It is important to be accurate and formal (or semi-formal) while writing business emails. Here are three common errors that many people make:
- This email is with regards to your visit.
It should read: … with regard to your visit.
We use the word ‘regards’ when we say: “Send him my regards!”
Or, when we sign off on an email:
2. I am looking forward to meeting you.
The phrase, looking forward to, is informal. We use it when communicating with friends. For example: I’m looking forward to meeting your cousin.
If you wish to have a more formal tone, then write:
I look forward to meeting you.
Note that it should not read: I look forward to meet you.
The verb should always end in -ing. For example:
I look forward to receiving the book.
I look forward to speaking with you.
In this structure, instead of a verb (speaking, receiving), we can use a noun.
I look forward to your reply.
I look forward to the presentation.
3. For any clarification, contact me.
This is informal, and it is okay among friends / colleagues (who are friends).
If you wish to be more formal, write:
If you need any clarification, do not hesitate to contact me.
If you need any clarification, please call me at 86393389.
If you need any clarification, please send an email to Tony at: email@example.com
Do not write: If you need any clarification, please contact the undersigned.
This sounds like a lot of work. The reader will first have to find who this mysterious ‘undersigned’ is.
Remember, in general, try to keep your business communication simple and straightforward.