To effectively use common phrasal verbs in a business email, integrate them naturally to convey specific actions with clarity and professionalism. For instance, use 'follow up' to signal a future contact, 'bring up' to introduce a topic for discussion, and 'look into' to promise an investigation, always ensuring your tone matches the context.
Mastering professional communication in English involves more than just vocabulary and grammar; it's about sounding natural and confident. Phrasal verbs, which combine a verb with a preposition or adverb, are a key part of fluent, everyday English. However, many learners worry about using them incorrectly in a professional setting. This guide will show you how to correctly use common phrasal verbs in a business email, focusing on three of the most essential: 'follow up,' 'bring up,' and 'look into.'
Why Are Phrasal Verbs Important in Business Communication?
Phrasal verbs are crucial in Business English because they make your language sound more authentic and less robotic. While you can often use a single-word verb (e.g., 'investigate' instead of 'look into'), using the phrasal verb can make your tone more conversational and direct. They are staples of business correspondence, and understanding them is vital for clear communication with colleagues and clients. Using them correctly shows a high level of English proficiency and helps build better professional relationships.
How Can I Use Common Phrasal Verbs in a Business Email Correctly?
Context is everything. The key is understanding not just the meaning of a phrasal verb, but also the nuance it carries in a professional context. Let's break down our three examples.
How do I use 'follow up'?
'Follow up' means to continue communication about a previous discussion or to take further action on something. It's an essential part of email etiquette, showing that you are proactive and organized.
Use it to:
- Reference a previous conversation.
- Promise future action or information.
- Gently remind someone about something.
Examples:
- Polite Reminder: "Dear John, I'm just writing to follow up on the invoice I sent last Tuesday."
- After a Meeting: "It was great speaking with you today. As promised, I will follow up with the project proposal by the end of the week."
- With a Person: "I need to follow up with the marketing team to get the final numbers."
When should I 'bring up' a topic?
'Bring up' means to introduce a subject for discussion or to mention something. It's a slightly softer, more tactful way to introduce a point, especially if it might be sensitive or unexpected.
Use it to:
- Introduce a new item on an agenda.
- Raise a concern or issue politely.
- Mention a point during a discussion.
Examples:
- Setting an Agenda: "During tomorrow's call, I would also like to bring up the client feedback from last month."
- Raising an Issue: "Thank you for the report. I do need to bring up a small discrepancy I found on page three."
What does it mean to 'look into' something?
'Look into' means to investigate, examine, or research a problem or situation. Using this phrasal verb in an email is a professional way to acknowledge an issue and promise that you will give it your attention. It assures the reader that you are taking their concern seriously.
Use it to:
- Acknowledge a problem reported by a client or colleague.
- Promise to find more information about a situation.
- Signal the start of an investigation.
Examples:
- Customer Service: "Thank you for making us aware of this issue. We will look into it immediately and get back to you within 24 hours."
- Internal Communication: "I wasn't aware that the server was down. I'll look into it with the IT department right away."
What Are Some Best Practices to Use Common Phrasal Verbs in a Business Email?
To ensure your professional communication is always on point, follow these simple rules when incorporating phrasal verbs.
- Know Your Audience: While these phrasal verbs are widely accepted, in extremely formal reports or legal documents, you might opt for single-word alternatives ('investigate' instead of 'look into'). For daily emails, they are perfectly appropriate.
- Understand the Precise Meaning: 'Look into' means to investigate, not just to 'look at'. Misunderstanding the nuance can lead to confusion.
- Don't Overuse Them: A good email has a balance of phrasal verbs and standard verbs. Sprinkling them in makes you sound natural; stuffing every sentence with them can sound unprofessional and confusing.
- Keep It Contextual: Ensure the phrasal verb fits the overall tone of your message. These three verbs are generally neutral and professional, making them safe choices for most business correspondence.
By mastering a few key phrases, you can significantly improve your professional writing. The next time you need to use common phrasal verbs in a business email, remember these examples and best practices to communicate with confidence and clarity.
Frequently Asked Questions
Q1: Can I use phrasal verbs in a very formal email?
Yes, you can. Phrasal verbs like 'follow up' and 'look into' are standard in modern business communication and are appropriate for most formal emails, including those to senior management or new clients. However, for highly academic or legal writing, you might choose a more formal, single-word verb.
Q2: What is the difference between 'follow up on' and 'follow up with'?
'Follow up on' is used when you are taking action on a *thing* (like a task, an email, or a lead). Example: "I need to follow up on that report." 'Follow up with' is used when you are contacting a *person*. Example: "I will follow up with Susan tomorrow."
Q3: Are there any phrasal verbs I should avoid in business emails?
Yes, you should avoid phrasal verbs that are too informal or colloquial. For example, 'chill out' (relax), 'mess up' (make a mistake), or 'hang out' (spend time together) are not appropriate for professional correspondence. Stick to well-established business-oriented phrasal verbs.
Q4: How can I learn more business English phrasal verbs?
You can learn more by reading business articles and emails from native speakers, watching business news, and using a reputable dictionary that provides example sentences. Focus on learning a few at a time in a specific context rather than memorizing long lists.