Writing Professional Emails and Short Updates.

In modern workplaces, a large part of your communication happens by email or chat. This lesson helps you write clear, professional messages that colleagues and clients can read quickly and act on. You will analyse several realistic emails and short updates, noticing how subject lines, greetings, paragraphs and sign-offs are used for different levels of formality. You will learn flexible phrases for starting an email, explaining why you are writing, making requests, giving information and closing politely. You will also focus on common problem areas for B2 writers, such as overlong sentences, missing articles and direct translations from your first language. Guided exercises will help you edit messy emails into concise, reader-friendly messages. By the end, you will be able to write a clear request email, a short update to your manager and a polite reminder, all using a professional but natural tone.

1. Analysing three real work emails.

Let us start this lesson by looking inside a very typical work inbox. Imagine it is Tuesday morning. You open your email and you see three new messages waiting for you. One is from your manager, one is from a colleague in another department, and one is from an external client. They all look a bit different. The subject lines, greetings, paragraphs and endings are not the same, because the relationships and purposes are different. In this first block, I would like you to look very closely at the three sample emails on the screen. Do not worry about every single word. Instead, focus on the structure. Where do you see the subject line? How does each email begin? How many paragraphs are there? How does each one close? After you have read them, you will answer a few questions about who is writing to whom, and why. This will help you notice how professional emails are organised before we start writing our own.

The scenario.

You work as a project coordinator in a company called BrightWave Solutions. This morning you open your inbox and see three new emails.

Read them carefully. Pay attention to:

• the subject line
• the greeting
• the first sentence after the greeting
• the paragraphs
• the final sentence and sign-off

---

Email A.

Subject: Website redesign – quick update

Hi Emma,

Just a quick note to update you on the website redesign project.

The design team has finished the first draft of the homepage and product pages. The copywriter is now reviewing the text for the About page, and we expect a draft by Thursday.

There is a small delay with the image library, but it should not affect the overall deadline.

Please let me know if you would like any more detail at this stage.

Best regards,

Alex

---

Email B.

Subject: Access to HR portal

Dear HR Team,

I hope you are well. I am writing to request access to the HR self-service portal for our new colleague, Maria Lopez, who joined the marketing team yesterday.

Could you please confirm what information you need from us to create her account? I would be grateful if you could enable access by the end of this week, if possible.

Thank you in advance for your help.

Kind regards,

Alex Johnson

Marketing Coordinator

---

Email C.

Subject: Proposal for GreenTech campaign

Dear Ms Chen,

Further to our conversation last Friday, please find attached the updated proposal for the GreenTech social media campaign.

The document summarises our recommended approach, timeline and budget. I have also included a short section with sample posts.

Please let me know if you have any questions or if anything needs adjusting.

I look forward to hearing from you.

Best regards,

Alex Johnson

BrightWave Solutions

---

What to notice.

As you can see, all three emails:

• start with a clear subject line
• use an appropriate greeting for the relationship
• have a short opening sentence that explains the purpose
• are divided into short, readable paragraphs
• end with a polite closing sentence and sign-off

Compare the tone:

• Email A is quite informal and internal.
• Email B is polite and still internal, but a bit more formal.
• Email C is clearly more formal and external.

You will now check your understanding of these emails before we move on to building strong openings and clear purposes in your own writing.

Practice & Feedback

Read Emails A, B and C again carefully. Now answer the three questions below in full sentences. This will help you focus on purpose, relationship and tone.

1. For each email (A, B and C), say who is writing to whom and what the main purpose of the email is.
2. Which email is the most formal, and why do you think so? Give at least two reasons using details from the text (for example, greeting, sign-off, style).
3. Which email is closest to the style you usually use at work? Explain briefly.

Write your answers in one short text, around 120–160 words. Do not worry about perfect grammar, but try to use some phrases you saw in the emails, such as I am writing to..., Just a quick note to... or Please let me know if....

