What Grammar Mistakes to Avoid in business emails? A Practical Guide

Introduction

You re-read your email twice. Everything looks fine. You hit send. Then your colleague points out a small grammar error you completely missed.

Sound familiar?

For working professionals in Singapore, business emails are part of daily life. Whether you’re writing to a client in Raffles Place or updating your team in an international firm, small grammar mistakes can quietly hurt your professional image.

The good news? Most grammar errors in business emails fall into a few predictable categories. Once you know what to look for, you can catch them before anyone else does.

This guide walks through the most common grammar mistakes to avoid in business emails and gives you practical ways to fix them for good.

Subject-Verb Agreement Errors

This is one of the most frequent errors in workplace emails. It happens when the subject and verb don’t match in number.

Here’s a real example from a Singaporean executive’s email:

“The documents attached needs your signature.”

Can you spot the problem? “Documents” is plural, so the verb should be “need,” not “needs.”

Correct version: “The documents attached need your signature.”

Why does this error happen so often? Because we add extra words between the subject and verb. By the time we reach the verb, we’ve forgotten what the original subject was.

Quick fix: Before sending an email, identify the main subject. Ignore phrases like “along with,” “as well as,” or “including.” Then check if your verb matches.

Another common example in Singapore workplaces:

“There is several reasons why we should delay the project.”

Correct: “There are several reasons.”

Remember: “There is” = singular. “There are” = plural.

Pronoun Confusion (Especially Who vs Whom)

Many business writers avoid “whom” altogether because they’re unsure how to use it. That’s fine. But when you try to use it and get it wrong, it stands out.

The simple rule: Use “who” when referring to the subject of a sentence. Use “whom” when referring to the object.

Examples:

• “Who submitted the report?” (Subject)

• “Whom should I send the invoice to?” (Object)

If you’re unsure, just rephrase the sentence. Most native English speakers in Singapore’s business environment won’t judge you for avoiding “whom” entirely. But they will notice if you use “whom” incorrectly.

Here’s an error seen in actual business emails:

“Whom do you think will attend the meeting?”

Correct: “Who do you think will attend the meeting?”

Why? Because “who” is the subject of “will attend.” “Whom” would be incorrect here.

Misplaced Apostrophes

Apostrophe errors are surprisingly common in business emails. They also make you look careless.

Two main rules to remember:

Possession: Use apostrophe + s for singular nouns. Example: “The client’s feedback was helpful.”

Plural possession: For plural nouns ending in s, add only an apostrophe. Example: “The clients’ feedback was helpful” (multiple clients).

What about “its” vs “it’s”? This error appears constantly.

• “Its” = possession. Example: “The company lost its reputation.”

• “It’s” = it is. Example: “It’s important to reply by Friday.”

One Singapore business email read:

“The team submitted it’s proposal yesterday.”

Correct: “The team submitted its proposal yesterday.”

Notice the difference? “It’s” would mean “it is,” which makes no sense here.

Run-on Sentences and Comma Splices

Singapore’s business culture values efficiency. But efficient writing doesn’t mean cramming everything into one long sentence.

A run-on sentence joins two complete thoughts without proper punctuation.

Example:

“I received your email I will reply tomorrow.”

Correct options:

• “I received your email. I will reply tomorrow.”

• “I received your email, and I will reply tomorrow.”

A comma splice happens when you join two sentences with only a comma.

Example:

“The meeting is at 3pm, please prepare the slides.”

Correct:

• “The meeting is at 3pm. Please prepare the slides.”

• “The meeting is at 3pm; please prepare the slides.”

• “The meeting is at 3pm, so please prepare the slides.”

Short sentences are your friend in business emails. They reduce confusion and make your message clearer.

Commonly Confused Words

Some word pairs are tricky because they sound similar but have different meanings. Here are the top offenders in business emails:

Affect vs Effect

• Affect = verb (to influence). “The delay will affect our timeline.”

• Effect = noun (result). “The effect of the delay was significant.”

Then vs Than

• Then = time. “Finish the report, then send it to me.”

• Than = comparison. “This approach is better than the previous one.”

Lose vs Loose

• Lose = misplace or fail to keep. “Don’t lose the client contract.”

• Loose = not tight. “The formatting looks loose on this page.”

I once saw a Singaporean manager write: “We cannot loose this opportunity.”

That single error distracted from an otherwise important message. Don’t let this happen to you.

How to Catch Grammar Mistakes Before Sending

Knowing the rules is one thing. Applying them consistently is another. Here are practical strategies used by professionals in Singapore:

Read your email out loud. Your ears will catch errors your eyes miss. If a sentence sounds awkward when spoken, it’s probably wrong.

Wait 60 seconds before sending. After finishing your email, do something else briefly. Then come back with fresh eyes. You’ll spot mistakes you missed the first time.

Use grammar tools but don’t rely on them completely. Tools like Grammarly catch many errors, but they don’t understand business context perfectly.

Focus on your most common mistakes. Keep a personal list. If you constantly confuse “your” and “you’re,” check for that specific error in every email.

Ask a trusted colleague to review important emails. In Singapore’s collaborative workplace culture, this is completely normal. Most colleagues are happy to help.

Strengthening Your English Skills

If grammar mistakes keep appearing in your emails despite your best efforts, structured learning can help.

Many professionals in Singapore improve their written English through targeted courses. Some language schools, such as iWorld Learning, offer small-group English courses designed to improve business communication skills. These programs focus on real workplace scenarios—not just textbook grammar.

The advantage of classroom learning is feedback. A qualified instructor can identify your specific error patterns and help you break them. Self-study works for some people, but others need guided practice to see lasting improvement.

For working adults, evening or weekend classes are available across Singapore. A short course focused on business writing can pay for itself quickly when your emails become clearer and more professional.

Common Questions About Grammar Mistakes to Avoid in Business Emails

What is the most common grammar mistake in business emails?

Subject-verb agreement errors appear most frequently. This happens when the subject and verb don’t match in number, especially in longer sentences. For example, writing “The list of items are attached” instead of “The list of items is attached.”

Can grammar mistakes really hurt my career?

Yes, indirectly. Consistent grammar errors can make you seem less detail-oriented or less professional. In competitive workplaces like Singapore’s, small impressions matter. One or two occasional mistakes won’t ruin your career, but frequent errors can affect how colleagues and clients perceive you.

How can I check my business emails for grammar errors quickly?

Read your email backwards sentence by sentence. This forces you to focus on structure rather than meaning. Also, read the email out loud before sending. If a sentence feels wrong when spoken, it probably needs revision.

Do I need to take a course to fix my grammar mistakes?

Not necessarily. Many people improve by self-studying common error patterns and using grammar checkers. However, if you’ve tried self-study without success, a structured business English course can provide faster results through personalised feedback.