told you”, and the reader can hear that. Just restate the request. It takes one sentence.
3. Saying no politely
A refusal is easier to read when it has three parts: thanks, a short honest reason and, if you can, an alternative. You do not need to explain everything.
Template: polite refusal
Subject: Re: [their subject]
Dear [Ms/Mr Surname],
Thank you for your proposal. We have looked at it carefully.
Unfortunately, we cannot [do what they asked] this quarter, because [short reason]. We would be glad to talk again in [month].
Thank you again for thinking of us.
Kind regards,
[Your name]
4. Raising a problem or complaint
Most of us have written the angry version at least once. The useful skill is to keep it in the drafts folder and send the clear version instead. State the facts, say what you need, and give a date.
Template: problem or complaint
Subject: Delay on order [number]
Dear [Ms/Mr Surname],
I am writing about order [number], which was due on [date] and has not arrived.
Could you tell me where the order is and when it will arrive? We need it by [date] for [reason].
I would appreciate a reply by [day]. Thank you for your help.
Regards,
[Your name]
5. Correcting your own mistake
Everyone makes mistakes in emails. A wrong time, a missing attachment, a name spelled wrongly. The best response is brief. Apologise once, give the correct information, and move on.
Template: correction
Subject: Correction: [what changed]
Dear all,
I made a mistake in my earlier email. The meeting is on [day] at [time], not [wrong time]. I am sorry for the confusion.
Thank you,
[Your name]
Tone: formal or friendly?
The question we hear most is: “Is this too formal or too friendly?” There is no perfect answer, but there is a good method. Match the other person. If they write “Dear Mr Wong”, reply in a formal style. If they write “Hi Anna”, you can do the same.
- Formal (first contact, senior people, clients you do not know). Greeting: “Dear Ms Chan,”. Sign-off: “Kind regards” or “Yours sincerely”.
- Neutral (most workplace emails). Greeting: “Hello Ms Chan,” or “Dear Alex,”. Sign-off: “Best regards” or “Regards”.
- Friendly (colleagues you know well). Greeting: “Hi Alex,”. Sign-off: “Thanks” or “Best wishes”.
For a first email to someone you do not know, formal is safer. Use their title and surname, such as Ms Chan or Mr Wong. If you are not sure how to address someone, check their email signature or ask a colleague.
Three more points can help in Hong Kong workplaces.
- Be clear without being sharp. “Please send it today” can feel hard. “Could you send it by 5pm today?” asks for the same thing and sounds more polite.
- Be careful with “Please revert”. You will see it in many Hong Kong emails, where people usually mean “please reply”. In other places it can confuse readers, so “please reply” or “please let me know” is safer.
- Keep a written record. Many work messages now move to WhatsApp or WeChat, which is fine for quick questions. For prices, deadlines and decisions, confirm by email afterwards, so everyone has the same record.
Mistakes that cause confusion
- Hiding the request in the third paragraph.
- Asking for too many things in one email.
- Using “ASAP”. It feels urgent to you, but it gives the reader no real information. A date or time is better.
- Starting with “Dear Sir/Madam” when you could find a name. A name shows you made some effort.
- Copying everyone. Think before you click “Reply all”. Many people receive far too many emails already.
- Translating long sentences word for word. Short, plain sentences are clearer, and they are easier to write.
- Forgetting the attachment. It happens to everyone. Add it before you write the rest.
“Please find attached” is correct, and very common. “I have attached the report” says the same thing and sounds more like a person. Both are fine.
Before you press send
Before you send an important email, check five things:
- Can the reader see my main request in the first two sentences?
- Is there a clear date, time or next step?
- Is the subject line specific?
- Have I checked names, numbers and dates? These are the mistakes people notice.
- Would I be comfortable if this email were forwarded to someone else?
If the email is difficult, write it, then wait ten minutes. You will almost always change something. If the email is very important, read it aloud once. Your ear often finds problems that your eyes miss.
Getting better at business writing
Templates get you started, but they do not replace practice. You get better at business writing by writing real emails and having someone explain what works. In our Business English courses, topics include report writing and other workplace communication, with role-play and case studies. Bring your own real emails to class and your teacher will go through them with you.
If you would like to work on your own emails, ask about one-to-one English coaching. Not sure of your level? Our guide to finding your English level explains how our free test works, and our guide to how long it takes to improve your English will help you set a realistic goal.
Emails and meetings go together. After a meeting, a short written summary is the most useful email you can send, so see our guide to business English meetings in Hong Kong.
If your goal is an exam, not work, see our guide to how to ace the IELTS Writing exam, because exam writing and work emails are different skills.
On the other hand, ff you also write in Chinese at work, our guide to business Mandarin writing in Hong Kong covers emails and WeChat messages.
To talk about your own business writing, message us on WhatsApp or contact us. We are at 14/F Wing On Cheong Building, 5 Wing Lok Street, Central.
FAQ: Business English Emails
1. How do I start a formal business email?
Use “Dear Ms Chan,” or “Dear Mr Wong,” for a formal email, or “Hello Alex,” if you know the person well. State your purpose in the first sentence, for example: “I am writing to ask about the delivery date for order 4521.”
2. How do I write a polite follow-up email?
Refer to your earlier email, restate your request in one sentence and give a specific next step. For example: “I am following up on my email of Monday about the Q3 figures. Could you let me know by Thursday?” Avoid “As per my last email”, which can sound annoyed.
3. What is a professional way to say no by email?
Thank the person, give a short honest reason and offer an alternative if you can. For example: “Thank you for the offer. Unfortunately, we cannot proceed this quarter, but we would be glad to talk again in January.”
4. How long should a business email be?
Aim for under about 150 words, with one main request, a clear subject line and short paragraphs. If you have several questions, use a numbered list or send separate emails.
5. Which sign-off should I use in a business email?
“Kind regards” and “Best regards” are safe in most workplaces. “Yours sincerely” is more formal. “Thanks” or “Best wishes” suits colleagues you know well. Match the style of the person you are writing to.
6. What does “Please revert” mean in an email?
In many Hong Kong workplaces, it means “please reply”. In other English-speaking places, “revert” usually means “go back”, so some readers may be confused. “Please reply” or “Please let me know” is clearer.
7. Can Q Language help me with business writing?
Yes. Our Business English courses are open to all levels, and topics include report writing and other workplace communication. You can also ask about one-to-one coaching built around your own emails.
