Business English email writer for clear, polite work emails
Writing to a client or supplier in English takes you twenty minutes and still feels too direct or too stiff. Tell your todo.is agent what you need to say, in English or your own language, and this prompt gets you a ready-to-send business English email with the right level of politeness.
The prompt
- Write a business email in English for me. What I need to say: [WHAT YOU WANT TO SAY]. I'm writing to [RECIPIENT AND RELATIONSHIP], and the goal is [GOAL OF THE EMAIL]. Tone: [TONE]. Use clear, simple business English that a non-native reader also understands, short paragraphs, a specific subject line, and one clear request with a date if needed. Avoid idioms and phrases that sound rude in English, like "you must" or "as I already told you". Give me two versions: a standard one and a softer one, and point out any phrase in my notes that could sound too direct. If my Google account is connected, save the standard one as a Gmail draft.
What to change
- [WHAT YOU WANT TO SAY]: Write it in any language, as notes, e.g. "invoice 2231 is 30 days late, need payment this week or we pause work".
- [RECIPIENT AND RELATIONSHIP]: e.g. "a supplier in Germany I work with every month", "a new client's finance team".
- [GOAL OF THE EMAIL]: e.g. "get paid by Friday without hurting the relationship".
- [TONE]: e.g. "friendly but firm", "formal", "warm".
Example result
- Your notes
- "fattura 2231 in ritardo di 30 giorni, ci serve il pagamento questa settimana o fermiamo il lavoro"
- Standard version
- Subject: Invoice 2231: payment by Friday, 14 November
- Dear Ms. Becker,
- I hope you are well. I'm writing about invoice 2231 for the October delivery, which was due on 10 October and is now 30 days overdue.
- Could you please arrange payment by Friday, 14 November? I have attached the invoice again for your convenience.
- If payment is not possible by then, we will need to pause new orders until the account is up to date. I would much prefer to avoid this, so please let me know if there is anything on your side that is causing a delay.
- Kind regards,
- Paolo Ricci
- Ricci Packaging
- Softer version
- Subject: Quick check on invoice 2231
- Dear Ms. Becker,
- I hope all is well. I noticed that invoice 2231 is still open, and I wanted to check that it reached the right person. Would it be possible to settle it by Friday, 14 November? Happy to resend anything you need.
- Best regards,
- Paolo
- Phrases to watch in your notes
- • "o fermiamo il lavoro" → "or we stop the work": sounds like a threat in English. The standard version explains the consequence calmly and offers help.
- • "we need the payment" → "Could you please arrange payment": requests with "could" sound professional, not weak.
- Useful business English phrases
- • "I'm writing about..." to open
- • "Could you please... by [date]?" for a clear request
- • "Please let me know if..." to invite a reply
How to do it with todo.is
- Write your notes in any language, add who it is for, the goal and the tone.
- Send the to-do from todo.is or straight from WhatsApp when you are away from your desk.
- Pick the standard or softer version and edit any detail you want.
- Send it yourself, or connect Google and approve it so your agent sends it from Gmail.
Tips for a better result
- Put the request and the date in one sentence. Non-native readers often skim, and one clear ask gets answered.
- Use "Could you please" and "I would appreciate it if" for requests. "Please do" and "you must" read as orders in English.
- Write dates with the month as a word (14 November) to avoid US vs European confusion.
- Ask your agent to remember your signature and company, so every email comes ready to send.
business English email writer: FAQ
- How do I make a business email sound polite in English? Use softeners like "could you", "would it be possible" and "I'd appreciate it", explain the reason for your request, and end with an offer to help. Avoid all caps and words like "must".
- Can I write my notes in my own language? Yes. Write them in any language and your agent writes the email in English. It also flags phrases that translate badly.
- Does it send the email for me? Only if you want. With Google connected it saves a Gmail draft, and it sends only after you approve.
- What is the best way to start a business email? "Dear [Name]" for formal emails, "Hi [Name]" for people you know. Then get to the point in the first line: "I'm writing about...".
JavaScript is required to use the todo.is app.