Master Business English with the Help of AI

This blog post refers to non-native English speakers who often find themselves at a loss for words for common business asks - for example, how to ask to reschedule a meeting - or feel anxious about whether their English is grammatically correct.

The Agony of Proper English

Trying to validate the grammar or syntax of a few sentences through Google Search is not only an almost impossible task but also a rather time-consuming activity. In today’s fast-paced business environment, spending time on non-productive tasks can leave professionals behind in their responsibilities and exponentially increase everyday stress.

Writing or validating proper English is the bread and butter of modern AI models such as ChatGPT. This is the perfect time to put linguistic anxieties to rest and drive all your efforts towards more productive tasks.

ChatGPT

As of June 2024, the most popular AI solution remains OpenAI’s ChatGPT. The latest model, GPT4o, which is available to free-tier users, is a great option for proofreading tasks. Below, find how GPT4o scores against the competition in text evaluation tasks (source: OpenAI’s blog post for GPT4o).

ChatGPT Prompts for Proofreading Tasks

Proofreading

• Can you proofread the following email for grammar and clarity?
• Can you review my presentation slides for any language mistakes or awkward phrasing?
• Please proofread the following paragraph and suggest any improvements.
• Can you proofread this text for grammar, syntax, and overall flow to ensure it reads smoothly?

Tone and Style Adjustment:

• Can you proofread this email to ensure the tone is formal and professional?
• Please check this document to make sure the style is consistent and appropriate for a business setting.
• Review this email to ensure the tone is polite and respectful.

Language Clarity and Conciseness:

• Can you proofread this text to make it clearer and more concise?
• Please check this document for any redundant or unclear phrases.
• Review this email to ensure it is direct and to the point without losing politeness.

ChatGPT-generated Phrase Bank for Common Business Situations

To illustrate the practical benefits of using AI tools like ChatGPT, here’s a phrase bank with common business scenarios and AI-generated responses:

Scheduling a Meeting

• Could we schedule a meeting to discuss [Topic] on [Proposed Date and Time]? 
• I would like to arrange a meeting on [Proposed Date and Time] to talk about [Topic]. 
• Please let me know your availability for a meeting on [Proposed Date and Time].

Postponing a Meeting

• I need to postpone our meeting scheduled for [Date and Time] due to [Reason]. Could we reschedule for [Proposed Date and Time]? 
• Unfortunately, I have to reschedule our meeting set for [Date and Time]. How does [Proposed Date and Time] work for you? 
• Can we move our meeting from [Original Date and Time] to [Proposed Date and Time]?

Canceling a Meeting

• I regret to inform you that the meeting scheduled for [Date and Time] has been canceled due to [Reason]. 
• I need to cancel our meeting planned for [Date and Time]. Apologies for any inconvenience this may cause. 
• Please note that the meeting on [Date and Time] has been canceled. I appreciate your understanding.

Greeting a Newcomer

• Welcome to [Company/Team Name]! We are thrilled to have you on board. 
• We are excited to have you join [Company/Team Name]. Welcome!
• Welcome to the team! Feel free to reach out if you need any help getting settled in.

Congratulating a Colleague on a Promotion

• Congratulations on your recent promotion! 
• Well done on your promotion! Your hard work has truly paid off. 
• I’m thrilled to hear about your promotion. Congratulations!

Wishing a Colleague Farewell

• As you move on to new challenges, I wanted to wish you all the best. 
• Best of luck in your future endeavors. It was great working with you. 
• Farewell and good luck! Stay in touch.

Requesting Information

• Could you please provide me with information regarding [Specific Information]? 
• I would appreciate it if you could share details about [Specific Information].
• Can you send me the information on [Specific Information]?

Providing Information

• I am writing to provide you with the information regarding [Topic]. 
• Here are the details about [Topic] that you requested. 
• Please find below the information related to [Topic].

Following Up on a Request

• I am following up on my previous request regarding [Request Topic]. Could you please provide an update? 
• Just checking in on my earlier request about [Request Topic]. Any updates? 
• Could you let me know the status of my request concerning [Request Topic]?

Informing of a delay

• I regret to inform you that there will be a delay in the deliverable for [Project/Task] due to [Reason]. We are now aiming to complete it by [New Deadline]. 
• Unfortunately, we have encountered an issue that will delay the delivery of [Project/Task]. The new expected completion date is [New Deadline]. 
• Due to [Reason], we need to extend the deadline for [Project/Task] to [New Deadline]. Thank you for your understanding.

Thanking Someone for Their Help

• I wanted to express my sincere gratitude for your help with [Specific Task].
• Thank you so much for your assistance with [Specific Task]. 
• I appreciate your help with [Specific Task]. Thank you!

