Introduction

Even after years of studying English, many non-native speakers continue to make subtle mistakes in written communication that immediately signal their non-native status. These aren’t typically grammar errors — they’re patterns of word choice and phrasing that just don’t sound natural to native speakers.

While having an accent in written English isn’t inherently bad, in professional contexts, these telltale signs can sometimes undermine your credibility or distract from your message. The good news is that these patterns are predictable and entirely fixable with targeted awareness and practice.

This guide identifies five common email patterns that reveal non-native English speakers and provides practical corrections to help you write with more confidence and authenticity.

1. Incorrect Preposition Usage

Prepositions are notoriously difficult across languages because they rarely translate directly. Even advanced English speakers commonly use incorrect prepositions that immediately signal non-native status.

Common Mistakes and Corrections:

“I will reply on your email tomorrow.” This is incorrect.

The correct form is: “I will reply to your email tomorrow.” In English, we reply “to” messages, not “on” them.

“As per our discussion in last meeting.” This construction sounds unnatural.

Instead, use: “As discussed in our last meeting.” This phrasing sounds more fluid and native.

“We will discuss about the proposal next week.” The preposition is redundant here.

Correct version: “We will discuss the proposal next week.” The verb “discuss” doesn’t require “about” after it.

“I am looking forward for your response.” Another preposition error.

Native speakers say: “I am looking forward to your response.” The phrase “look forward” always takes “to.”

Why This Happens:

Preposition errors often occur because of direct translation from your native language. In many languages, the preposition used would be different from the English equivalent. The solution is to learn common prepositional phrases as complete units rather than translating word-by-word from your language.

2. Overly Formal Language That Sounds Unnatural

Many non-native speakers err on the side of excessive formality, using constructions that sound outdated or unnecessarily stiff to native speakers.

Common Mistakes and Corrections:

“I am writing this email to inform you about the meeting.” While grammatically correct, this is unnecessarily formal.

A more natural alternative: “I’m writing to let you know about the meeting.” Notice the contraction and more conversational tone.

“Kindly be informed that the deadline has been extended.” This passive construction sounds like a form letter.

Native speakers typically say: “Just to let you know, the deadline has been extended.” This direct approach sounds more personal and engaged.

“I would like to express my gratitude for your assistance.” This is technically correct but overly formal for most business contexts.

Try instead: “Thanks so much for your help with this.” Even in business, English typically favors directness and simplicity.

“Please find attached herewith the requested documents.” The “herewith” is archaic and unnecessary.

Modern usage: “I’ve attached the documents you requested.” This is clearer and more direct.

Finding the Right Balance:

Professional doesn’t have to mean stiff. Modern business English tends to be relatively conversational while still maintaining professionalism. When in doubt, opt for clarity and directness over elaborate formulations. Save very formal language only for the most official documents.

3. Direct Translations That Don’t Work in English

One of the most common patterns among non-native speakers is directly translating expressions from their native language into English, creating phrases that are technically understandable but sound distinctly “off” to native speakers.

Common Mistakes and Corrections:

“We make a meeting next Tuesday.” This is a literal translation that doesn’t work in English.

The natural expression is: “Let’s schedule a meeting for next Tuesday.” English uses “schedule,” “set up,” or “arrange” with meetings.

“I am waiting for your news.” This is another direct translation that sounds unnatural.

Native speakers say: “I look forward to hearing from you.” This is the standard phrase for this situation.

“I have 5 years in this company.” The structure is based on other language patterns.

In English, we say: “I have been with this company for 5 years.” or “I have 5 years of experience at this company.”

“We need to control the costs.” While understandable, this isn’t quite right.

Native speakers typically use: “We need to manage the costs.” or “We need to keep costs under control.”

How to Develop More Natural Expressions:

Pay attention to how native speakers phrase common business situations. Instead of translating from your language, try to memorize complete phrases that native speakers use in specific contexts. When writing important emails, ask yourself: “Is this how a native speaker would express this idea?”

4. Misusing “Kindly” and Other Politeness Markers

Many non-native speakers overuse certain politeness markers or use them in ways that sound unnatural to native ears. “Kindly” is perhaps the most common example of this pattern.

Common Mistakes and Corrections:

“Kindly send me the report.” While not incorrect, this usage of “kindly” sounds formal and slightly outdated in modern American and British business English.

More natural alternatives: “Could you please send me the report?” or “Please send me the report when you get a chance.”

“Please revert back to me.” This is a non-native construction that has become common in some regions but is not standard English.

