You speak English. You've been speaking it for years. But step into a boardroom, join a client call, or draft an email to senior leadership, and suddenly the language feels different. The casual English that works with friends doesn't work here. The stakes are higher. The expectations are different.
Business English isn't a separate language. It's the same English, applied with professional awareness. It's knowing when to say "I'll look into that" instead of "lemme check," when to write "Please find attached" instead of "Here's the file," and how to disagree without creating conflict. These distinctions seem small but they shape how colleagues and clients perceive your professionalism.
What is Business English?
Business English is English adapted for professional contexts. It encompasses:
- Vocabulary: Industry-specific terms, formal alternatives to casual words
- Tone: Professional without being stiff, clear without being blunt
- Structure: Organised communication that respects the reader's or listener's time
- Context awareness: Knowing what's appropriate for emails vs meetings vs presentations
It's not about using complicated words to sound impressive. Good business English is actually simpler and clearer than everyday speech because clarity matters more than cleverness in professional settings.
Key Differences from Conversational English
Understanding these differences helps you switch modes appropriately.
Formality Level: Business English replaces casual expressions with professional alternatives. "Hey, what's up?" becomes "Good morning. How are you?" "Cool, sounds good" becomes "That works well. I agree." "Can't make it" becomes "Unfortunately, I won't be able to attend." Avoid contractions like "gonna" and "wanna" in professional contexts.
Directness vs Diplomacy: Casual conversation allows bluntness; business communication requires softer phrasing. Instead of "You're wrong," say "I see it differently. Could we discuss this further?" Instead of "This report has mistakes," say "I noticed a few areas that might need revision." Instead of "I don't understand," say "Could you elaborate on that point?"
Completeness: Casual speech assumes shared context. Business communication makes context explicit. Instead of "Send me that thing from yesterday," write "Could you please share the Q3 sales report we discussed in yesterday's meeting?"
Written vs Spoken Standards: Written business English has higher standards than spoken. Emails are documents; they persist. Speaking in meetings allows more flexibility. Know which mode you're in and adjust accordingly.
Essential Business Vocabulary
Certain words and phrases appear constantly in professional settings. Master these foundations.
Agreement and Acknowledgment: "I understand." / "That makes sense." / "I agree with that approach." / "That's a valid point." / "I'll take that on board." / "Noted, thank you."
Polite Disagreement: "I see it somewhat differently." / "That's one perspective. Another way to look at it..." / "I'm not entirely convinced because..." / "I'd like to offer an alternative view." / "With respect, I think we should consider..."
Requesting Actions: "Could you please..." / "Would you mind..." / "I'd appreciate it if you could..." / "When you have a moment, could you..." / "It would be helpful if..."
Clarifying: "Could you elaborate on that?" / "I want to make sure I understand correctly..." / "Just to clarify..." / "Could you give me an example?" / "What do you mean by...?"
Buying Time: "Let me think about that." / "I'll need to look into this further." / "Can I get back to you on that?" / "That's a good question. Let me consider it."
Transitioning Topics: "Moving on to..." / "On a related note..." / "That brings us to..." / "Shifting focus slightly..." / "Before we conclude, I'd like to address..."
Meeting and Conference Room English
Meetings are where business English is most visible. Here's how to navigate them confidently.
Starting Meetings: "Shall we get started?" / "Let's begin. Thank you all for joining." / "I'd like to start by reviewing the agenda." / "Before we dive in, any updates from last time?"
Contributing Points: "I'd like to add..." / "Building on that point..." / "From my perspective..." / "One thing worth considering..." / "If I may, I'd like to share..."
Interrupting Politely: Sometimes you need to interject gracefully: "Sorry to interrupt, but..." / "If I could just add something here..." / "Before we move on, I'd like to mention..." / "Can I jump in quickly?"
Asking for Input: "What are your thoughts on this?" / "Does anyone have concerns about this approach?" / "[Name], what's your view?" / "I'd like to hear from others on this."
Summarising and Closing: "So, to summarise..." / "The key takeaways are..." / "Let me recap what we've decided..." / "Let's wrap up here." / "Thank you for your time. Next steps are..." / "I'll send a summary after this call."
