Writing Emails in Business English for Professionals in Spain
If you work in English, writing emails can sometimes feel like a minefield. You may know the grammar and vocabulary, but you still hesitate before clicking “send,” wondering if your message sounds too direct, too informal, or simply wrong. This is especially common for professionals in Spain, where business communication tends to be more formal and detailed than in English-speaking countries. As a result, many perfectly correct emails can unintentionally sound rude, cold, or uncertain in English.
In this blog, we’ll look at how to sound professional, polite, and confident in English emails without overthinking every sentence.
Why English Emails Feel “Colder” Than Spanish Ones
The idea of professionalism is different in each language. In Spanish, being professional usually means being formal, polite, and detailed, with longer sentences and more context. In English, professionalism comes from clarity, structure, and tone. Messages are typically shorter, more direct, and more focused on the action required. This difference can make English emails seem abrupt or unfriendly at first, even though this style is considered normal and respectful in international business communication.
Learn more: Language Register: Business vs Colloquial
The Most Common Email Mistake Spanish Professionals Make
Being too direct without softening the language. For example: “Send me the report today.”
This is grammatically correct, but it sounds like an order!
In Professional English we would more usually write:
“Could you send me the report today?”
Small changes can make a big difference in tone.
Essential Email Phrases You Should Be Using
Making requests:
- Could you please…
- Would you mind + -ing…
- When you have a moment, could you…
Giving information:
- Just to let you know…
- I wanted to update you on…
- Please note that…
Following up:
- I’m just following up on my previous email.
- I wanted to check if you had a chance to review this.
These phrases sound natural, professional, and polite without being too soft.
Greetings: What to Use (and What to Avoid)
In international business, “Hi + name” is perfectly professional.
Safe and professional:
- Hi Sarah,
- Hello David,
- Dear Ms Johnson (very formal)
Avoid:
- Dear friend
- Good morning!!!
- … (No greeting at all)
Closing Your Email Like a Professional
Safe and professional:
- Best regards
- Kind regards
- Thanks in advance (when appropriate)
Avoid:
- Kisses
- See you (unless you have an informal relationship)
One Simple Rule to Remember
Professional English is clear, polite, and confident.
If your email feels too direct, add:
- Could you…
- Please
- I’d appreciate it if…
If it feels too long, cut:
- Extra explanations
- Apologies you don’t need
- Repeated information
Final Thought
Writing good business emails in English is not about being perfect — it’s about being understood and respected. With the right phrases and tone, you can sound professional, confident, and natural, even if English isn’t your first language.