Native speakers say: “Please let me know” or “Please respond when you can.” The word “revert” in standard English means “to return to a previous state,” not “to reply.”

“Kindly requesting your approval.” This grammatical structure sounds distinctly non-native.

A more natural phrasing: “I’m requesting your approval for this project.” or simply “Please approve this when you have a moment.”

“I would be thankful if you would kindly review this document.” This piles too many politeness markers together.

More concise and natural: “I’d appreciate it if you could review this document.” Native speakers typically use one politeness strategy at a time.

Cultural Differences in Politeness:

It’s worth noting that appropriate levels of politeness vary across cultures. Many non-native speakers come from cultures where high levels of verbal deference are expected. In English (especially American English), excessive politeness markers can sometimes create distance or sound insincere. Clear, direct requests with “please” or question forms (“Could you…?”) are usually sufficient to sound polite.

5. Incorrect Level of Formality

Choosing the right level of formality for different business relationships can be challenging for non-native speakers, who sometimes mix very casual language with overly formal constructions.

Common Mistakes and Corrections:

“Hey Sir, What’s up? Did you check that file?” This mixes inappropriate casual language (“Hey,” “What’s up?”) with the formal “Sir.”

Appropriate alternative: “Hi Michael, Have you had a chance to review the document I sent?” This maintains professional cordiality without being too formal or too casual.

“I am writing to ask if maybe it would be okay to possibly have a meeting?” This is too hesitant and indirect.

More confident phrasing: “I’d like to schedule a meeting to discuss this project. Would you be available next week?”

“As such, this matter requires immediate attention.” Phrases like “as such” are often misused and sound overly formal.

Better alternative: “This matter requires immediate attention.” Sometimes simple is better.

“Hello everyone! Hope you’re having an AMAZING day!!! Just checking about the project status :)” Multiple exclamation points, all caps, and emoticons are generally too casual for professional emails.

More appropriate: “Hello everyone, I’m writing to check on the status of the project. Could you provide an update when convenient?”

Finding the Right Tone:

Pay attention to how your colleagues and superiors write their emails. Notice the greetings they use, their sign-offs, and their general level of formality. In doubt, it’s usually better to be slightly more formal until you understand the culture of your specific workplace.

Practical Strategies for Improvement

Here are concrete steps you can take to eliminate these telltale patterns from your written English:

1. Create Personal Revision Checklists

Based on the mistakes you most commonly make, create a personalized checklist to review before sending important emails:

• Did I check my prepositions?
• Have I used natural, not overly formal language?
• Are there any phrases I might be directly translating?
• Am I using politeness markers appropriately?
• Is my level of formality consistent and appropriate?

2. Study Authentic Email Examples

When native speakers send you well-written emails, save them as templates. Notice particular phrases they use for:

• Making requests
• Providing information
• Following up
• Expressing agreement or disagreement

3. Use Digital Tools Thoughtfully

Tools like Grammarly can help catch some of these issues, but don’t rely on them completely. They might not recognize when a grammatically correct sentence still sounds unnatural.

4. Practice Recognition First

Before trying to eliminate all these patterns at once, practice identifying them in your own writing. Awareness precedes change. Highlight phrases you suspect might sound non-native and research alternatives.

The Benefits of More Natural Business English

When you eliminate these telltale signs from your writing, the focus stays on your ideas rather than your language skills. Your emails will:

• Receive faster and more engaged responses
• Be interpreted as intended without linguistic distractions
• Project more confidence and authority
• Build stronger professional relationships

One international executive noted: “When I finally learned to write emails that didn’t sound ‘translated,’ my colleagues began responding more quickly and taking my proposals more seriously. The content was the same — the only difference was how I expressed it.”

Conclusion

These common patterns are entirely fixable with awareness and practice. The key is to stop thinking about English as a translated version of your native language and start thinking in terms of standard English expressions for common business situations.

Remember that your goal isn’t to hide your identity as a non-native speaker — that’s part of your valuable international perspective. Rather, the goal is to ensure your ideas come across clearly without linguistic distractions.

Which of these mistakes have you caught yourself making? The good news is that these patterns are completely fixable with targeted practice. I’d love to hear your experiences in the comments.

If you’d like to identify the specific patterns affecting your professional communication, a personalized assessment can pinpoint exactly what to focus on. Message me if you’re interested in discovering your unique English profile.

Follow me for more tips on professional English communication. Missed the first article? Check out “ESL Tip #1: Email Phrases That Make Non-Native English Speakers Sound More Professional.” Coming next: “ESL Tip #3: How to Confidently Handle Questions During English Presentations.”