Lesson 2 of 6
Professional Emails
Write clear, friendly, modern emails that Americans respect.
American business emails are short, friendly and direct. Many phrases common in South Asian offices sound outdated or confusing to Americans: "Please do the needful", "PFA", "Kindly revert". This lesson shows the modern style.
LearnThe key ideas
Email structure
| Part | Example |
|---|---|
| Greeting | Hi Sarah, / Hello Mr. Johnson, |
| Friendly opener (optional) | Hope you're doing well. / Hope you had a great weekend. |
| Purpose (first lines) | I'm writing to follow up on... / Quick question about... |
| Details or request | Could you send me the updated numbers by Thursday? |
| Closing line | Let me know if you have any questions. / Thanks in advance! |
| Sign-off | Best, / Thanks, / Best regards, |
Outdated phrases to replace
| Avoid | Use instead |
|---|---|
| Please do the needful. | Could you please take care of this? |
| PFA (please find attached) | I've attached... / Attached is... |
| Kindly revert back. | Please let me know. / Looking forward to hearing from you. |
| Respected Sir, | Hi Mr. Khan, / Dear Mr. Khan, |
| I am having a doubt. | I have a question. |
ListenListen and repeat
- Hi Mark, hope you're doing well.Friendly opening.
- I've attached the report for your review.Instead of PFA.
- Could you get back to me by Friday?A clear request with a deadline.
- Thanks in advance! Best, ElinaWarm closing.
AvoidCommon mistakes
Kindly do the needful.✓ Could you please handle this?"Do the needful" isn't used in American English.
I have a doubt regarding the invoice.✓ I have a question about the invoice."Doubt" means distrust in American English.
Very long paragraphs✓ Short lines, one idea eachAmerican readers skim.
SpeakShadowing practice
Press Listen, then repeat straight away, copying the speed, rhythm and tone. Say each sentence three times, then record yourself.
- Hi Sarah, I hope you had a great weekend.
- I've attached the updated proposal. Let me know what you think.
- Thanks so much for your help! Best, Elina.
Record the sentences above and compare with the audio.
CheckQuick quiz
1. Modern alternative to "PFA":
2. "I have a doubt" should usually be:
3. Best sign-off for most work emails:
PracticeToday's speaking task
Rewrite a real (or practice) email you've sent using the structure and phrases from this lesson. Keep it under 120 words.