Turning Everyday English into Business English: Practical Examples for Workplace and International Communication
(with practice exercises at the end)
A Comprehensive Guide to Upgrading Your English for Professional, Workplace, and International Success
On this page
- Everyday vs. Business English (example with scenario)
- Verb upgrades for business/professional communication
- Noun upgrades for business/professional communication
- Adjective upgrades for business/professional communication
- Connector upgrades for business/professional communication
- Modals/polite phrases for business/professional communication
- Upgrading Common phrases for business/professional communication
- Everyday vs. Business English Dialogues: Workplace and International Scenarios
- Adjusting the Level of Formality in Business Communication
- Practice exercises (with answer key)
In our previous article, we explored why using professional language is essential in many situations. Today, we’re broadening our focus. Whether you’re working with colleagues, negotiating with partners from around the world, or simply aiming to sound more polished in emails and meetings, knowing how to shift from casual, everyday English to a more formal, business-like tone is a valuable skill for everyone.
Business English isn’t just for the office—it’s used in international trade, academic exchanges, customer service, and cross-border collaborations. Even native speakers can find it challenging to adapt their language for different professional and global contexts. Our goal is to help you make this transition smooth and easy, no matter where or how you use English.
Let’s begin with two short texts. The first uses everyday English, while the second shows how the same ideas can be expressed in Business English. We’ll use common word pairs like "got – received" and "talk about – discuss" to highlight the differences. By comparing these examples, you’ll see exactly how to upgrade your communication for professional and international success.
Scenario
Imagine you are working on a team project with a tight deadline. Your team includes members from different countries and backgrounds. You need to communicate clearly about the next steps, request important files, and address a delay that has affected your timeline. Below are two versions of a message you might send in this situation—one in everyday English, and one in business English.
Everyday English Example
Hi team,
I got your email and I need some more details about the project. Can we talk about the next steps soon? If you want to get in touch, just let me know. I want to make sure we fix the problem before the deadline. Also, can you give me the files and tell me why we had the delay? If you want to talk more about this, just ask for a meeting or ask about anything you’re not sure about.
Thanks!
Business English Example
Dear Team,
I received your email and require additional details regarding the project. Could we discuss the next steps at your earliest convenience? Please contact me if you have any questions. I want to ensure we resolve the issue before the deadline. Additionally, could you provide the necessary files and explain the reason for the delay? If you would like me to elaborate on any aspect, please request a meeting or enquire about any uncertainties you may have.
Best regards,
Why This Matters
As you can see, Business English uses more formal and precise vocabulary, which helps create a professional impression and avoids misunderstandings—especially when working with people from different cultures and backgrounds. By practicing these changes, you’ll communicate more effectively and confidently in any international or business environment.
Even small changes in word choice can make a big difference in how professional your message sounds. Let’s take a closer look at how upgrading your verbs, nouns, adjective, connectors and more can further enhance your business English.
Verb upgrades for business/professional communication
In the following section, we’ll look at specific verbs and compare how they’re used in casual versus professional contexts. These practical examples will show you exactly how choosing more formal verbs can make your language clearer, more precise, and better suited for business and global interactions
1. get → obtain/retrieve
Scenario: Requesting a document from a colleague.
- Everyday English: Can you get the report for me?
- Business English: Could you obtain the report for me?
2. ask → inquire/request
Scenario: Needing information from a partner.
- Everyday English: I want to ask about the delivery schedule.
- Business English: I would like to inquire about the delivery schedule.
3. fix → resolve/remedy
Scenario: Addressing a technical issue.
- Everyday English: We need to fix this problem quickly.
- Business English: We need to resolve this issue promptly.
4. start → commence/initiate
Scenario: Beginning a new project phase.
- Everyday English: We will start the next phase on Monday.
- Business English: We will commence the next phase on Monday.
5. help → assist/support
Scenario: Offering help to a team member.
- Everyday English: I can help you with the presentation.
- Business English: I can assist you with the presentation.
6. go over → review
Scenario: Checking a document before submission.
- Everyday English: Let’s go over the contract together.
