10 Common Email Mistakes Non-Native English Speakers Make (And How to Fix Them)

After analyzing thousands of business emails written by non-native English speakers, clear patterns emerge. The same mistakes appear regardless of the writer's first language. The good news? These mistakes are easy to fix once you know what to look for.

Mistake 1: Overly Formal Greetings

Wrong: "Respected Sir/Madam, I hope this letter finds you in good health and prosperity."

Right: "Hi Sarah," or "Hello Mr. Kim,"

Modern English business emails are much less formal than many other languages. Using overly formal greetings can make you seem out of touch or create unnecessary distance.

Mistake 2: The "Kindly" Overuse

Wrong: "Kindly please find attached the document kindly requested."

Right: "Please find the document attached." or simply "Here's the document you requested."

"Kindly" is heavily overused by non-native speakers. In modern business English, "please" is sufficient for politeness.

Mistake 3: Wrong Register for the Situation

Wrong: (To a close colleague) "Dear Mr. Johnson, I would like to formally request your attendance at..."

Right: "Hey Mike, can you join the standup tomorrow at 10?"

Many non-native speakers use the same formal tone for every email. Match your formality level to your relationship with the recipient.

Mistake 4: Indirect Requests

Wrong: "I was wondering if it would be possible for you to maybe consider looking at the report when you have time?"

Right: "Could you review the report by Thursday?"

Being overly indirect in English can come across as unclear or lacking confidence. Be polite but direct.

Mistake 5: Missing Articles (a, an, the)

Wrong: "Please send me report by end of day."

Right: "Please send me the report by the end of the day."

This is especially common for speakers of languages without articles (Korean, Japanese, Russian, Chinese). When in doubt, use "the" for specific items and "a/an" for general ones.

Mistake 6: Wrong Prepositions

Wrong: "I'm looking forward for your reply."

Right: "I'm looking forward to your reply."

Prepositions don't translate directly between languages. Common correct forms:

"I'm responsible for the project"
"I'm interested in the proposal"
"I'm available on Monday"
"I'll finish by Friday"

Mistake 7: Translating Idioms Literally

Wrong: "Let's hit two flies with one stone" (Korean/Chinese idiom)

Right: "Let's kill two birds with one stone" (English version)

When in doubt, avoid idioms entirely and use plain language. It's always clearer and more professional.

Mistake 8: CC'ing Too Many People

This isn't a language mistake, but a cultural one. In some business cultures, CC'ing managers on every email shows respect. In English-speaking workplaces, it's often seen as excessive or even passive-aggressive.

Mistake 9: Ending with "Hoping for Your Kind Response"

Wrong: "Hoping for your kind and prompt response at your earliest convenience."

Right: "Looking forward to hearing from you." or "Please let me know if you have any questions."

The "hoping for your kind response" ending is a dead giveaway of a non-native speaker. Keep closings simple and natural.

Mistake 10: Not Getting to the Point

Wrong: (Three paragraphs of pleasantries before the actual request)

Right: State your purpose within the first two sentences after the greeting.

In English business culture, getting to the point quickly is respected. You can be polite AND direct.

The Fastest Fix for All 10 Mistakes

Instead of memorizing rules, let MailFluently handle the nuances of English business email writing. Describe your situation in any language, and AI generates an email that avoids all these common pitfalls. It's like having a native English-speaking editor for every email you send. Try it free at mailfluentlyai.com.