Best Practices for Writing Emails in English for Hindi Speakers
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Introduction
Writing emails in English is essential for professional communication. However, many Hindi speakers:
❌ Translate word-for-word from Hindi, making emails sound unnatural
❌ Use incorrect greetings and closing phrases
❌ Make grammar mistakes that reduce clarity
✔ Example of a Wrong Email:
"Respected Sir, I am writing to inform you that I am needing leave for tomorrow. Kindly grant me. I will thankful to you."
✅ Corrected Email:
"Dear Sir, I would like to request leave for tomorrow. Kindly grant me permission. I would be grateful."
🎯 Solution:
This guide explains how to write professional English emails with correct formatting, structure, and phrases.
1. Email Structure: How to Format an English Email Properly?
A professional email has five main parts:
1️⃣ Subject Line – A short, clear topic of your email
2️⃣ Greeting (Salutation) – How you address the recipient
3️⃣ Email Body – The main message, written in short paragraphs
4️⃣ Closing (Sign-Off) – A polite way to end your email
5️⃣ Signature – Your name, designation, and contact details
2. How to Write a Strong Subject Line?
The subject line should be clear and to the point.
❌ Wrong: "Urgent help required"
✅ Correct: "Request for Assistance with Project Deadline"
❌ Wrong: "Leave application"
✅ Correct: "Request for Leave on [Date]"
🎯 Tip:
- Keep the subject line short (5-8 words).
- Mention the main purpose of the email.
3. How to Start an Email (Greetings & Salutations)
✔ Formal Greetings (For Business Emails):
| English Greeting | Hindi Equivalent | When to Use? |
|---|---|---|
| Dear Mr. Sharma, | प्रिय श्री शर्मा, | Formal emails |
| Dear Dr. Mehta, | प्रिय डॉ. मेहता, | Addressing doctors/professors |
| Dear Team, | प्रिय टीम, | Writing to multiple people |
| Dear Sir/Madam, | आदरणीय महोदय/महोदया, | When you don’t know the name |
✔ Informal Greetings (For Friends & Colleagues):
| English Greeting | Hindi Equivalent |
|---|---|
| Hi Rahul, | नमस्ते राहुल, |
| Hello Team, | हैलो टीम, |
4. Writing the Email Body (Main Content)
✅ Best Practices:
✔ Keep sentences short and direct.
✔ Use paragraphs to organize information.
✔ Avoid overly formal or overly casual language.
✔ Example 1: Requesting Leave (Formal Email)
Subject: Request for Leave on [Date]
Dear [Manager’s Name],
I hope you are doing well. I am writing to request leave for [specific date] due to [reason]. I will ensure all pending tasks are completed before my leave.
Please let me know if you require any further details.
Best regards,
[Your Name]
🎯 Tip:
- Avoid saying "I am needing leave"—say "I would like to request leave."
✔ Example 2: Business Inquiry Email
Subject: Inquiry About Product Pricing
Dear [Company Name] Team,
I hope you are doing well. I am interested in purchasing [product name] and would like to know more about the pricing and delivery options. Could you please share the details?
Looking forward to your response.
Best regards,
[Your Name]
🎯 Tip:
- Use "Could you please share" instead of "Please send me."
✔ Example 3: Job Application Email
Subject: Application for [Job Title] Position
Dear Hiring Manager,
I am writing to apply for the [Job Title] position at [Company Name]. I have [X years] of experience in [field] and believe my skills match the job requirements. My resume is attached for your review.
I would appreciate the opportunity to discuss my qualifications further.
Best regards,
[Your Name]
🎯 Tip:
- Use polite and professional language.
- Attach your resume as a PDF.
5. How to End an Email Politely (Sign-Off & Closing)
✔ Formal Email Closings:
| English Closing | Hindi Equivalent |
|---|---|
| Best regards, | सादर, |
| Sincerely, | ईमानदारीपूर्वक, |
| Warm regards, | शुभकामनाएँ, |
| With gratitude, | आभार सहित, |
✔ Informal Email Closings:
| English Closing | Hindi Equivalent |
|---|---|
| Thanks, | धन्यवाद, |
| Take care, | अपना ध्यान रखना, |
| Cheers, | शुभकामनाएँ, |
🎯 Tip:
- Avoid using "Yours faithfully"—it’s outdated in modern emails.
6. Common Mistakes in English Email Writing (and Fixes!)
| Common Mistake | Wrong Email Example | Correct Email Fix |
|---|---|---|
| Using "Respected Sir" in Business Emails | "Respected Sir, I am writing to you..." | "Dear Sir, I am writing to you..." |
| Overusing "Kindly" | "Kindly send me details." | "Could you please send me details?" |
| Mixing Hindi-English | "I am writing this email regarding मेरी छुट्टी।" | "I am writing this email regarding my leave." |
🎯 Tip:
- Keep emails 100% in English for professionalism.
Conclusion
By following these best practices, Hindi speakers can write clear, professional, and effective English emails.
✅ Key Takeaways:
✔ Use a proper subject line and greeting.
✔ Keep the email body short, clear, and polite.
✔ Use professional sign-offs and avoid mixing Hindi and English.
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