Business email is built on politeness and register — the level of formality you use. Every language handles that differently, and it's exactly what a quick machine translation gets wrong. The goal isn't just to convert the words; it's to sound like a careful, professional native speaker.
The mistakes that make a translated email sound off
- Formal vs informal “you.” French has tu and vous, German du and Sie, Spanish tú and usted. Using the casual form with a client or stranger reads as disrespectful. Business email almost always uses the formal one.
- Greetings and sign-offs don't map directly. “Best regards” becomes Cordialement in French, Mit freundlichen Grüßen in German, Un saludo or Atentamente in Spanish — not a literal translation.
- Idioms rarely survive. “Touch base,” “circle back,” “ASAP” often translate into nonsense. Say the plain meaning instead.
- Different norms for directness. Some cultures expect more warm-up and courtesy before the ask; others value getting to the point.
When in doubt, be more formal, not less. It's easy to warm up a relationship over time; it's hard to recover from sounding too familiar with a client or an official in the first email.
What to keep in mind when writing across languages
- Decide the register first — formal for clients, officials and strangers.
- Use the correct greeting and sign-off for that language, not a literal one.
- Keep sentences clear and simple — they translate more reliably.
- Get names, titles and honorifics right (Herr/Frau, M./Mme, Sr./Sra.).
Write it natively — or translate it — in one tap
This is where Email Writer shines. Instead of translating word for word, it writes a genuinely professional email in your chosen language, with the right level of formality built in — or translates an email you've already written into any of 40+ languages while keeping the tone intact.
Try a prompt like:
Write a polite email to a French client confirming our meeting on Tuesday
Pick your language and the Professional or Formal style, tap Compose, and you'll get a natural, correctly formal message. Already have an English draft? Just tap Translate and choose from 40+ languages — the greeting, sign-off and tone are handled for you.
Send a flawless email in any language
Email Writer writes and translates professional emails in 40+ languages — free on iPhone & iPad.
Frequently asked questions
Will a translated email sound natural?
A literal translation often won't. Email Writer writes for meaning and register rather than swapping words, so the result reads like a careful native speaker — with the correct greeting, sign-off and level of formality.
Can I write formally in another language?
Yes. Choose the Formal or Professional style and Email Writer uses the correct formal “you” and business conventions for that language.
How many languages are supported?
Over 40, including French, German, Spanish, Italian, Portuguese, Dutch, and many more.