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150+ Useful Email Phrases That Will Make Your Life Easier
By Paola Pascual on Jan 10, 2022 6:00:00 AM
Writing business emails can be time-consuming, but learning some useful phrases will save you lots of time. In this post, you will find over 150 useful email phrases to help you make your emails more varied and rich. We've divided them into three main categories: opening lines to start your email, body lines to convey the message, and closing lines to finish off.
You can also download our free guide How to write professional emails in English , for more phrases, psychology-backed tips and strategies to get more responses to your emails, templates to save time, and examples to avoid miscommunication at work.
Before we start, below is a quick template you can use for your professional emails. Following a stantardinzed email template and a few easy email tips will help your readers follow your message easier. Business email messages should be structured and to the point. The easier it is for your reader to understand your email, the likely they will be to act on it. Here's a simple email writing format you can steal:
#1 Opening Lines
If you are looking for ideas for your email opening and email greetings , here you have different types of opening sentences.
1.a Being social
An email starting line will help you sound more friendly and social. "I hope this email finds you well' should be the opening phrase in emails... But not always. Here are some alternative email greeting lines:
- I hope this email finds you well.
- I hope you had a good weekend.
- I hope you had a great trip.
- Hope you had a nice break.
- I hope you are well.
- I hope all is well.
- Hope you're enjoying your holiday.
- I hope you enjoyed the event.
- I'm glad we had a chance to chat at the convention.
- It was great to see you on Thursday.
- It was a pleasure to meet you yesterday.
1.b Reason of the email
Tell them why you're writing this email.
- I am writing to you about our last meeting/your presentation yesterday/our next event.
- I am writing to you with regards to/regarding/concerning/in connection with...
- I am writing to ask/enquire/let you know/confirm/check/invite you to/to update you on/ask for a favor...
- I am writing you to follow up on...
- I am contacting you to inform...
- I am reaching out because...
- This is just a quick note to...
- This is just a quick reminder...
- I wanted to let you know that...
- Might I take a moment of your time to... (very formal)
- It's [Your Name] from [Your Company].
- This email is just to let you know that...
- I just got your request for...
- I just read your email about...
- As we discussed, I would like to send you...
- Thank you for your email about...
- Thanks for your email this morning/yesterday/on Wednesday/last month...
- Thanks for your feedback on/your invitation/your suggestion
- Thanks for sending/asking about/attending
- Thanks for your quick reply.
- Thanks for getting back to me so quickly.
- Thank you for reaching out (to me).
- Sorry for my late reply.
- Sorry that it took me so long to get back to you.
- I apologize for the late response.
- Sorry it’s been so long since my last email.
- I was sorry to hear about...
- Please accept our apologies for any inconvenience caused.
Keep reading: How To Start An Email - 45 Great Ways To Do It
#2 Body Lines
2.a attachments and information.
- I’ve attached…
- Please find [file] attached.
- I'm enclosing [file].
- Please see the information below for more details about...
- The parts in bold/in red/in blue are my comments/are the changes we made.
- Here's the document that you asked for,
- I’ve attached [file] for your review.
- I'm sending you [file] as a pdf file.
- The attached file contains...
- Could you please sign the attached form and send it back to us by [date]?
- Here’s the [document] we discussed.
- [file] is attached.
- Please take a look at the attached file.
- Take a look at the [file] I've attached to this email.
- I've attached [file].
- More information is available at www.talaera.com .
- Please note that...
1.b Requests and inquiries
- Could you please...?
- Could you possibly tell me...?
- Can you please fill out this form?
- I'd really appreciate it if you could...
- I'd be very grateful if you could...
- It would be very helpful if you could send us/me...
- I was wondering if you could/if you would be able to...
- If possible, I'd like to know (more) about...
- Please find my two main questions below.
2.c Asking for clarifications
- I didn't/don't fully understand [something]. Could you please explain that again?
- I didn't quite get your point about [something]. Could you be more specific?
- Could you repeat what you said about...?
- Could you give us some more details on...?
- If you could please shed some light on this topic, I would really appreciate it.
- Could you please clarify [something]?
