Practicing Business Email Templates and Polite Expressions

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Introduction

Writing emails in English can feel challenging—especially in a business context. What tone should I use? Is this too direct? How do I sound professional and polite?

This lesson is designed for beginners who want to feel more confident writing clear and courteous business emails. You’ll learn basic email templates, polite phrases, and how to practice with ChatGPT to check your tone, grammar, and clarity.

Even if you are just starting out, using email templates and polite expressions will help you communicate professionally in the global business world.

1. Structure of a Basic Business Email

A simple business email usually follows this format:

1. Greeting

2. Opening line / Purpose

3. Main message

4. Closing line / Request

5. Sign-off

Sample Template:

Subject: Meeting Schedule Confirmation

Dear [Name],

I hope this email finds you well.

I’m writing to confirm our meeting scheduled for Thursday at 3 PM. Please let me know if the time is still convenient for you.

Thank you in advance, and I look forward to your reply.

Best regards,

[Your Name]

Practice Prompt:

Can you check and improve my business email for grammar and politeness? Here it is:
"Hi, I want to confirm meeting on Thursday. Is OK for you?"

ChatGPT will help you rewrite it like this:

Dear [Name],
I’m writing to confirm our meeting on Thursday. Please let me know if the time still works for you.
Best regards,
[Your Name]

2. Common Polite Expressions in Business Emails

Politeness is essential in business communication. Even if your grammar is not perfect, using the right polite phrases can show respect and professionalism.

Below are some essential expressions that you can use in business emails, especially when making requests, giving information, or ending messages politely.

A. Common Replacements for Direct Expressions

Examples in Context

❌ Too Direct:

I want to know the deadline.
✅ Polite Version:
I would like to know the deadline for submitting the report.

❌ Too Casual:

Can you send the file?
✅ Polite Version:
Could you please send me the file at your earliest convenience?

❌ Too Short:

Thanks.
✅ Professional:
Thank you very much for your support. I really appreciate it.

✍️ Practice Task: Rewrite the Sentences

Try improving the following sentences:

1. I need the document.

2. Tell me your schedule.

3. Is Friday OK?

4. I want to change the meeting.

5. Thanks for email.

Then ask ChatGPT:

Can you rewrite these business email sentences to sound more polite and professional?

I need the document.

Tell me your schedule.

Is Friday OK?

I want to change the meeting.

Thanks for email.

Bonus Tips

• Avoid using “ASAP” in formal emails. Instead, say:

  “at your earliest convenience”
  “as soon as possible, if possible”

• Use softeners like:

  “I was wondering if…”
  “Would it be possible to…”
  “If you don’t mind…”

Try This With ChatGPT:

Can you give me 5 examples of polite business email requests? I want to learn better expressions than “I want” or “Please do”.

3. Practical Email Scenarios and Templates

Now let’s look at real-life business situations where email communication is needed. Below are three common scenarios with sample email templates that you can copy, customize, and practice with ChatGPT.

️ Scenario 1: Scheduling a Meeting

You want to propose a meeting time with a colleague or client.

Template:

Subject: Request to Schedule a Meeting

Dear [Name],

I hope you are doing well.

I would like to schedule a meeting to discuss [topic].
Would you be available on [day] at [time]?

If that time is not convenient, please let me know your availability.

Thank you for your time.

Best regards,
[Your Name]

GPT Prompt to Use:

Can you check and improve this meeting request email?
"Hi, I want to talk about next project. Can we meet Friday 3PM?"

Scenario 2: Requesting a File or Document

You need to politely ask someone to send a document.

Template:

Subject: Request for Document

Dear [Name],

I hope this message finds you well.

I’m writing to kindly request a copy of the [document name].

If possible, could you please send it by [date]?

Thank you in advance for your support.

Best regards,
[Your Name]

GPT Prompt to Use:

Can you rewrite this email to sound more polite and professional?
"Send me the file please. I need by Wednesday."

Scenario 3: Saying Thank You After a Meeting

It’s important to follow up with a thank-you email after a meeting or interview.

Template:

Subject: Thank You for the Meeting

Dear [Name],

Thank you very much for taking the time to meet with me today.

I appreciated the opportunity to discuss [topic] and found our conversation very helpful.

I look forward to working with you further.

Please let me know if there is anything I can assist you with.

Best regards,
[Your Name]

GPT Prompt to Use:

Can you help me write a polite thank-you email after a business meeting?

