To effectively use phrasal verbs in professional business emails, focus on common, widely understood verbs and carefully consider the context and your relationship with the recipient. The key is to select phrasal verbs that are standard in business English, avoiding those that are overly idiomatic or casual to maintain a professional tone.
Phrasal verbs are a cornerstone of fluent, natural English, but they can feel like a minefield for learners, especially in formal settings. You want to sound proficient, not robotic, but you also don't want to come across as unprofessional. This guide will help you understand how to use phrasal verbs in professional business emails with confidence, striking the perfect balance between fluency and formality.
Why is it so tricky to use phrasal verbs in business communication?
The main challenge lies in their wide range of formality. Some phrasal verbs, like "hang out" or "chill out," are strictly informal. Others, however, are an essential part of the business English lexicon. Using a single-word verb for everything can make your writing sound stiff and unnatural, while using the wrong phrasal verb can undermine your professional credibility.
Good email etiquette requires understanding this nuance. The goal is to choose verb phrases that are clear, concise, and widely accepted in corporate environments. Misjudging the context can lead to misinterpretation or make you seem less serious about the topic at hand.
Which phrasal verbs are generally safe to use?
While every workplace has its own culture, some phrasal verbs are so common in business that they are almost universally accepted. They communicate ideas efficiently without sounding overly casual. Here is a list of safe phrasal verbs to add to your professional vocabulary, along with their more formal, single-word alternatives.
- Follow up (on): To take further action regarding something.
- *Example*: "I am writing to follow up on our conversation from last Tuesday."
- *Formal alternative*: Pursue, inquire further
- Draw up: To prepare a formal document.
- *Example*: "Could you please draw up the contract by the end of the week?"
- *Formal alternative*: Draft, prepare
- Look into: To investigate or research something.
- *Example*: "Thank you for flagging this issue. We will look into it immediately."
- *Formal alternative*: Investigate, examine
- Set up: To arrange or organise.
- *Example*: "I will set up a meeting for us to discuss the project proposal."
- *Formal alternative*: Arrange, schedule
- Carry out: To perform or complete a task.
- *Example*: "Our team will carry out a detailed analysis of the quarterly results."
- *Formal alternative*: Conduct, execute
- Go over: To review or check something.
- *Example*: "Let's go over the main points one more time before the presentation."
- *Formal alternative*: Review, examine
- Point out: To draw attention to a particular piece of information.
- *Example*: "I would like to point out a key finding in the report's conclusion."
- *Formal alternative*: Indicate, highlight
How do I decide if a phrasal verb is appropriate?
Choosing the right phrasal verb depends on a few key factors. Before you hit 'send', ask yourself these questions.
Who is my audience?
Are you writing to a close colleague you email daily, or are you contacting a potential new client for the first time? With internal communications, you can often be slightly less formal. For external emails, especially initial ones, it's safer to lean towards more formal language. If you don't know the recipient well, a single-word verb like "postpone" is a safer bet than "put off."
What is the context?
The purpose of your email matters. A quick internal update might be a perfect place to use "go-ahead" (e.g., "We got the go-ahead on the new marketing campaign."). However, in a formal proposal or a legal document, you would use "approval" or "authorisation."
Is there a clearer, more formal alternative?
Sometimes, a phrasal verb is the most natural and efficient way to say something (e.g., "follow up"). Other times, a single-word verb is stronger and more precise. For instance, instead of saying "We need to figure out a solution," writing "We need to determine a solution" sounds more decisive and professional in a high-stakes situation.
A practical guide to using phrasal verbs in professional business emails
Mastering professional communication is a continuous process. Keep these best practices in mind to refine your skills:
- Stick to the Classics: When in doubt, use the common business phrasal verbs listed above. They are your safest and most effective options.
- Prioritise Clarity: The primary goal of any business email is clear communication. If a single-word verb is clearer and less ambiguous than a phrasal verb, use it.
- Observe and Learn: Pay attention to the language used by native-speaking colleagues and managers in your field. This is one of the best ways to learn which phrasal verbs are standard in your specific industry.
- Read Aloud: Before sending an important email, read it out loud. This can help you catch awkward phrasing and judge the overall tone. If it sounds too much like a casual conversation, consider swapping a phrasal verb for a more formal alternative.
Conclusion
Ultimately, learning how to use phrasal verbs in professional business emails is about developing an understanding of context, audience, and tone. By starting with a core set of safe, common phrasal verbs and critically evaluating when to use them, you can make your writing sound more natural and fluent without sacrificing professionalism. It's a skill that demonstrates a high level of English proficiency and enhances your business communication.
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Frequently Asked Questions (FAQ)
Q1: Is it okay to use 'figure out' in a formal email?
'Figure out' is a borderline case. In many internal or semi-formal emails, it's perfectly acceptable. However, for a very formal context, such as a report to senior leadership or an email to a new client, safer alternatives like 'determine', 'ascertain', or 'resolve' are more appropriate.
Q2: What's a formal alternative to 'get back to' someone?
While 'get back to' is common, more formal alternatives include 'reply', 'respond', or, in some contexts, 'revert'. For example, instead of "I will get back to you tomorrow," you could write, "I will respond by end of business tomorrow."
Q3: Can I use phrasal verbs in a job application email or cover letter?
It is best to be cautious and use formal language in job applications. Your goal is to sound as professional and competent as possible. Opt for single-word verbs like 'conducted' instead of 'carried out', or 'reviewed' instead of 'went over'.
Q4: Are separable phrasal verbs (like 'draw up') less formal?
Not necessarily. The level of formality is determined by the verb itself, not its grammatical structure. However, separating the verb and particle (e.g., "I will draw the contract up") can sometimes sound slightly more conversational than keeping them together ("I will draw up the contract"). When writing, keeping them together is often a safer and clearer choice.
Q5: How can I learn more business-appropriate phrasal verbs?
Exposure is key. Read reputable business publications like The Wall Street Journal or the Financial Times, listen to business news and podcasts, and pay close attention to the language used in emails and meetings at your own workplace. This will help you absorb phrasal verbs in their natural context.