- Business English: Let’s review the contract together.
7. find out → determine
Scenario: Clarifying a cause or reason.
- Everyday English: We need to find out why sales dropped.
- Business English: We need to determine the reason for the drop in sales.
8. put off → postpone
Scenario: Delaying a meeting.
- Everyday English: Can we put off the meeting until tomorrow?
- Business English: Can we postpone the meeting until tomorrow?
Noun upgrades for business/professional communication
Now that you’ve seen how upgrading your verbs can sharpen your business English, let’s turn our attention to nouns. Just like verbs, choosing more precise and formal nouns can significantly elevate your communication, making you sound more professional and ensuring your message is taken seriously in both business and international contexts. Below are common scenarios that demonstrate how swapping everyday nouns for their business equivalents can create a stronger impact.
1. job → position/role
Scenario: Describing your work to a new contact.
- Everyday English: I just started a new job at the company.
- Business English: I recently began a new position at the company.
2. idea → initiative/proposal
Scenario: Presenting a suggestion in a meeting.
- Everyday English: I have an idea for improving our process.
- Business English: I have a proposal for enhancing our process.
3. bill → invoice
Scenario: Discussing payment with a client.
- Everyday English: We sent the bill last week.
- Business English: We issued the invoice last week.
4. work → operations/tasks
Scenario: Explaining your department’s activities.
- Everyday English: Our team does a lot of work for clients.
- Business English: Our team manages various operations for clients.
5. deal → agreement/negotiation
Scenario: Referring to a business transaction.
- Everyday English: We closed a big deal yesterday.
- Business English: We finalized a significant agreement yesterday.
Adjective upgrades for business/professional communication
Having strengthened your communication with more formal verbs and nouns, let’s now focus on adjectives. Choosing the right adjectives can greatly influence how your message is perceived—making it sound more professional, precise, and impactful. Below, we’ll explore common adjectives used in everyday English alongside their business English counterparts, with practical examples to help you apply these changes confidently.
1. big → significant/substantial
Scenario: Talking about project growth.
- Everyday English: We made a big improvement this quarter.
- Business English: We achieved a significant improvement this quarter.
2. good → favorable/exceptional
Scenario: Describing results.
- Everyday English: The feedback from clients was good.
- Business English: The feedback from clients was favorable.
3. bad → unfavorable/suboptimal
Scenario: Addressing challenges.
- Everyday English: We had a bad response to the campaign.
- Business English: We received an unfavorable response to the campaign.
4. fast → efficient/expeditious
Scenario: Commenting on service delivery.
- Everyday English: Our team gave a fast turnaround on the request.
- Business English: Our team provided an efficient turnaround on the request.
5. easy → straightforward/feasible
Scenario: Explaining a process.
- Everyday English: The new system is easy to use.
- Business English: The new system is straightforward to use.
With a stronger grasp of professional verbs, nouns, and adjectives, the next step is to connect your ideas smoothly and logically. Using formal connectors and transitions not only improves the flow of your communication but also demonstrates a higher level of business English proficiency. Let’s explore how upgrading simple connectors can make your writing and speaking sound more polished and cohesive.
Connector upgrades for business/professional communication
1. so → therefore/consequently
Scenario: Explaining a result in a report.
- Everyday English: Sales increased, so we hired more staff.
- Business English: Sales increased; therefore, we hired additional staff.
2. but → however/nevertheless
Scenario: Presenting a contrasting point in a meeting.
- Everyday English: The project was challenging, but we finished on time.
- Business English: The project was challenging; however, we completed it on time.
3. also → moreover/additionally
Scenario: Adding information to a proposal.
- Everyday English: We reduced costs. Also, we improved customer satisfaction.
- Business English: We reduced costs. Moreover, we improved customer satisfaction.
4. first → initially/primarily
Scenario: Outlining steps in a process.
- Everyday English: First, we collected the data.
- Business English: Initially, we collected the data.
5. then → subsequently
Scenario: Describing a sequence of events.
- Everyday English: We signed the contract, then we started the project.
- Business English: We signed the contract; subsequently, we commenced the project.
