In every language there are different rules for writing a professional email.
Below, we have listed the most important rules for emails in Dutch, so you can always get the right message across in the most appropriate way.
Addressing people correctly
-
Geachte
Only use this in very formal e-mails to people you do not know. Always use the surname afterwards, for example 'Geachte heer Peters' or 'Geachte mevrouw Peters'. If you are writing to a general e-mail address or you don't know the person's name, you can start with 'Geachte heer, mevrouw' or use the title or function, e.g. 'Geachte leden'. -
Beste
Can be used in formal or informal emails, depending on whether you combine it with the surname or first name. Do not use it if you don't know the name of the person you are emailing. If that's the case, stick to 'Geachte'. -
Dag
Use this in informal emails in combination with the first name, for instance to colleagues: 'Dag Sara'. Or start with 'Goedemorgen', or something similar. Here, of course, you have more choice.
Signing off
-
Hoogachtend
This is only used in official or very formal emails, and only when you start with 'Geachte'. -
Met vriendelijke groeten
Used in more formal emails, and is always a good choice. Avoid abbreviating to 'mvg' though, because for many people this can come across as short and blunt. -
Groetjes
Use this when you started with 'Dag', so only for informal emails to people you know.
Feel free to vary here. Wish someone a pleasant weekend, or a nice day. You can use a comma after the address and the final greeting, but you don't have to.
According to the rules, a comma is not necessary but it is not wrong either, so you choose for yourself.
Formal 'U' and informal 'je'
As you know, in Dutch we have two forms for the second person singular: 'u' and 'je'.
-
Use 'u' for formal emails to people you don't know or with whom you have no personal relationship.
-
Use 'je' for emails to people you know well, such as colleagues. Many Dutch speakers start using 'je' quickly, so feel free to switch from the formal 'u' to informal 'je' after a few emails if the communication is going well.
Be short and to the point
Our final tip for business emails: most Dutch speakers like their messages short and to the point. There is no need to start with something polite that has nothing to do with the message of the e-mail. Get straight to the point and try to get your message across efficiently.
That is the best way to win the heart of your correspondent 😊
Do you need help with writing formal business emails in Dutch?
If you need more tailored help with your writing skills or feedback on a specific email you've written, then you can consult one of our expert language coaches on Squidll.
Together you can prepare your email, extend your vocabulary and improve your text until you're happy with the end result.