To use phrasal verbs correctly in a business email, focus on choosing expressions that are widely accepted in professional contexts, such as 'follow up on' or 'look into'. Avoid phrasal verbs that sound like slang or are overly casual, and when in doubt, opt for a more formal single-word alternative like 'investigate' instead of 'check out'.
Navigating the nuances of professional communication in English can be challenging, especially when it comes to phrasal verbs. These common verb-preposition combinations make everyday speech sound natural, but in writing, they can sometimes feel too informal. The key is learning how to use phrasal verbs correctly in a business email by understanding context, register, and which phrases are standard in the corporate world.
What’s the Difference Between Formal and Informal Phrasal Verbs?
The primary difference lies in their register, or level of formality. Some phrasal verbs are neutral and accepted in almost any situation, while others are strictly conversational. Often, more formal language uses single-word verbs with Latin origins (e.g., 'investigate', 'arrange', 'review') instead of their phrasal verb counterparts ('look into', 'set up', 'go over').
Your choice depends on your relationship with the recipient and the company culture. A quick email to a close colleague might use more casual language than a formal proposal to a new client. The goal is to sound clear and competent, not stiff or, conversely, unprofessional.
How Can I Confidently Use Phrasal Verbs Correctly in a Business Email?
The safest strategy is to stick with a core group of phrasal verbs that are universally understood and accepted in business communication. These expressions are common in offices around the world and will help you sound fluent and natural without seeming too casual.
Safe Phrasal Verbs for Professional Emails
Here is a list of common business phrasal verbs you can use with confidence, along with examples and more formal alternatives:
- Follow up on: To check the progress of something or get more information.
- Example: "I am writing to *follow up on* my application submitted last week."
- Formal Alternative: Inquire about
- Set up: To arrange or schedule an event.
- Example: "Could we *set up* a meeting for next Tuesday?"
- Formal Alternative: Arrange / Schedule
- Look into: To investigate or research a problem or situation.
- Example: "Thank you for the feedback. We will *look into* the issue immediately."
- Formal Alternative: Investigate
- Draw up: To prepare a written document, like a contract or plan.
- Example: "Our legal team will *draw up* the new agreement by Friday."
- Formal Alternative: Draft / Prepare
- Go over: To review or examine something carefully.
- Example: "Let's *go over* the quarterly report before the presentation."
- Formal Alternative: Review
- Carry out: To perform or complete a task or plan.
- Example: "The research team will *carry out* a detailed market analysis."
- Formal Alternative: Conduct / Perform
- Fill (someone) in: To provide someone with missed information.
- Example: "Can you please *fill me in* on what was decided at the morning meeting?"
- Formal Alternative: Update / Inform
Which Phrasal Verbs Should I Avoid in Emails?
Just as important as knowing which phrasal verbs to use is knowing which to avoid. Generally, steer clear of phrasal verbs that are highly informal, idiomatic, or sound like slang. These can make your message unclear or cause you to appear unprofessional.
Phrasal verbs to avoid in most business contexts include:
- mess up (make a mistake)
- figure out (understand/solve - use 'determine' or 'ascertain' instead)
- check out (examine - use 'review' or 'investigate')
- hang out (spend time together)
- give up (quit)
How can I check if a phrasal verb is appropriate?
When you are unsure, a great tip is to consult a reputable learner's dictionary like the Cambridge or Oxford English Dictionary online. They often provide usage notes indicating if a word is 'formal,' 'informal,' or 'slang.' This simple check can save you from a potential communication error.
In conclusion, mastering how to use phrasal verbs correctly in a business email is a valuable skill that enhances your professional English. By sticking to widely accepted phrases, understanding the context, and avoiding overly casual expressions, you can communicate effectively and confidently.
Frequently Asked Questions (FAQ)
Q1: Are all phrasal verbs informal?
No, not at all. Many phrasal verbs like 'carry out' or 'set up' are considered neutral and are perfectly acceptable in formal business writing. The key is to learn which ones are appropriate for professional contexts.
Q2: What is a more formal alternative to "find out"?
In a business email, instead of 'find out,' you could use more formal verbs like 'discover,' 'ascertain,' or 'determine,' depending on the context. For example, "We need to ascertain the cause of the delay."
Q3: Is it okay to use "get back to you" in a professional email?
Yes, "I will get back to you" is a widely accepted and common phrase in business communication. It is considered a standard, neutral-to-informal expression that is clear and polite. A more formal alternative could be "I will respond to you shortly."
Q4: How can I improve my use of phrasal verbs in business writing?
Read business articles, reports, and professional emails from native speakers. Pay attention to the phrasal verbs they use. Additionally, when you learn a new phrasal verb, check its usage notes in a dictionary to see if it's labeled as informal or slang.
Q5: What's the difference between "put off" and "cancel"?
'To put off' means to postpone or delay something to a later date. 'To cancel' means to decide that a planned event will not happen at all. In a business email, it's generally better to use 'postpone' instead of 'put off' for a more formal tone. For example, "We need to postpone the meeting until Friday."