Modals/polite phrases for business/professional communication
Once you’ve mastered more formal vocabulary and connectors, the next step is to refine the tone of your communication. In business and international contexts, using polite and diplomatic language is essential for building positive relationships and demonstrating professionalism. Modals and polite phrases help soften requests, express ideas more tactfully, and show respect to your audience. Here are some common upgrades you can use to make your language more courteous and effective.
1. can you → could you kindly
Scenario: Requesting a document from a colleague.
- Everyday English: Can you send me the report?
- Business English: Could you kindly send me the report?
2. I want → I would like to request
Scenario: Making a formal request in an email.
- Everyday English: I want a copy of the agreement.
- Business English: I would like to request a copy of the agreement.
3. you should → it would be advisable to
Scenario: Giving a recommendation.
- Everyday English: You should update the client about the changes.
- Business English: It would be advisable to update the client about the changes.
4. we need to → it is imperative that we
Scenario: Emphasizing urgency in a meeting.
- Everyday English: We need to finish this by Friday.
- Business English: It is imperative that we complete this by Friday.
5. maybe → potentially/is under consideration
Scenario: Discussing future plans.
- Everyday English: Maybe we’ll expand to new markets next year.
- Business English: Expansion to new markets is potentially under consideration for next year.
Why Politeness and Modality Matter
Adopting more polite and formal expressions is crucial in business and international communication. It helps you come across as respectful, diplomatic, and professional—qualities that build trust and foster better working relationships. Incorporate these modal and polite upgrades into your language to ensure your requests and suggestions are always well received.English is the language of business information, research, and networking. Mastering it keeps you informed and connected.
Upgrading Common phrases for business/professional communication
Building on your knowledge of formal verbs, nouns, adjectives, connectors, and polite modals, it’s equally important to refine the common phrases you use every day. Simple expressions can be transformed into more professional and courteous alternatives that enhance your communication and leave a positive impression. Below are some frequently used everyday phrases alongside their polished business English equivalents.
1. no problem → certainly, I'll address that
Scenario: Responding to a request.
- Everyday English: No problem, I’ll take care of it.
- Business English: Certainly, I’ll address that.
2. sorry, I’m late → my apologies for the delay
Scenario: Joining a meeting late.
- Everyday English: Sorry, I’m late.
- Business English: My apologies for the delay.
3. what do you think → I’d value your input on this matter
Scenario: Asking for feedback.
- Everyday English: What do you think about this idea?
- Business English: I’d value your input on this matter.
4. let me know → please keep me informed/updated/apprised
Scenario: Requesting updates.
- Everyday English: Let me know if anything changes.
- Business English: Please keep me informed of any changes.
5. thanks → I appreciate your assistance
Scenario: Expressing gratitude in an email.
- Everyday English: Thanks for your help.
- Business English: I appreciate your assistance.
Why Upgrading Common Phrases Matters
Using more formal and thoughtful phrases helps you communicate respect and professionalism in every interaction. This is especially valuable in business and international environments, where tone and clarity can influence relationships and outcomes. By adopting these polished alternatives, you’ll enhance your overall communication skills and make a stronger impression.
Everyday vs. Business English Dialogues: Workplace and International Scenarios
Seeing full dialogues in context is one of the best ways to understand how professional English is used in real situations. Below, you’ll find a variety of workplace and international scenarios, each with a professional business English dialogue and an equivalent everyday English version. This will help you recognize the differences and practice upgrading your own communication.
Scenario 1: Requesting a Project Update (Workplace)
Situation:
You are a team leader following up with a colleague about the status of an important report that needs to be submitted to an international client.
Business English Dialogue:
Team Leader: Good morning, Alex. Could you kindly provide an update on the progress of the quarterly report?
Alex: Certainly. I have obtained the latest data and am currently reviewing the findings. I anticipate submitting the final version by tomorrow afternoon.
Team Leader: Excellent. Please keep me apprised of any developments, and let me know if you require any assistance.
Everyday English Translation:
Team Leader: Hi Alex, can you give me an update on the report?
