Quiz – How to Write a Polite Work Email in English / 丁寧な英語のビジネスメールの書き方
Master the 3-part email pattern, study real email exchanges, avoid common mistakes, and unlock quiz achievements.
Writing a Polite Work Email in English
You do not need advanced English to write a professional work email. If you can write a clear subject line, a polite greeting, a short clear message, and a simple closing, you have everything you need.
難しい英語は必要ありません。わかりやすい件名・丁寧なあいさつ・短くわかりやすい本文・締めの言葉、この4つがあれば十分です。
When You'll Use This
Polite work emails come up across seven common workplace situations.
- Scheduling a meeting Proposing or changing a meeting time politely.
会議の日程調整。 - Requesting a document or file Asking a colleague or client to send something you need.
書類やファイルの依頼。 - Giving a status update Sharing progress on a project or task.
進捗報告。 - Following up Reminding someone about a previous email or request.
再連絡。 - Apologising for a delay Explaining lateness professionally and without over-apologising.
遅れのお詫び。
Why It Matters
A clear, polite email structure changes how professional you sound.
- Gets your point across quickly without sounding rude.
- Makes you look organized and easy to work with.
- Reduces back-and-forth confusion with colleagues and clients.
The 3-Part Email Pattern
Almost every polite work email follows this 3-part structure.
- Opening → 1
- Main point → 1
- Closing →
Templates
Could you please...?
Please let me know if you have any questions. Best regards,
「①書き出し ②本題 ③締め」の3パートです。これを覚えればほとんどの仕事のメールが書けます。
Real Example
"I am writing to let you know that the project report will be delayed by one day. I apologise for the inconvenience. I will send the completed report by Thursday morning."
「プロジェクトの報告書が1日遅れることをお知らせするためにご連絡しました。ご不便をおかけして申し訳ございません。木曜日の朝までに完成した報告書をお送りします。」
20 Essential Words for Work Emails
Study these essential words and phrases grouped by how they are used. Read them aloud.
Email Structure Words
Polite Request Words
Time & Scheduling Words
Work & Project Words
Phrases by Function
Starting the Email
Making a Request
Giving Information or an Update
Apologising or Explaining a Delay
Ending the Email Politely
Full Example Email Exchanges
Rescheduling a Meeting
Yuki needs to move Thursday's meeting with Mr. Brown to a different day.
Requesting the Sales Report
Yuki asks Ken to send her the sales report.
Sending a Project Update
Yuki sends Ms. Johnson a status update about the website redesign.
Naturalness Tips
Add one more line
Get to the point fast
Soften requests with "if possible"
"Thank you for your understanding" after bad news
Extend a short answer with next steps
6 Mistakes to Avoid
❌ Avoid: "Send me the document."
✅ Better: "Could you please send me the document?"
❌ Avoid: "Subject: Hi" / "Subject: Question"
✅ Better: "Subject: Question about Friday's meeting"
❌ Avoid: "I need the file by Friday."
✅ Better: "Hello Ken, I hope you are doing well. Could you please send me the file by Friday?"
❌ Avoid: One long paragraph with no spacing.
✅ Better: Short paragraphs — one idea per paragraph, with a blank line between them.
❌ Avoid: Attaching the file but not mentioning it in the body.
✅ Better: "Please find the report attached."
❌ Avoid: "I am so very sorry to bother you. I apologise deeply for asking."
✅ Better: "I apologise for the short notice."
Write Your Own Work Email
Dear [Name], I hope you are doing well. I am writing to [reason]. Could you please [request]? [Closing line]. Best regards, [Your name]
Worked Example
Apologising for a delay (Hana, project manager):
"I am writing to let you know that the project report will be delayed by one day. I apologise for the inconvenience. I will send the completed report by Thursday morning."
Try swapping the reason, request, and closing line to write an email for your own real work situation.