Your Guide to Business Communications in the World of Design

Business English

Business English or business writing is the style used in the professional world. This style is needed to complete job applications, communicate with potential employers, create professional website bios, write emails to employers and supervisors, and compose other kinds of job-related writing as well.

Business English Tone

Business English is direct and concise while still being friendly and cordial. Below are some sample sentences that are too casual, too blunt, and just right for business writing.

Which tone should I use for my business communication?

Business Email Etiquette

Knowing what tone to use while writing in business English is important, but knowing how to format information is also necessary. The sections below outline what information should be included in a business email.

Steps for Proper Business Email Etiquette

1. Greetings/Salutations

   “Dear” is the most common and acceptable way to begin an email. However, once you have built a relationship with the recipient of your email, using “hi, hello, good morning, or good afternoon” is also acceptable.

2. Use of Honourifics

   Honourifics are titles that precede someone’s name. The most common honourifics are Ms. for women and Mr. for men. Avoid using Miss, Mrs., and Madam for women unless your recipient has specified otherwise; these honourifics are historically tied to a woman’s marital status, which is irrelevant and inappropriate to comment on in a modern working environment. If you are unaware of your recipient’s gender identity, Mx. can be used as a gender-neutral alternative. If your message recipient holds a doctoral degree, Dr. is

3. Use of Surnames

   When first communicating with someone, it is best to address them by their surname (last name) in the salutation until they’ve indicated otherwise.

4. Introduce Yourself and Your Purpose

   If you are contacting someone for the first time, state your full name and briefly summarize why you are contacting them in a sentence or two. Here is an example:

   Dear Ms. Cindy, My name is John Smith, and I recently learned about the open computer science position at your company. I am excited to learn more about it. Would it be possible to arrange a meeting with you to discuss this position further?

   If you are contacting someone for the first time, state your full name and briefly summarize why you are contacting them in a sentence or two. Here is an example:

   Dear Ms. Cindy, My name is John, and I recently learned about the open position at your company.

   This message does not provide a full introduction or list the specific position. It also does not indicate if you would like to be sent more resources/information about the position, request a meeting with the recipient, be directed to someone already working in that position, or something else. Every email should have at least one clear item, task, or request.

5. Introduce Yourself and Your Purpose

   It is appropriate to give thanks to the recipient of your message. Common phrases for this purpose include “thank you for your time, I appreciate your feedback, thank you for considering me,” and many others.