2. Opening emails and giving a reason.

In the first block, you saw that every good professional email has a clear opening. Now we will zoom in on those first one or two lines after the greeting. These lines are very important. They answer two silent questions in the reader’s mind: who are you, and why are you writing to me now. If you write a clear, polite opening, the reader immediately understands the context and can relax. If your opening is vague or missing, they may feel confused or even a little stressed. On the screen you will see some flexible opening phrases such as, I hope you are well, I am writing to follow up on, and Just a quick note to update you on. We will look at when to use each one and how formal they are. Then, in the activity, you will listen to three short email openings. Your task will be to identify the reason for writing in each case, and notice which phrase introduces that reason. This listening step will help you connect the sound of natural email language with the written forms you will use in your own messages.

Why strong openings matter.

Many B2 writers jump too quickly into details. A simple, clear opening makes your email easier to read and more professional.

Compare these two versions:

> Hi, can you send me the files?

> *Hi Sam,

>

> I hope you are well. I am writing to follow up on the design files we discussed last week.*

The second version gives context and feels more polite.

Useful opening phrases.

Here are some common, flexible phrases you can use:

You can combine these:

> I hope you are well. I am writing to follow up on the contract we sent last week.

or keep it very direct:

> I am writing to request access to the HR portal for our new colleague.

Mini practice on screen.

Look at these email purposes and choose a good opening in your head:

1. You want to ask your manager for one day of holiday next month.
2. You are sending a revised proposal to a client after a call.
3. You are letting a colleague know that there is a small delay.

For example, for number 2 you could start with:

> Further to our call earlier today, please find attached the revised proposal.

In the activity below, you will listen to three short email openings. Your job is to catch the reason for writing and identify which phrase is used to introduce it.

Practice & Feedback

Listen carefully to the three short email openings. You will hear who the email is to and the first one or two sentences after the greeting. Do not worry about every word; focus on the reason for writing and the key phrase that introduces it, such as I am writing to..., Further to... or Just a quick note to....

After listening, write one short paragraph (about 130–170 words) where you:

1. For each email (1, 2 and 3), say who the writer is contacting and why they are writing.
2. Try to write the exact opening phrase you heard for each one, or as close as you can.
3. Choose one of the three situations and write an alternative opening that is more formal or more informal, depending on what you think would also work.

Number your answers clearly (1, 2.

inside your paragraph so it is easy to see which email you are talking about.

3. Making polite, clear requests in emails.

Now that you are more confident with openings, let us focus on the heart of many work emails: making a request. At B2 level, the challenge is often not grammar but tone. You may already know how to say, can you send me the report, but perhaps you want to sound a little more professional, or a little softer. In English, small changes make a big difference. In this block we will look at some high-value request phrases such as, Could you please send me..., I would be grateful if you could..., and This is a gentle reminder about.... We will also think about what information you need to add so your colleague can actually do what you are asking. On the screen you will see examples of strong request sentences and a short checklist. Then, in the activity, you will complete part of a real email to a colleague in finance. Your task is to write two or three clear, polite request sentences that fit naturally into the email. This is a good chance to practise sounding professional without being too direct or too long.

Request emails that get results.

When you make a request by email, your reader should understand exactly what you need, by when, and why it matters. At the same time, you want to sound polite and cooperative.

Compare these two examples:

> Can you send me the Q4 budget?

> Could you please send me the final Q4 budget figures by Thursday? I would be grateful if you could highlight any major changes compared to Q3.

The second version is clearer and more polite. The small words make a big difference.

Useful request phrases.

You can mix and match these with your own information:

• Could you please send me...
• I would be grateful if you could...
• Would it be possible to... ?
• This is a gentle reminder about...
• I just wanted to check if...

Notice how these phrases soften the request. They sound much more professional than simply writing I want you to... or You must....

A simple checklist for request sentences.

When you write a request, ask yourself:

1. What exactly do I need?
2. When do I need it by?
3. Why do I need it? (only if helpful)
4. Is my tone polite enough?

Example:

> I would be grateful if you could confirm the final attendee list by Friday, so we can book the right size of meeting room.

In the email below, Alex is writing to Marco in Finance. Read the context in the activity carefully, then use two or three of these patterns to write a short, polite request that fits naturally into the email.

Practice & Feedback

Read the partial email to Marco in Finance in the resource carefully. Your job is to complete the missing middle part where Alex makes the request.

Write 2–3 sentences that:

• clearly explain what information or document Alex needs from Marco
• include timing (for example, by Thursday or before the end of the week)
• use at least two polite request phrases from this lesson, such as Could you please..., I would be grateful if you could..., Would it be possible to... ? or This is a gentle reminder about...