✍️ Practice Task (With ChatGPT)

Choose one of the templates above. Replace the details (name, topic, date, etc.) with your own information.
Then use the following prompt to get feedback from ChatGPT:

Can you check my business email and make it sound more natural and polite?
Here is what I wrote:
[Your customized email]

Try rewriting it 2–3 times based on ChatGPT’s suggestions. When you find a version that feels comfortable and professional, save it for future reference.

4. Common Mistakes in Business Emails

Even with good intentions, business emails can sometimes come across as too casual, unclear, or even rude—especially when translated directly from Japanese or another language. In this section, you’ll learn how to avoid common mistakes and improve your writing using ChatGPT.

❌ Mistake 1: Overly Direct Language

Too direct:
“I want the document by Friday.”

More polite:
“I would appreciate it if you could send the document by Friday.”

Why it’s a mistake: Business English favors indirect and polite requests. “I want” sounds demanding.

❌ Mistake 2: Missing Subject or Greeting

No subject:
Just writing the message in the body without a subject line.

No greeting:
Starting the email without “Dear [Name]” or “Hello.”

Why it’s a mistake: These parts are important for clarity and professionalism. A missing subject may be ignored. A missing greeting sounds cold.

❌ Mistake 3: Using Casual Words or Slang

Casual:
“Hey, can you send me the stuff?”

Correct:
“Hello [Name], could you please send me the document?”

Why it’s a mistake: Business communication should be respectful and clear. Avoid “hey,” “stuff,” “cool,” “ASAP,” etc., unless your company culture is very casual.

❌ Mistake 4: Poor Formatting and Long Paragraphs

Wall of text:
Writing a long message without spacing or structure.

Why it’s a mistake: Emails should be easy to read. Use short paragraphs and line breaks between sections (greeting, body, closing).

❌ Mistake 5: Not Ending Properly

Wrong ending:
“Bye” or no sign-off at all.

Better:
“Best regards,” / “Sincerely,” / “Thank you,”

Why it’s a mistake: A proper closing shows professionalism and leaves a good impression.

How to Fix These with ChatGPT

Try giving your draft to ChatGPT and ask for suggestions. Here’s a helpful prompt:

Can you check my business email and point out any mistakes or improvements?
Here is my draft:
[Your email]

️ Extra Prompt for Correction + Rewrite

Can you show me what’s wrong with this email and rewrite it in a more professional and polite way?

✅ Tip: Save Your Corrected Emails

Each time ChatGPT helps you improve an email, copy and save the corrected version in a folder or note app. You can build your own email phrasebook for future use.

5. Summary and Weekly Practice Plan

Summary

In this beginner-level lesson, you learned how to write clear and polite business emails using templates, formal expressions, and tone adjustments. You also practiced:

• Structuring a basic business email

• Using polite alternatives instead of direct language

• Applying templates to real-world situations like meeting requests, document sharing, and thank-you notes

• Avoiding common email mistakes

• Using ChatGPT to rewrite, correct, and improve your messages

Whether you’re emailing coworkers, clients, or supervisors, these skills will help you communicate more effectively and professionally in English.

Weekly Practice Plan with ChatGPT (15–20 min per day)

Use this plan to build your business email skills step by step.

✅ Day 1 – Write a Simple Business Email

Write a short email using one of the templates in this lesson. Then use this prompt:

Can you check my email and make it sound more polite and professional?

✅ Day 2 – Learn and Use Polite Expressions

Choose 3 direct phrases (e.g. “I want,” “Send me”) and ask ChatGPT:

Can you give me polite business email alternatives for these phrases: “I want”, “Tell me”, “Is Friday OK”?

Write a new email using the new phrases.

✅ Day 3 – Practice a Meeting Request Email

Create your own meeting request. Then ask:

Can you improve my meeting request email for clarity and politeness?

✅ Day 4 – Practice a Thank-You Email

Write a thank-you message after a meeting or presentation. Then use:

Can you help me write a better thank-you email for a business meeting?

✅ Day 5 – Fix Common Mistakes

Write an intentionally “bad” email (too direct, no greeting, etc.), then ask:

Can you find the mistakes in this email and rewrite it in a more professional way?

✅ Day 6 – Write Freely and Get Feedback

Write an original business email (any topic). Ask ChatGPT:

Can you review my business email and give me feedback on tone, grammar, and clarity?

✅ Day 7 – Review and Save

Review the week’s corrected emails. Copy and save your best versions.
Ask ChatGPT:

Can you summarize the key expressions I used this week and suggest 3 more for next week’s practice?

Final Tip

Email writing is not just about language—it’s about tone, clarity, and respect. Use ChatGPT as your writing coach and language partner to grow faster and with more confidence.

Practice regularly, save your corrected emails, and build your own phrasebook.