Email and Written Communication
Email is where most business English happens. Poor email writing damages professional reputation. Strong emails build it. Every professional email should have a clear subject line, appropriate greeting, purpose statement in the first line, logically organised body, action request, and professional closing.
Subject Lines: Avoid vague subjects like "Hello" or "Question". Instead use specific, actionable subjects: "Q3 Report Review: Action Needed by Friday" or "Meeting Request: Project Kickoff - Dec 15".
Openings and Closings: Start with "I hope this email finds you well" (formal), "Thank you for your email" (responding), or "I'm writing to..." (direct). Close with "Best regards" (safe default), "Kind regards" (warmer), or "Thanks" (familiar colleagues).
Common Email Phrases: For attachments: "Please find attached..." For requests: "Could you please..." / "I would appreciate if..." For follow-ups: "Just following up on..." For apologies: "I apologise for..." For thanks: "Thank you for your prompt response."
Phone and Video Call Etiquette
Calls require real-time English without the safety net of editing before sending.
Starting Calls: "Hello, this is [Name] from [Company]." / "Good morning. Am I speaking with [Name]?" / "Thank you for taking the time for this call."
During the Call: Check understanding regularly: "Does that make sense?" / "Am I being clear?" Handle connection issues gracefully: "I'm sorry, you're breaking up. Could you repeat that?" / "I didn't catch that. Could you say it again?"
Video Call Tips: Look at the camera (not screen) when speaking to simulate eye contact. Mute when not speaking in group calls. Give visual acknowledgment by nodding. Ask "Can everyone see my screen?" before presentations.
Ending Calls: "Thank you for your time today." / "I'll send a follow-up email summarising our discussion." / "Please don't hesitate to reach out if you have questions."
Common Mistakes to Avoid
These errors undermine professional image:
Over-Apologising: "Sorry" loses impact when overused. Reserve apologies for actual mistakes, not routine requests.
Excessive Hedging: "I think maybe we could possibly consider..." sounds uncertain. Be reasonably direct: "I recommend we consider..."
Using Jargon Without Purpose: Buzzwords without substance frustrate listeners. "Let's leverage synergies to optimise our value proposition" says nothing. Be specific about what you mean.
Mixing Formality Levels: Starting an email with "Dear Sir" and ending with "Cheers!" creates awkward tonal shifts. Maintain consistent register.
Ignoring Cultural Context: International colleagues may have different communication norms. Be aware that directness appreciated in some cultures seems rude in others.
FAQs About Business English
How formal should I be with colleagues I know well? Professional but not stiff. You can be friendly while maintaining workplace appropriateness. Observe what colleagues do and match the environment.
Is it okay to use contractions (can't, won't) in business English? In spoken English and most emails, yes. In very formal documents (contracts, official letters), avoid them. Match the formality of the context.
How do I improve my business vocabulary? Read business publications (Harvard Business Review, industry news). Notice phrases used in professional emails you receive. Keep a vocabulary list and use new words deliberately.
What if I make grammar mistakes? Minor errors rarely matter if your meaning is clear. Focus on clarity over perfection. That said, repeated errors in written communication can affect perception. Proofread important emails.
How do I get better at speaking in meetings? Prepare points in advance. Start with low-stakes contributions and build confidence. Listen actively to how senior colleagues phrase things. Practice outside work settings.
Is business English different across industries? Core communication skills are universal. Industry-specific vocabulary varies (finance, tech, healthcare all have jargon). Learn your industry's terms, but focus first on transferable communication skills.
Develop Your Business English
Business English fluency develops through conscious practice. Pay attention to how effective communicators in your workplace speak and write. Borrow their phrases. Notice what works.
If you're looking for structured development, consider a professional English course designed for workplace contexts. The right training accelerates what self-study achieves slowly.
At English Engine, we focus on practical business communication for working professionals. Our training addresses real scenarios: meetings, emails, presentations, and daily interactions. Schedule a free demo class to experience our approach.
Related: Master email writing for office or explore our course options.