Date of the last update: 13.06.2025
In today’s globalized world, business communication in English is a daily reality for many companies. Unfortunately, even those with a good command of the language often make mistakes that can affect the company’s image, client relationships, or the effectiveness of negotiations. Here are ten of the most common mistakes – and practical tips on how to avoid them.
Table of contents:
- Translating too literally from your native language
- Excessive politeness or overly formal tone
- Incorrect use of tenses
- Confusing false friends
- Being too direct
- Lack of clarity in communication
- Using colloquial expressions in formal contexts
- Using the wrong email sign-off
- Poor punctuation and formatting
- Lack of cultural awareness
- Summary
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Translating too literally from your native language
Many people write in English by translating word-for-word from their native language, which often leads to unnatural or confusing expressions.
Incorrect: “I greet you warmly” (literal translation of Polish “Pozdrawiam Cię serdecznie”)
Correct: “Best regards” or “Warm wishes”
Incorrect: “I have a request to you.” (literal translation of Polish “Mam do ciebie prośbę.”)
Correct: “I have a favor to ask.” or “I’d like to ask you for something.”
Excessive politeness or overly formal tone
While politeness is appreciated, overly elaborate phrasing can come off as insincere or off-putting.
Incorrect: “Dear Sir or Madam, I would like to kindly ask if you could possibly…”
Correct: “Could you please let me know if…”
Incorrect: “It would be of great pleasure to me if…”
Correct: “I’d really appreciate it if…”
Incorrect use of tenses
Mixing up English tenses or using them in the wrong context is a frequent issue.
Incorrect: “I have seen him yesterday.”
Correct: “I saw him yesterday.”
Incorrect: “I am working here since 2018.”
Correct: “I have been working here since 2018.”
Confusing false friends
Some English words look familiar to native language speakers but have a different meaning.
Incorrect: “Actual situation” (thinking it means “aktualna sytuacja”)
Correct: “Current situation”
Incorrect: “Eventually, we will contact you.” (intending to use Polish word “ewentualnie”, which means “possibly”)
Correct: “Possibly, we will contact you.” (“eventually” actually means “finally”)
Being too direct
In English-speaking business cultures, being too direct can come across as rude or confrontational.
Incorrect: “You are wrong.”
Correct: “I’m not sure I agree.” or “That’s an interesting point – here’s another perspective.”
Incorrect: “You didn’t do it correctly.”
Correct: “There seems to be a mistake – maybe we can take another look?”
Lack of clarity in communication
Vague or unclear wording often leads to misunderstandings and delays.
Incorrect: “Let’s do it soon.”
Correct: “Let’s complete it by Friday at noon.”
Incorrect: “I’ll get back to you later.”
Correct: “I’ll get back to you by the end of the day.”
Using colloquial expressions in formal contexts
Some phrases work well in casual conversation but are inappropriate in formal business settings.
Incorrect: “Hey guys!”
Correct: “Dear team” or “Hello everyone”
Incorrect: “No worries, I got it.”
Correct: “Not a problem, I’ll take care of it.”
Using the wrong email sign-off
The closing line of your email should reflect the level of formality and your relationship with the recipient.
Incorrect: “Cheers” (in an email to an unfamiliar client)
Correct: “Best regards” or “Sincerely”
Incorrect: “Yours faithfully” (in reply to a known contact)
Correct: “Yours sincerely” (when you know the recipient’s name)
Poor punctuation and formatting
Lack of punctuation, poor formatting, or writing in one large block of text can make your message hard to follow.
Incorrect: “hi john can you send me the report asap thanks”
Correct:
“Hi John,
Could you please send me the report as soon as possible?
Thanks in advance.
Best regards,
Anna”
Incorrect: Writing the entire email as one paragraph
Correct: Use paragraphs and spacing: introduction – main content – closing
Lack of cultural awareness
Even a grammatically correct message can backfire if it ignores cultural expectations or norms.
Incorrect: Starting an email with a direct request
Correct: “I hope you’re doing well. I’m reaching out to ask if…”
Incorrect: Pushing for a quick decision in a culture that values consensus
Correct: “Please let me know when would be a good time to discuss further.”
Summary
Avoiding these mistakes is not just about grammar – it’s also about building professionalism and trust in business relationships. Investing in your communication skills means developing not only your language accuracy but also your cultural and interpersonal awareness.