- Could you please clarify when you would like us to finish this?
- When exactly are you expecting to have this feature?
- Here are the details on...
- Could you please clarify what you would like us to do about...?
- If I understood you correctly, you would like me to...
- What exactly do you mean by [something]?
- Could you explain what you mean by [something]?
- In other words, would you like us to...
2.d Sharing information
Use these helpful phrases when need to give or receive some information (or when you already did).
- Thank you for letting me know.
- Thank you for the heads up.
- Thank you for the notice.
- Please note...
- Quick reminder...
- Just a quick/friendly reminder that...
- Thank you for sharing.
- I'd like to inform you that...
- Just a quick heads up -
- Thanks for keeping me in the loop.
- Please keep me informed/posted/updated/in the loop.
2.e Getting and giving approval
If you're looking for a few please let me know synonyms, this section will help.
- Please let me know if this is OK with you.
- Please let me know what you think.
- What are your thoughts (on this)?
- What do you think?
- We just need the thumbs up/the green light. (=we're waiting for approval)
- You (totally) have the green light!
- Please guide me in this regard.
- He approved of it, so you can go ahead with the project.
- I'd like to schedule a meeting on [day] if you are available/free then.
- I am available on [day], if that's convenient for you.
- Would you be available on [day]? If so, I'll send you an invite shortly.
- Can you make it on [day]? If so, I'll book accordingly.
- I'm afraid I can't make it on [day]. How about...?
- (Due to...) I'm afraid we need to reschedule/delay/postpone/put back/cancel/call off/move/rearrange our meeting.
- We are sorry to inform you that the interview/meeting scheduled for [day] will have to be rescheduled.
2.g Giving bad news
- Unfortunately, ...
- Unfortunately, we cannot/we are unable to ...
- I'm afraid it will not be possible to...
- Unfortunately, I have to tell you that...
- I'm afraid that we can't...
- We regret to inform you that...
- I regret to inform you that (due to...) ...
- After careful consideration, we have decided (not) to ...
- Due to [reason], it won't be possible to...
- It's against company policy to...
- I tried my best, but...
- Despite my best efforts, ...
- I can't see how...
- I'm sorry but it's out of my hands.
- I'm afraid I won't be able to...
- I'm sorry to tell you that...
#3 Closing Lines
3.a when something is expected.
Do you need a reply? Are you asking for a favor or you are meeting soon? These sentences are perfect for those moments!
- Looking forward to hearing from you soon.
- I look forward to hearing from you soon.
- Please let me know if this works/if you are available/if that sounds good/if you can/if you can help/if you need to reschedule...
- I look forward to seeing/meeting you.
- See you on Thursday/next week.
- Thank you in advance.
- Thank you for everything.
- Any feedback you can give me on this would be greatly/highly/much appreciated.
- If you could have it ready by tomorrow/the end of next week, I would really appreciate it.
- I would appreciate your help in this matter.
3.b Offering help or information
- I hope you find this helpful.
- I hope it's clearer now.
- I hope that answers all your questions.
- If we can be of any further assistance, please let us know.
- Let me know if you need any help.
- For further details...
- If you have any (more) questions (about)...
- In the meantime, if you need any more information,
- If you need more information/more info/further information,
- I know that's a lot to take in, so let me know if anything I've said doesn't make sense.
- ... please do not hesitate to contact me.
- ... please feel free to contact me/to get in touch.
- ... please let me know.
- ... drop me an email/drop me a line.
3.c Apologizing (again!)
- Thank you for your understanding/for your patience.
- Thanks again for your understanding/for your patience.
- Once again, please accept our apologies for any inconvenience caused/for the inconvenience caused/for the delay/for the misunderstanding.
- I hope this is okay with you.
- I really hope we can find a solution soon.
- I hope you can understand.
- Sorry I couldn't be of more help.
3.d Friendly ways to say 'bye'
- Best regards,
- All the best,
- Best wishes,
- Cheers, (*common in the UK and Australia, informal in other countries)
- Have a great weekend!
- Have a wonderful day!
