Email Etiquette in Business English: Small Tweaks, Big Impact

Many Dutch professionals speak English extremely well. What they may actually be doing, though, is communicating in Dutch — using English words. And that’s not a bad thing! Dutch communication is known for being clear, efficient, and direct — which works brilliantly in many settings.

But in international business, especially when English is the working language, tone and nuance matter more than we might expect.

I hear this a lot:

  • “I don’t want to sound fake or overly polite.”
  • “I just want to be clear.”
  • “Why do I need all those extra words?”

The truth is: in English-speaking cultures, especially in business, tone is part of the message. A direct sentence might be grammatically correct, but it can feel abrupt or even rude if it lacks the softeners that English speakers expect.

Why Tone Matters in English

English business communication often values diplomacy, warmth, and relationship-building. That doesn’t mean you have to write like Jane Austen — but a few small changes can make your emails more effective and better received.

Yes, Tone Can Be Felt in Email

While spoken communication benefits from facial expressions, vocal tone, and body language, written communication — especially email — relies entirely on word choice, structure, and rhythm to convey tone. And yes, readers do pick up on it.

Even subtle choices can make a big difference in how your message is received.

📝 Tips for Writing Tone into Your Emails

  1. Use softeners and modal verbs
    These help express requests or ideas more gently.
    • Instead of: “I need the report.”
      Try: “Would you mind sending the report when you have a moment?”
  2. Add a warm opener or closer
    These set the tone and show respect or appreciation.
    • Opener: “Hope your week is going well.”
    • Closer: “Thanks again for your support — much appreciated.”
  3. Use punctuation thoughtfully
    Exclamation marks can feel enthusiastic — or aggressive.
    • “Thanks!” = friendly
    • “URGENT!!!” = stressful
      Use them sparingly and intentionally.
  4. Break up long blocks of text
    Short paragraphs and white space make your message easier to read and feel more conversational.
  5. Mirror the recipient’s tone
    If they’re formal, match that. If they’re relaxed, you can be more casual — within reason.
  6. Read it aloud before sending
    If it sounds abrupt when spoken, it may feel abrupt when read.

Right vs. Wrong: Real Examples

❌ Too direct:

  • “Send me the report by Friday.”
  • “I need the figures today.”
  • “We’ll discuss this later.”

✅ More effective:

  • “Could you please send me the report by Friday?”
  • “Would it be possible to have the figures today?”
  • “Let’s revisit this later — happy to discuss when it suits you.”

These versions are still clear, but they invite cooperation rather than command it.

Subject Lines That Work

❌ Too vague or aggressive:

  • “URGENT!!!”
  • “Meeting”
  • “Problem with delivery”

✅ Professional and purposeful:

  • “Quick update needed: delivery timeline”
  • “Follow-up on meeting request”
  • “Issue with delivery – seeking solution”

Subject lines should be informative, calm, and action-oriented — not dramatic.

Openers and Closers Count

✅ Good openers:

  • “I hope you’re well.”
  • “Thanks for your message.”
  • “It was great speaking with you last week.”

✅ Good closers:

  • “Looking forward to hearing from you.”
  • “Best wishes,”
  • “Kind regards,”

These small touches help build rapport and soften the tone — especially in cultures where relationship matters.

Cultural Awareness = Business Success

Dutch directness is a strength. But when working internationally, adapting your tone can help avoid misunderstandings and build trust. It’s not about being less Dutch — it’s about being more effective in English.

Want to improve your Business English tone?

I offer tailored workshops and coaching sessions to help Dutch professionals communicate with confidence — without losing their natural style. We focus on tone, clarity, and cultural nuance, so your message lands the way you intend.

📧 Get in touch via info@naturallyenglish.nl
🌐 Or visit www.naturallyenglish.nl

Thanks for Reading — and for Not Sending Me an Email That Just Says “URGENT!!!”

If you’ve made it this far, you’re already ahead of the game. You care about how your message lands — and that’s half the battle.

Tone in email isn’t fluff. It’s the difference between “Do this now” and “Would you mind giving this a look when you have a moment?” One gets done. The other gets done with goodwill.

So here’s to emails that build bridges, not burn them.
To subject lines that don’t scream.
And to closers that say more than just “Rgds.”

Kind regards (and a virtual biscuit if you read every word),
Stuart