To use common phrasal verbs correctly in a professional business email, focus on selecting formal options and ensuring their meaning is crystal clear in context. Avoid overly casual or ambiguous phrasal verbs, and when in doubt, opt for a more formal single-word alternative to maintain a professional tone. Mastering this aspect of business English will make your communication more natural and effective.
Phrasal verbs can feel like a secret code in English, but they are essential for sounding fluent. The challenge is knowing which ones elevate your professional language and which ones make you sound too informal. This guide will walk you through exactly how to use common phrasal verbs correctly in a professional business email, complete with clear rules and examples to boost your confidence.
What Are Phrasal Verbs and Why Are They Tricky in Business Communication?
A phrasal verb is a combination of a main verb and a particle (a preposition or an adverb), which together create a new meaning. For example, look means to see, but look into means to investigate.
The difficulty in business writing arises from three main factors:
- Formality: Many phrasal verbs are informal (e.g., mess up, chill out) and are unsuitable for professional email etiquette.
- Multiple Meanings: Some phrasal verbs have several meanings, which can lead to confusion. For example, take off can mean to remove clothing, to become successful, or for an airplane to leave the ground.
- Clarity: The primary goal of workplace communication is clarity. A single-word verb like postpone is often clearer and more direct than a phrasal verb like put off.
How to Use Common Phrasal Verbs Correctly in a Professional Business Email: The Core Principles
To navigate these challenges, follow a few key principles. These rules will help you select the appropriate language and maintain your professionalism.
Rule 1: Prioritise Clarity Over Style
Before using a phrasal verb, ask yourself: "Is this the clearest way to say this?" If there is any chance of ambiguity, choose a single-word alternative. Good business communication is direct and easy to understand.
- Instead of: "I'll try to figure out the solution."
- Consider: "I will determine the solution."
Rule 2: Understand the Formality Level
Context is everything. A phrasal verb that is perfect for an internal email to a teammate might be too casual for a first email to a new client. Stick to phrasal verbs that are widely accepted in formal and professional language.
- Informal (Avoid): give up, get back at, mess up
- Formal (Safe to use): carry out, follow up, draw up
Rule 3: Be Aware of Separability
Some phrasal verbs are 'separable', meaning you can put the object between the verb and the particle. Others are 'inseparable'. Knowing the difference is a sign of advanced proficiency.
- Separable: "Please fill out this form." OR "Please fill this form out."
- Inseparable: "We will look into the matter." (You cannot say "look the matter into.")
Examples of How to Use Common Phrasal Verbs Correctly in a Professional Business Email
Here is a list of common, professional phrasal verbs that are safe to use in most business contexts. They are widely understood and convey a professional tone.
- Follow up (on): To pursue or check on a previous action or communication.
- *Example:* "Hi Sarah, I'm writing to follow up on our conversation from last Tuesday."
- Draw up: To prepare a formal document.
- *Example:* "Our legal team will draw up the contract and send it over by the end of the week."
- Carry out: To perform or complete a task or plan.
- *Example:* "We plan to carry out the client survey in the third quarter."
- Look into: To investigate or examine a situation.
- *Example:* "Thank you for the feedback. I will look into this issue immediately."
- Push back: To delay or postpone an event to a later time or date.
- *Example:* "Due to a scheduling conflict, we need to push back the meeting to 3 PM."
- Bring forward: To move an event to an earlier time or date.
- *Example:* "Could we bring forward our call to Monday instead of Wednesday?"
- Set up: To arrange or organize something.
- *Example:* "I will set up a video conference for the project kickoff."
- Go over: To review or examine something carefully.
- *Example:* "Let's go over the report figures one more time before the presentation."
By sticking to this list of well-established phrasal verbs, you can add variety and fluency to your writing without risking your professional image. By following these guidelines, you can confidently use common phrasal verbs correctly in a professional business email and enhance your workplace communication skills.
Frequently Asked Questions (FAQ)
Q1: Is it unprofessional to use phrasal verbs in emails?
Not necessarily. It depends entirely on the specific phrasal verb and the context. Formal phrasal verbs like follow up or carry out are standard in business communication, while informal ones like mess up or hang out should always be avoided.
Q2: What is a good alternative to 'find out' in a formal email?
Excellent formal alternatives to find out include ascertain, determine, or discover. For example, instead of, "I will find out the details," you could write, "I will ascertain the details for you."
Q3: Can I use 'look forward to' in a professional email?
Yes, absolutely. Look forward to is a very common and professional phrasal verb used in email closings. It is a polite way to express anticipation, such as in the sentence, "I look forward to hearing from you soon."
Q4: What phrasal verbs should I avoid in business writing?
You should avoid phrasal verbs that are overly casual, idiomatic, or have multiple meanings that could cause confusion. Examples to avoid in almost all professional contexts include hang on, get back at, give up, cut it out, and mess around.
Q5: How can I check if a phrasal verb is formal or informal?
A great method is to check its definition in a reputable learner's dictionary, like the Cambridge or Oxford English Dictionary, which often labels usage as 'formal' or 'informal'. You can also observe how native speakers use it in professional media, such as business articles or on LinkedIn.