Do not rewrite the whole email. Just write the missing request sentences so that they could be pasted into the gap. Aim for around 60–90 words. Think about tone: this is an internal colleague, so neutral-professional is fine. When you have finished, submit your sentences.

4. Writing a short update to your manager.

You now have tools for starting emails and making clear requests. Another very common workplace task is writing short updates to your manager. These can save time in meetings and show that you are in control of your work. In this block, we will focus on structure and concision. Managers are often busy; they do not have time to read long stories. A good update email has a clear subject line, a short opening that explains the context, two or three key points, and a simple closing line such as, Please let me know if you have any questions. On the screen you will see a model update email from Alex to their manager Emma about the website redesign project, with notes on why it works well. Then, in the activity, you will use information from a project description to write your own short update email to your manager. This is your chance to bring together what we have practised: subject lines, openings, clear information and a polite closing, all in a compact message.

A model update email.

Here is how Alex writes a short update to Emma, their manager.

Subject: Website redesign – status update

Hi Emma,

Just a quick note to update you on the website redesign project.

• The design team has completed the homepage and product page layouts.
• The copywriter has delivered a first draft for the About and Contact pages.
• We have identified a small delay with the image library, but this should not affect the overall deadline.

Over the next week, we will focus on testing the mobile version and collecting initial feedback from the sales team.

Please let me know if you would like any more detail at this stage.

Best regards,

Alex

Why this works.

This email is effective because:

• The subject line is clear and easy to search for later.
• The opening sentence explains the purpose quickly.
• The key information is divided into three short bullet points.
• There is a brief next steps sentence.
• It ends with a polite closing that invites questions.

It is also nicely concise. There are no long, complex sentences or unnecessary background information.

Checklist for your own update.

Before you write your update email, plan:

1. What is the main purpose of your email?
2. What are the two or three key points your manager needs to know?
3. Is there any risk, delay or positive news to highlight?
4. What are the next steps?
5. How will you close politely?

In the activity, you will receive a short description of a project situation. Use this information, plus your own ideas, to write a similar update email.

Practice & Feedback

Read the project situation in the resource text carefully. Imagine you are responsible for this project, and you want to send your manager a short status update.

Write a complete email (around 140–180 words) that includes:

• a clear, specific subject line
• an appropriate greeting to your manager (for example, Hi plus their name)
• an opening line that explains why you are writing, such as Just a quick note to update you on... or I am writing to give you a brief update on...
• 2–4 short points about progress, issues, or positive news
• one sentence about next steps
• a polite closing line, for example, Please let me know if you have any questions or Thank you for your support plus a sign-off like Best regards,

Use some phrases from the lesson chunk bank if you can. Do not copy the model exactly; adapt it to this new project.

5. Sending polite reminders about tasks.

Another very common email type in modern workplaces is the reminder. You have already sent one message, but nothing has happened. Now you need to follow up without sounding impatient or rude. This can be difficult in any language, and it is especially sensitive in English, where small changes in tone are important. In this block, we will look at examples of bad and better reminder emails. You will notice softening phrases such as, This is a gentle reminder about..., I realise you are busy, but..., and I would really appreciate it if.... These expressions help you sound professional and respectful, even when you are under time pressure. On the screen I will show you how we can take a very direct, almost aggressive reminder and rewrite it into a short, polite email. Then, in the activity, you will write your own reminder about a real situation: you asked HR for something last week, but you still have no answer. Your job is to be clear about what you need and when, but also friendly and understanding.

From rude to professional.

Look at this very direct reminder email:

> *Hi,

>

> You still have not answered my email. I need the documents now. Why is it taking so long?*

It sounds impatient and even a bit aggressive. There is no greeting with a name, no understanding of the other person’s situation, and the questions sound like criticism.

Now compare a more professional version:

> *Hi Sandra,

>

> I hope you are well. This is a gentle reminder about the contract documents I requested last week.

>

> I realise you are busy, but I would really appreciate it if you could send them over by Thursday, so we can finalise the supplier agreement on time.

>

> Thank you in advance for your help.

>

> Best regards,

>

> Alex*

The second email is still clear about what is needed and by when, but the tone is calmer and more respectful.

