To correctly use common phrasal verbs in a business email, you must consider the context and your relationship with the recipient. Generally accepted verbs like 'follow up' or 'look into' are safe for most professional settings, while others like 'put off' are better suited for internal or less formal communication. Always prioritise clarity and a professional tone over sounding casual.
Phrasal verbs—those tricky combinations of a verb and a preposition or adverb—can make your English sound more natural and fluent. However, many learners worry about using them incorrectly in a professional setting. The key is understanding which ones are office-approved and which ones are best left for casual conversation. This guide will show you how to confidently use common phrasal verbs in a business email without sounding unprofessional.
Why Are Phrasal Verbs Tricky in Business Communication?
The main challenge with phrasal verbs in a professional context is formality. While they are a cornerstone of everyday spoken English, business writing often favours more formal, single-word verbs. For example, saying you need to “postpone” a meeting sounds more formal than saying you need to “put it off.”
Here’s a quick breakdown of the risks:
- Ambiguity: Some phrasal verbs have multiple meanings, which can cause confusion, especially for non-native English-speaking colleagues.
- Informal Tone: Overusing phrasal verbs can make your email sound too casual, potentially undermining your professional authority.
- Clarity: In a formal report or an email to a new client, a single-word verb like “investigate” is often clearer and more direct than “look into.”
Which Common Phrasal Verbs Can I Use in a Business Email?
Not all phrasal verbs are created equal. Some have become standard in business communication, while others require more caution. Here’s a list of common phrasal verbs and how to use them correctly.
Safe and Professional Phrasal Verbs
These verbs are widely understood and accepted in most business contexts, both internal and external.
- Follow up: To take further action or check on something later.
- *Example:* “Thank you for the meeting. I will follow up with the project summary by tomorrow.”
- Look into: To investigate or research something.
- *Example:* “We’ve received the customer complaint. Our team will look into the issue immediately.”
- Set up: To arrange or organise something.
- *Example:* “Could you please set up a video call for next Tuesday at 10 AM?”
- Get back to: To reply to someone at a later time.
- *Example:* “I don’t have that information right now, but I will get back to you by the end of the day.”
- Go over: To review or check something carefully.
- *Example:* “Let’s go over the presentation one more time before the client arrives.”
Phrasal Verbs to Use with Caution
These verbs are common but can be perceived as slightly less formal. They are often best for emails to colleagues you know well rather than to senior management or new clients.
- Look up: To find a piece of information in a list, database, or book.
- *Example:* “I need to look up his contact details in our CRM.”
- *Note:* This is generally fine, but “find” or “retrieve” can sound more formal.
- Put off: To postpone or delay something.
- *Example:* “Due to the system outage, we have to put off the product launch until Friday.”
- *Note:* In a very formal announcement, “postpone” is the preferred choice.
- Get over: To overcome a difficulty or challenge.
- *Example:* “The team is working hard to get over the final hurdles before we release the update.”
- *Note:* This usage is idiomatic and best for internal team communication. Avoid it in formal reports.
How Should I Decide When to Use Common Phrasal Verbs in a Business Email?
Choosing the right phrasal verb—or deciding to use a single-word alternative—comes down to a few key factors. Before you hit ‘send’, ask yourself these questions:
- Who is my audience? Are you writing to a close colleague, your manager, or a potential new client? The more formal the relationship, the more cautious you should be.
- What is the purpose of the email? A quick internal update can be more conversational. A formal proposal, legal notice, or official report should use more formal language.
- Is there a clearer, single-word alternative? If you are unsure, defaulting to a more formal verb is always a safe bet. Using “postpone” instead of “put off,” or “investigate” instead of “look into,” removes any risk of sounding too casual.
Ultimately, learning to use common phrasal verbs in a business email is about balance. They can make your writing more dynamic and natural, but they must be chosen carefully to maintain professionalism. With practice, you'll develop an instinct for which phrasal verbs fit perfectly into your business communication.
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Frequently Asked Questions (FAQ)
Q1: Are phrasal verbs too informal for business writing?
Not necessarily. Many phrasal verbs like “follow up,” “set up,” and “look into” are standard in business English. The key is to avoid overly casual or idiomatic ones and to consider the context of your email and your relationship with the recipient.
Q2: What is the difference between 'put off' and 'postpone' in an email?
Both mean to delay something. However, “postpone” is more formal and is the standard choice for official communication, client-facing emails, and formal announcements. “Put off” is more conversational and is perfectly acceptable for internal team emails or informal updates.
Q3: Can I split a phrasal verb in a professional email?
Yes, for separable phrasal verbs, it is grammatically correct. For example, you can write “We need to set the meeting up” or “We need to set up the meeting.” Both are fine, but keeping the verb and particle together (“set up the meeting”) is often clearer and more common in formal writing.
Q4: How can I learn more phrasal verbs for business English?
Focus on context. Pay attention to how native speakers use them in emails and meetings. Create a list of common business phrasal verbs (like 'carry out,' 'draw up,' 'bring forward') and practice writing sentences with them that relate to your specific job.
Q5: What are some common mistakes to avoid with phrasal verbs in emails?
A common mistake is choosing a phrasal verb that is too informal (e.g., “chill out” instead of “relax”) or using one with the wrong meaning. Another is confusing similar-sounding phrasal verbs, like “look up” (find information) and “look up to” (admire). Always double-check the meaning if you are unsure.