Formal register, emails, meetings, and negotiations.
Business English: The Language of Global Commerce
English is the dominant language of international business. Whether you are writing a proposal, conducting a meeting, or negotiating a deal, the ability to use English professionally and persuasively is a critical skill.
Why Business English Matters:
- English is the official or working language of most multinational corporations
- Over 1.75 billion people use English at a professional level
- Poor communication costs businesses billions annually in lost deals and misunderstandings
Learning Objectives:
- Understand formal register and when to use it
- Write professional emails and formal letters
- Use appropriate language for meetings and presentations
- Apply negotiation vocabulary and strategies
Informal vs. Formal:
| Informal | Formal |
|---|---|
| Thanks for getting back to me | Thank you for your prompt response |
| I need this ASAP | I would appreciate receiving this at your earliest convenience |
| Sorry about the mix-up | I apologize for the misunderstanding |
| Let's set up a meeting | I would like to propose a meeting |
| Can't make it | I regret that I am unable to attend |
| FYI | For your information / Please be advised |
Key Principles of Formal Register:
- Avoid contractions: Use "I would" instead of "I'd," "cannot" instead of "can't"
- Use passive voice strategically: "The report was completed" (formal) vs. "I finished the report" (informal)
- Choose Latinate vocabulary: "commence" vs. "start," "terminate" vs. "end," "require" vs. "need"
- Hedge appropriately: "It would appear that..." rather than "Obviously..."
- Avoid slang and idioms: Not everyone shares the same cultural references
Structure of a Formal Business Email:
---
To: j.tanaka@globalcorp.jp
Subject: Follow-Up on Partnership Proposal -- Action Required
Dear Ms. Tanaka,
Thank you for taking the time to meet with our team on 12 February. We greatly appreciated the opportunity to discuss the proposed partnership between GlobalCorp and NordicTech.
Following our discussion, I am writing to confirm the key points we agreed upon:
1. Both parties will conduct internal feasibility reviews by 1 March.
2. A follow-up meeting will be scheduled for the week of 10 March.
3. NordicTech will prepare a revised cost estimate by 28 February.
Please do not hesitate to contact me if you have any questions or require additional information. I look forward to our continued collaboration.
Kind regards,
Erik Hansen
Senior Project Manager
NordicTech AS
erik.hansen@nordictech.no
+47 123 45 678
---
Key Features:
- Professional greeting ("Dear Ms. Tanaka")
- Clear purpose stated early
- Numbered action items
- Polite closing with contact information
- No contractions, slang, or emojis
Which of the following is the most appropriate opening for a formal business email to someone you have not met before?
Rewrite the following informal message as a professional business email. Include a subject line, proper greeting, body, and closing.
Informal message: "Hey! Just wanted to check if you got my report. Need your feedback before Friday. Also, the boss wants to move the meeting to next week. Let me know what works. Thanks!"
Opening a meeting:
- "Thank you all for being here. Shall we begin?"
- "The purpose of today's meeting is to..."
- "I would like to start by reviewing the agenda."
Asking for opinions:
- "What are your thoughts on this, Ms. Chen?"
- "Could you elaborate on that point?"
- "Does anyone have anything to add?"
Agreeing and disagreeing:
- Agreeing: "I fully support that proposal." / "That is an excellent point."
- Partial agreement: "I see your point, however..." / "While I agree in principle, I have some concerns about..."
- Disagreeing politely: "I appreciate your perspective, but I would like to suggest an alternative." / "With respect, I see this differently."
Negotiation Language:
Making proposals:
- "We would like to propose..."
- "Our suggestion would be to..."
- "What if we were to...?"
Bargaining:
- "Would you be willing to consider...?"
- "If we agree to X, would you be open to Y?"
- "We could offer... in exchange for..."
Closing:
- "I believe we have reached a consensus on..."
- "Shall we summarize the key points?"
- "The next steps will be..."
NordFish: "Thank you for reviewing our proposal. We believe a three-year contract at the proposed volume would benefit both parties. Could you share your initial thoughts?"
FreshUK: "We appreciate the offer. However, we have some concerns about the pricing structure. The per-unit cost is approximately 8% above current market rates."
NordFish: "I understand your concern. Our pricing reflects the premium quality and sustainability certification of our products. However, we would be willing to discuss volume-based discounts."
FreshUK: "That sounds promising. If we were to commit to a 15% larger order, what kind of discount could you offer?"
NordFish: "For a 15% volume increase, we could offer a 5% reduction in the per-unit price. Additionally, we would be prepared to cover shipping costs for the first six months."
FreshUK: "That is a reasonable starting point. We would like to take this back to our team for discussion and schedule a follow-up meeting for next week."
Notice: Both sides use hedging language ("we would be willing," "could you share"), conditional structures ("if we were to commit"), and polite formulations throughout. No one says "no" directly.
In a formal business meeting, which of the following is the most appropriate way to disagree with a colleague's proposal?
Write a formal business letter to a potential partner company proposing a collaboration. Your letter should include: a clear statement of purpose, at least two specific benefits of the partnership, and a call to action (e.g., requesting a meeting). Use appropriate formal register throughout.
Key Takeaways
Formal Register is essential in professional business communication. It involves avoiding contractions, using Latinate vocabulary, hedging assertions, and maintaining a respectful tone.
Professional Emails follow a clear structure: specific subject line, formal greeting, purpose stated early, action items, and polite closing.
Meetings and Negotiations require specialized vocabulary for opening discussions, expressing agreement or disagreement diplomatically, making proposals, bargaining, and reaching consensus.
Key Vocabulary:
- Register -- the level of formality in language
- Hedging -- using cautious language to soften statements
- Call to action -- a clear request for the recipient to do something
- Consensus -- general agreement among a group
- Volume-based discount -- reduced pricing for larger orders
- Counterproposal -- an alternative offer made in response to an initial proposal
Role-play scenario: You represent a Norwegian technology startup. Write a complete negotiation dialogue (at least 10 exchanges) between your company and a potential investor from the United Kingdom. Use appropriate business vocabulary, hedging language, and formal register. Include: an opening, a discussion of terms, a point of disagreement, and a resolution.
Which of the following closings is most appropriate for a formal business email?
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