Apologizing for an Error

• I apologize for the error regarding [Error Details].
• I’m sorry for the mistake concerning [Error Details].
• Please accept my apologies for the oversight related to [Error Details].

Offering Assistance

• Please let me know if there is anything I can do to help with [Task/Project].
• I’m here to assist with [Task/Project] if you need any help. 
• Let me know how I can support you with [Task/Project].

Requesting Feedback

• Could you please provide your feedback on [Specific Topic/Task]?
• I would appreciate your input on [Specific Topic/Task]. 
• Can you share your thoughts on [Specific Topic/Task]?

Providing Feedback

• I wanted to provide some feedback on [Specific Topic/Task]. 
• Here is my feedback regarding [Specific Topic/Task]. 
• I have some thoughts on [Specific Topic/Task] that I’d like to share.

Making an Introduction

• I would like to introduce you to [Name]. [He/She] is [Brief Introduction]. 
• Please meet [Name], who is [Brief Introduction]. 
• I’m pleased to introduce you to [Name]. [He/She] is [Brief Introduction].

Confirming Receipt of a Document

• I am writing to confirm receipt of [Document Name]. 
• Just letting you know that I have received [Document Name]. 
• This is to confirm that I have received [Document Name].

Clarifying Information

• Could you please clarify [Specific Information] for me? 
• I need some clarification on [Specific Information].
• Can you provide more details about [Specific Information]?

Responding to a Complaint

• We are looking into the matter and will get back to you with a resolution as soon as possible.
• Thank you for bringing this to our attention. We are investigating the issue. 
• We apologize for the inconvenience and are working to resolve the problem.

Expressing Appreciation

• I wanted to express my appreciation for [Reason]. 
• Thank you for [Reason]. It means a lot. 
• I appreciate your support with [Reason].

Announcing a New Policy or Change

• I wanted to inform you about a new policy/change regarding [Policy/Change Details].
• Please note that we have a new policy/change that will be effective from [Date].
• We are implementing a new policy/change on [Policy/Change Details], effective [Date].

Inviting to an Event

• We are pleased to invite you to [Event Name] on [Date] at [Location]. 
• You are invited to [Event Name] on [Date] at [Location]. 
• Please join us for [Event Name] on [Date] at [Location].

Declining an Invitation

• Thank you for inviting me to [Event Name]. Unfortunately, I will not be able to attend. 
• I appreciate the invitation to [Event Name], but I regret that I cannot make it. 
• I’m sorry, but I won’t be able to attend [Event Name]. Thank you for understanding.

Requesting a Deadline Extension

• I am writing to request an extension for the deadline of [Task/Project]. 
• Could we extend the deadline for [Task/Project] to [Proposed New Deadline]?
• Due to [Reason], I need additional time for [Task/Project]. Can we move the deadline to [Proposed New Deadline]?

Sharing Good News

• I am pleased to share some good news: [News Details]. 
• I have some wonderful news to share with you: [News Details]. 
• I’m excited to announce [News Details].

Expressing Sympathy

• I was saddened to hear about [Event]. My thoughts are with you.
• My deepest sympathies for [Event]. Please let me know if I can help in any way. 
• I am very sorry for your loss. If there’s anything I can do, please let me know.

Opening Phrases for Emails

• I hope this message finds you well.
• I trust you are doing well.
• I hope you had a great weekend. 
• I hope you are having a good day.
• I hope this email finds you in good health.
• I trust you are having a productive week.
• I wanted to touch base with you regarding [Topic].
• I hope you had a pleasant and relaxing weekend.
• I am writing to follow up on [Previous Communication/Topic].
• I hope you are doing well and thriving.

Closing Phrases for Emails

• I am looking forward to your response.
• Thank you in advance for your assistance.
• I remain at your disposal for any further information.
• I appreciate your prompt attention to this matter.
• Looking forward to our continued collaboration.
• Thank you for your time and consideration.
• Please let me know if you need any further information.
• I look forward to hearing from you soon.
• Your assistance in this matter is greatly appreciated.
• Should you have any questions, feel free to reach out.

A Bright Future Ahead

Mastering business English doesn’t have to be a stressful task. With the help of AI tools like ChatGPT, you can enhance your communication skills and ensure your messages are clear, professional, and impactful. 

Imagine the confidence you'll feel knowing your emails and documents are polished to perfection! Embrace this incredible technology to save time, reduce stress, and focus on what truly matters—building meaningful professional relationships and achieving your career goals.

Happy writing and here's to your success with business English!