Alex: Sure. I got the latest info and I’m going over it now. I should be able to send it to you by tomorrow afternoon.
Team Leader: Great. Let me know if anything changes or if you need any help.
Scenario 2: Negotiating a Delivery Timeline (International)
Situation:
You are a supplier in an international partnership, discussing a delayed shipment with a client from another country.
Business English Dialogue:
Client: We noticed that the delivery has been postponed. Could you kindly explain the reason for the delay?
Supplier: My apologies for the delay. There were unforeseen logistical challenges; however, we are working expeditiously to resolve the issue. The shipment is now scheduled to arrive next Monday.
Client: Thank you for your prompt response. Please keep us apprised of any further changes.
Everyday English Translation:
Client: We saw the delivery is late. Can you tell us why?
Supplier: Sorry it’s late. We had some unexpected problems, but we’re fixing it fast. The shipment should get there by next Monday.
Client: Thanks for getting back to us. Let us know if anything else comes up.
Scenario 3: Proposing a New Initiative (Workplace)
Situation:
You are presenting a new idea to your manager during a team meeting.
Business English Dialogue:
You: I would like to propose an initiative to enhance our customer support operations. By implementing a live chat feature, we could potentially improve response times and overall client satisfaction.
Manager: That sounds like a favorable approach. Could you kindly prepare a detailed proposal for our next meeting?
Everyday English Translation:
You: I have an idea to make our customer support better. If we add live chat, we might answer customers faster and make them happier.
Manager: That sounds good. Can you put together more details for our next meeting?
Scenario 4: Offering Assistance to an International Colleague
Situation:
A colleague from another country is struggling with a new software system.
Business English Dialogue:
You: I noticed you encountered some difficulties with the new platform. Would you like me to assist you with the setup process?
Colleague: Thank you, I would appreciate your support. I am still determining how to configure some of the features.
Everyday English Translation:
You: I saw you’re having trouble with the new system. Do you want me to help you set it up?
Colleague: Thanks, I’d like that. I’m still trying to figure out how some things work.
Why Practicing Dialogues Matters
Practicing full dialogues helps you see how professional language flows in real conversations. By comparing business and everyday English, you’ll become more comfortable choosing the right tone and expressions for any situation—whether you’re in the office or working with international partners.
Adjusting the Level of Formality in Business Communication
The level of formality in business English is not fixed—it varies based on the environment, the relationship between communicators, and the context of the interaction. Understanding how to adapt your tone and language is essential for effective and appropriate professional communication, whether you are writing to a client, a colleague, or a manager.
What Influences Formality?
- Audience: Communication with clients, senior management, or external partners typically requires a higher level of formality than with close colleagues or team members.
- Purpose: Official emails, documents, contracts, and proposals are more formal, while quick updates or internal chats can be less formal.
- Context and Other Influences:
Organizational and Industry Culture: Different industries and companies have their own norms.
Medium: The platform you use also matters. Emails and reports often require more formality, while instant messages and internal chats can be less formal.
Relationship History: If you have an established rapport, you can be more informal, but professionalism should always be maintained.
Other Factors: Cultural diversity, positional differences, education, and past experiences between sender and receiver can further influence the tone and effectiveness of your communication.
Examples of Different Levels of Formality
1. Requesting Information
Formal
Dear Mr. Lee, I am writing to inquire about the status of our pending agreement.
Neutral
Hi Mr. Lee, Could you please update me on our agreement status?
Informal
Hey Lee, Any news on our deal?
2. Apologizing for a Delay
Formal
Please accept my apologies for the delay in my response.
Neutral
Sorry for the late reply.
Informal
Oops, just saw your message—sorry I’m late!
3. Making a Suggestion
Formal
It would be advisable to consider alternative suppliers for this project.
Neutral
We should probably look at other suppliers for this project.
Informal
Maybe we should try some different suppliers.
4. Arranging a Meeting
Formal
I would like to request a meeting to discuss the quarterly results at your earliest convenience.
Neutral
Let’s set up a meeting to talk about the results.
Informal
Can we catch up soon to go over the results?