Keep Improving Your Business Emails
Continue improving your communication skills for professional situations and enrich your mail conversations - get in touch with Talaera . If you wish to take your professional English communication skills to the next level, explore our free resources .
- 'Stay safe' - How to Send Actually Genuine Emails During the Pandemic
- 8 Great Idioms To Enhance Your Professional Emails
- 5 Easy Tips To Improve Your Writing Skills - Start With Your Business Emails
- How To Write Clear Emails With These 4 Practical Concise Writing Tips
- 100 Business Abbreviations That Will Make You Look Like An Expert
- 12 Relatable Tweets That Sum Up How We Feel About Professional Emails
- The Anatomy of Excellent Business Storytelling
- 32 Important Best Practices To Streamline Your Slack Communication
- The Best Comprehensive Guide To Time and Dates in English
For any additional information or questions, you can also reach out at [email protected] . Interested in getting the best offers and receiving free content on Business English communication? Subscribe to our newsletter and we will keep you in the loop with offers, free events, and development materials!
[Article originally posted in December 2018 and updated to ensure you read relevant content.]
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62 Business Email Phrases to Start Using Right Now
Establishing and maintaining good relationships in business is essential. And since most people in the corporative world make their connections through emails, it’s necessary to have some communication skills. Mainly to avoid misunderstandings that can harm your contacts.
Here is a list with 62 email phrases you can start using in your business emails for better conversations with your peers, leads, clients, partners, and other recipients. We divided them into ten categories that you may need to use to form an entire body email, from making a proper introduction to saying your goodbyes.
Also, you will find both formal and informal phrases because writing emails depends a lot on the tone of voice you give to your brand and with whom you are exchanging emails.
But first, how do you start an email properly?
Your email salutation matters a lot more than you may think. People appreciate it when you call them by their names because it shows that you are talking directly to them. When you just use a salutation + name, they may have the impression that you are sending the same email to another 100 people — which may be accurate, but you have resources to sort this out nowadays. Here are some common ways of starting an email:
Dear [name]: It’s more appropriate for formal emails. Use it when you address a person in a position of respect.
Hi [name]: It’s simple, friendly, and direct, but also informal. Use it carefully.
Greetings: Use it when you don’t know the name of the recipient.
Hi (everyone/ guys): This one is when you are emailing a group of people informally.
Now that you know how to salute correctly let’s move on to your email’s next parts.
1. “I hope you…”
I hope you are well/all is well: It shows you care about that person. It’s respectful and a safe phrase to initiate a friendly approach.
I hope you had a great weekend/week/day: It depends on which time or day of the week you are reaching out. This phrase is one of the most common in business emails.
I hope you enjoyed your vacation: It works when you have the information that the person was in their vacation period and when you want to continue a conversation that had to stop because of that.
I hope you feel better soon: When you know the person is recovering from a surgery or illness and therefore wasn’t available at work. Please pay attention to its variations, so you don’t sound like you are rushing them to do something. It may repel them instead of looking like a pleasant wish.
I hope you enjoyed the (name of the event): When you are reaching out after a corporate event that you have organized, using this phrase makes a great first impression, mainly if you will ask for something on the email.
2. “I am writing to you about…”
When you are emailing first, you need to introduce yourself and talk about the email’s purpose. Sometimes you need to remind that person of who you are if you have been in contact before.
You can be impersonal or do your homework and research about the recipient. Because when you personalize your message to show you are familiar with their work or doings, you increase the chances of receiving a reply. Here are some examples of general email phrases for introductions and some inspirations for personalizing them.
General email phrases
It’s [your name] from [your company]: Start by introducing yourself with your name and the company you work for. If you want to omit the company’s name at the beginning, that’s fine, but be sure that this information will be placed somewhere in the email body.
I am writing to you about… Here you can insert anything related to a previous conversation or meeting you had with the recipient. Also, you can use this introduction to talk about future events.
I am writing to ask/enquire/let you know/confirm/invite you to/to update you on/ask for…”: Use this when you want to ask for information, a positioning, make an invitation without further ado. It’s a way to be direct and keep the email short.
