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

English isn't your first language. You've learned the grammar, expanded your vocabulary, and can hold conversations comfortably. But when it comes to professional emails, something still feels off.

You're not alone. Even fluent non-native speakers often make subtle mistakes that can affect how their messages are perceived. The good news? These patterns are predictable and fixable.

TL;DR:

• Avoid overly formal or stiff language
• Don't translate idioms directly from your native language
• Keep sentences shorter than you think necessary
• Use contractions—they sound more natural
• Match the formality level of your recipient

Mistake #1: Being Too Formal

Many non-native speakers default to overly formal language, perhaps from textbooks that taught "business English" from decades ago.

The problem:

"I am writing to inquire whether it would be possible for you to kindly provide me with the information regarding the project timeline."

The fix:

"Could you share the project timeline when you get a chance?"

Modern professional English is conversational. Phrases like "I am writing to inform you" or "Please be advised that" sound dated and create unnecessary distance.

Quick fixes:

• "I am writing to" → Just state your purpose directly
• "Please be advised" → Delete it entirely
• "Kindly" → "Please" (or nothing at all)
• "I would like to inquire" → "I'm wondering" or "Could you tell me"

Mistake #2: Missing Contractions

Native speakers use contractions constantly in emails. Avoiding them makes your writing sound robotic.

Sounds unnatural:

"I do not think we will be able to make the deadline. I am working on finding a solution."

Sounds natural:

"I don't think we'll be able to make the deadline. I'm working on finding a solution."

Use contractions in all but the most formal contexts (legal documents, executive announcements). They make you sound like a human, not a textbook.

Mistake #3: Direct Translations of Idioms

Every language has expressions that don't translate literally. Using them in English can confuse your reader or sound awkward.

Examples to avoid:

• "I will make you a sign" (from Spanish "te haré una señal") → "I'll let you know"
• "Let's talk about this on four eyes" (from German "unter vier Augen") → "Let's discuss this privately"
• "I bite myself the tongue" → "I'll hold back my comment"

The fix: When you catch yourself translating an expression, pause. Ask yourself: "Would a native speaker actually say this?" If unsure, use plain language instead.

Mistake #4: Wrong Prepositions

Prepositions are notoriously difficult because they don't follow logical rules across languages.

Common errors:

• "Depend of" → "Depend on"
• "Interested for" → "Interested in"
• "Discuss about" → "Discuss" (no preposition)
• "Reply me" → "Reply to me"
• "According with" → "According to"

The fix: Keep a personal list of preposition patterns you've gotten wrong. Muscle memory takes time, but tracking your mistakes accelerates learning.

Mistake #5: Overusing "Please"

In some cultures, adding "please" everywhere shows politeness. In English, too many "pleases" can actually sound passive-aggressive or desperate.

Overdone:

"Please find attached the document. Please review it at your earliest convenience. Please let me know if you have any questions. Please don't hesitate to reach out."

Better:

"I've attached the document. Take a look when you get a chance, and let me know if you have any questions."

Rule of thumb: One "please" per email is usually enough. Let your tone carry the politeness, not word repetition.

Mistake #6: Overly Long Sentences

Complex sentence structures that work in your native language often become confusing tangles in English.

Hard to follow:

"Due to the fact that we received the feedback from the client yesterday which was overall positive but contained some concerns about the timeline, I wanted to reach out to discuss how we should proceed with addressing these points while still maintaining our original schedule."

Clearer:

"We got client feedback yesterday. It was mostly positive, but they had some timeline concerns. Can we discuss how to address these without delaying the project?"

The fix: If a sentence has more than 20-25 words, break it up. Short sentences are easier to write correctly and easier to read.

Mistake #7: Misusing "Actually" and "Honestly"

These words are often used as filler or emphasis, but in English they can imply something unexpected or corrective—which may not be your intent.

Unintended meaning:

"Actually, the meeting is at 3 PM." (Implies: "You were wrong about the time") "Honestly, I think the proposal is good." (Implies: "Despite what you might expect")

If you just mean to state a fact:

"The meeting is at 3 PM." "I think the proposal is good."

The fix: Only use "actually" when you're correcting a misconception. Only use "honestly" when you're about to share something candid or potentially unwelcome.

Bonus: How to Sound More Natural

Beyond avoiding mistakes, here are positive habits:

1. Mirror your recipient: If they use casual language, you can too
2. Read your email aloud: If it sounds stiff, revise it
3. Use phrasal verbs: "Look into" instead of "investigate," "set up" instead of "establish"
4. Add softeners: "I think," "maybe," "just" (but don't overdo it)
5. End warmly: "Thanks!" or "Talk soon" instead of "I remain at your disposal"

The Bottom Line

The goal isn't to hide that English is your second language—it's to communicate clearly and professionally. Native speakers make plenty of email mistakes too.

Focus on clarity over complexity. When in doubt, shorter and simpler is almost always better. Your ideas matter more than perfect grammar, and practice makes natural.