Tips for Choosing the Right Level of Formality
- When in doubt, start more formal; you can always adjust to a more relaxed tone as you build rapport.
- Use titles and last names in formal settings, and first names as you become more familiar with the person.
- Avoid slang and contractions in formal writing; use clear, direct language in all professional contexts.
Adapting your level of formality ensures your communication is respectful, clear, and appropriate for every business situation—helping you build stronger, more effective professional relationships.
Summary: Elevate Your English, Expand Your Opportunities
Upgrading from everyday English to business English is a powerful step for anyone aiming to communicate more clearly and professionally—whether in the workplace or across international borders. By choosing precise verbs, nouns, adjectives, connectors, and polite phrases, you not only strengthen your message but also build trust and credibility with colleagues and partners worldwide. Practicing these changes in real scenarios will help you sound more confident, respectful, and effective in any professional setting.
Practice
Now that you’ve explored the key principles and examples of effective business English, it’s time to put your knowledge into practice. The following exercises will help you reinforce what you’ve learned and build confidence in real-world situations.
Practice Exercises: Sharpen Your Business English
1. Vocabulary Upgrade Challenge
Rewrite the following sentences using more formal business English vocabulary (verbs, nouns, or adjectives):
a) Can you get the files for me?
b) We had a big problem with the delivery.
c) Thanks for your help!
d) First, we’ll start the meeting and then talk about the new idea.
2. Dialogue Transformation
Transform this everyday English dialogue into business English:
- A: Hi, sorry I’m late.
- B: No problem. Can you help me with this job?
- A: Sure! Let me know what you need.
3. Connector Practice
Combine the following sentences using a more formal connector or transition:
a) The project was delayed. We finished it on time.
b) We reduced costs. We improved customer satisfaction.
4. Politeness Upgrade
Rewrite these requests to make them more polite and professional:
a) Can you send me the invoice?
b) I want you to finish this today.
c) Maybe we can meet next week.
5. Scenario Writing
Write a short email to a colleague, requesting an update on a project and offering assistance if needed. Use at least three business English upgrades from the article.
By practicing these exercises, you’ll reinforce your ability to communicate with clarity and professionalism—skills that will serve you well in any business or international environment. Keep practicing, and watch your confidence grow!
Answers/Model Responses
1. Vocabulary Upgrade Challenge
a) Everyday: Can you get the files for me?
Business: Could you kindly obtain the files for me?
b) Everyday: We had a big problem with the delivery.
Business: We encountered a significant issue with the delivery.
c) Everyday: Thanks for your help!
Business: I appreciate your assistance.
d) Everyday: First, we’ll start the meeting and then talk about the new idea.
Business: Initially, we will commence the meeting and subsequently discuss the new proposal.
2. Dialogue Transformation
Everyday English Dialogue:
- A: Hi, sorry I’m late.
- B: No problem. Can you help me with this job?
- A: Sure! Let me know what you need.
Business English Dialogue:
- A: Good morning, my apologies for the delay.
- B: Certainly, I’ll address that. Could you kindly assist me with this task?
- A: Of course. Please keep me apprised of your requirements.
3. Connector Practice
a) Everyday: The project was delayed. We finished it on time.
Business: The project was delayed; however, we completed it on time.
b) Everyday: We reduced costs. We improved customer satisfaction.
Business: We reduced costs; moreover, we improved customer satisfaction.
4. Politeness Upgrade
a) Everyday: Can you send me the invoice?
Business: Could you kindly send me the invoice?
b) Everyday: I want you to finish this today.
Business: I would like to request that you complete this today.
c) Everyday: Maybe we can meet next week.
Business: A meeting next week is potentially under consideration.
5. Scenario Writing (Sample Email)
Business English Example:
Dear Alex,
I would like to request an update on the progress of the marketing project. Could you kindly inform me of any recent developments? If you require any assistance or support, please do not hesitate to let me know.
Best regards,
[Your Name]
Keywords: Business English, international communication, everyday English vs business English, professional communication, business vocabulary, English language learning, workplace communication, global English
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