How hospitality and wine professionals can improve their English writing

Hospitality is an international trade, and much of it runs in English: emails to suppliers, replies to guests, wine list descriptions, CVs, exam answers. You don't need to write like a novelist. You need to write clearly, politely and without mistakes in the wine words. Here is how to get there.

Where writing matters in our job

• Emails: to suppliers, importers, event clients and colleagues on other ships or in other hotels.
• Guest replies: reservation questions, reviews, complaints.
• Wine lists and menus: short descriptions that make people want to order.
• CVs and cover letters: often the first thing an employer reads.
• Exams: at the Court of Master Sommeliers, the Certified and Advanced theory papers include short-answer questions. Clear, complete sentences earn marks.

Seven habits that improve your writing fast

• Write short sentences. One idea per sentence. Long sentences are where grammar goes wrong.
• Put the point first. “The Barolo order arrives on Friday” before the explanation, not after.
• Use active verbs. “We will refund the bottle”, not “The bottle will be refunded by us”.
• Read your email out loud before sending. Your ear catches what your eye misses.
• Keep a phrase notebook. When you read a well-written email or wine description, copy the phrases you like and reuse them.
• Write one tasting note in English every day. Use the same structure each time: appearance, nose, palate, conclusion.
• Read good wine writing. Producer websites, wine magazines and the books you study from all show you how professionals write.

Get the wine words right

Nothing undermines a wine list faster than a misspelt name. Accents and capitals matter:

• Château, Côte, Côtes du Rhône, Rhône (the accents are part of the name).
• Gewürztraminer, Grüner Veltliner, Blaufränkisch (the umlauts too).
• Pinot Noir, Sauvignon Blanc, Cabernet Sauvignon (capital letters for grape names).
• Champagne with a capital C when it means the wine from the region.
• Vintage is the year the grapes were picked; a vintner is a person who makes or sells wine. Don't mix them up.

For the French words on a list, my French wine terms guide helps. For describing wine in words guests understand, see how to describe wine without sounding weird.

Three templates you can reuse

• To a supplier: “Hello [name], could you please send [quantity] cases of [wine, vintage] for delivery on [date]? Please confirm the price and delivery time. Thank you, [name], [restaurant].”
• To a guest after a complaint: “Dear [name], thank you for telling us about your evening. I am sorry the [wine or dish] was not right. We would like to [what you will do]. I hope to welcome you back soon. Kind regards, [name].”
• A wine list description: grape, place, two or three flavours, one food. “Albariño from Rías Baixas: lemon, peach and a salty freshness. Lovely with grilled fish.”

Handling the complaint itself is a skill of its own: see four common guest complaints and how to handle them.

Tools worth using

• Grammarly checks spelling, grammar and punctuation as you type, and has a free version. I have used it for years; it is a good second pair of eyes.
• AI assistants such as ChatGPT or Claude can explain why a sentence is wrong and suggest a clearer version. Ask them to correct and explain, not to write everything for you, or you won't improve.
• A good online dictionary, such as Cambridge or Oxford, for meaning and pronunciation.
• SOMM DIGI AI for the wine side: ask it to check a wine description or quiz you on terms. It is free to start.

One warning: tools fix grammar, not facts. Always check vintages, prices and wine names yourself before you send.

Questions people ask