Useful softening phrases for reminders.

Try using some of these:

• This is a gentle reminder about...
• I just wanted to follow up on...
• I realise you are busy, but...
• I would really appreciate it if you could...
• If you could..., that would be great.

These phrases show that you understand the other person’s situation, while still moving the task forward.

Your turn.

In the activity, you will see the text of Alex’s first email to HR. Your task is to write a second email one week later, as a polite reminder. Use some of the softening phrases above and keep your message short and clear.

Practice & Feedback

Read Alex’s first email to HR in the resource. Imagine that one week has passed and Alex has still not received any answer.

Write a follow-up reminder email (about 120–160 words) that:

• has a suitable subject line for a reminder (you can reuse and add words like Reminder or Follow-up)
• uses a friendly greeting with a name or team
• refers clearly to the first email (for example, I am writing to follow up on the email below... or This is a gentle reminder about...)
• explains briefly why the documents are important and if there is any deadline
• includes at least two softening phrases, such as I realise you are busy, but... or I would really appreciate it if you could...
• ends with a polite closing line and sign-off, for example Thank you in advance for your help. Best regards,

Do not copy the example on the screen word for word. Adapt it to this HR situation and your own style.

6. Email and chat marathon practice.

You have now practised all the key building blocks of professional emails: openings, reasons for writing, polite requests, short updates and friendly reminders. In this final block, you will bring everything together in a small email and chat marathon. We will stay with the same world: you are Alex at BrightWave Solutions, working on the website redesign and other projects. In one busy afternoon, you need to send three different messages: a short email to a client, an update email to your manager, and a quick internal chat message to a colleague. On the screen you will see the three mini situations. Your task is to write one message for each situation in a single answer. The third one should feel like a chat message, for example in Teams or Slack: shorter, more direct, but still polite. This is a great opportunity to show that you can **adapt your tone and style** while keeping your English clear and professional. Do not worry if it is not perfect. Focus on using the structures and phrases from this lesson so that each message has a clear purpose, an appropriate greeting or opening, and a natural closing.

The mini marathon scenario.

You are Alex Johnson, Marketing Coordinator at BrightWave Solutions. It is Thursday afternoon and you need to send three quick messages before you finish work.

Message 1 – Email to a client.

You spoke to Ms Chen from GreenTech earlier this week. She asked you to send:

• the final version of the campaign proposal
• the updated timeline

You are now sending these documents.

Message 2 – Email update to your manager.

Your manager Emma asked you to keep her updated on the training course launch project. Since your last email:

• the video production team has caught up and is now on schedule
• the IT team has fixed two small bugs in the platform
• there is a new risk: some managers have not confirmed which staff will attend

You want to inform her and say what you will do next.

Message 3 – Quick internal chat to a colleague.

Your colleague Sam promised to send you some product images for the website by today. You need them tomorrow morning.

You want to send a quick, friendly chat message (for example in Teams or Slack) to remind Sam and check if everything is on track.

Tips for each message.

• Message 1 (client email): be more formal. Use a greeting like Dear Ms Chen, and a clear opening such as Further to our conversation earlier this week... or I am writing to send you.... End with a polite closing like I look forward to hearing from you.
• Message 2 (manager update): neutral-professional. Keep it short, with 2–3 key points and a sentence about next steps.
• Message 3 (chat): informal-professional. You do not need a subject line or long closing. A short greeting, one or two clear sentences, and a friendly thanks are enough.

Use this as a chance to show you can switch tone naturally while staying clear and polite.

Practice & Feedback

Write three separate messages in one answer, based on the situations above. To make it clear, label them in your text like this:

Message 1 – Email to client

[Your email text]

Message 2 – Email to manager

[Your email text]

Message 3 – Chat to colleague

[Your chat text]

For Messages 1 and 2, write full emails with a subject line, greeting, opening sentence, main information, and a polite closing and sign-off. Aim for about 90–130 words for each email.

For Message 3, imagine it is a chat-style message. Use a short greeting (for example Hi Sam), one or two clear sentences to remind or check, and a friendly thanks. Around 30–50 words is enough.

Try to reuse phrases from this lesson, such as I am writing to follow up on..., Further to our conversation..., Just a quick note to update you on..., Could you please... and This is a gentle reminder about....