Might I take a moment of your time to…: If you want and/or need to be very formal, this is the best choice.
I am reaching out because… : It’s an informal way to introduce the reason for your contact.
Personalized email phrases
I read your article about [topic] in [channel] yesterday/ this morning. I couldn’t help thinking about…: This is an example of how you can start a conversation about something the recipient has published or done recently. Ensure precisely what you’re talking about to avoid misunderstandings and not to cause a contrary reaction to them.
Congratulations on [what the person has achieved]! I’m sure it’s inspiring to see how this can help…: Sincere compliments are always welcomed. Once again, only talk about what you are sure about this achievement and don’t exaggerate. Be completely honest with what you say to them.
3. “Thanks for…”
Showing gratitude is an excellent way of keeping your recipient’s attention and overcoming problems that come to you on customer service. Mainly because you need to focus on solving these issues as smoothly as possible. And sometimes, the customer asked a simple question and didn’t even know it was a mistake, and you end up exposing and highlighting it. Let’s see some email phrases that will help in both cases:
Thanks for letting me know: This shows you acknowledge what the person has informed you and shows appreciation for that.
Thank you for your understanding/patience: This kind of message compliments the customer while you still acknowledge the problem they are having, without apologizing for mistakes unnecessarily.
Thank you for your email about…: This helps to remind the person about the matter you are talking about and opens up a more friendly conversation, depending on the content of previous emails.
Thanks for sending/asking about/attending: It shows people that you acknowledge their actions and appreciate them.
Thank you for reaching out (to me): This is a more informal way to appreciate someone’s contact.
Thanks for your feedback on/your suggestion: It welcomes feedback and suggestions, making the person feel secure to continue giving them to you.
Extra tip: If you need to apologize for a major failure, use something simple like “ Please accept our apologies for any inconvenience caused.” But don’t spend your whole email apologizing. Instead, offer solutions for what has happened. Avoid using “ Sorry for the inconvenience” because it sounds vague, informal, and insincere.
4. “ Just a quick/friendly reminder that…”
You can use this kind of email phrases to provide information or address reminders to your recipients. It’s also useful when you want to call their attention to another thing in your email, mainly if you are writing to talk about more than one matter.
Please note…: If you want to call the recipient’s attention to a specific matter, use this.
Quick reminder…: This an informal way to introduce something that you want to highlight, such as near expiration dates or incoming meetings.
I wanted to update you: Use this phrase to tell your customers about troubleshooting that hasn’t been solved yet. Instead of openly addressing it as “an issue that hasn’t been fixed,” use “update” as a form of saying that you’re working to solve it.
I’d like to inform you that…: A formal way to introduce a special announcement or give back a critical answer.
Just a quick heads up: An informal email phrase is often used to notify somebody of something, like a warning or a piece of helpful advice.
I hope you find this helpful: When you give them any information, advice, or even a solution for an issue they were having.
5. “I’m sending you…”
When it’s necessary to send attachments or even additional information that requires special attention of the recipient, these are some examples of how to approach this:
I’m sending you [file’s name] as a pdf file: Make sure to clarify the name of the file and its format, so the person feels more secure about opening it.
I’ve attached [file’s name] for your review: Again, remember to specify the file’s name and its objectives. Is it for the person to review, check or edit?
Could you please sign the attached document and send it back by [date]?: Use this one when you need that the recipient sends you back a signed copy, and you have a due date for that.
Please see the information below for more details about…: If you want to highlight information, such as addresses or essential quotes.
Here’s the document you asked for/we discussed: This calls the recipient’s attention to something they have asked before.
More information is available at [website]: If you want to share links, introduce what the person will find there.
6. “Please feel welcomed…”
Sometimes you’re going to have to ask someone for help or more information. Use phrases that create an open door on your communication with your recipient in a manner that they will feel that it’s possible to reach out to you whenever needed.
Remember to describe what you need first when you are asking for help. And whenever you’re providing information, you should give them a way to contact you if they have questions.
Please feel welcomed…: The phrase, “Please feel welcomed…” invites customers to reach out more times and makes them feel comfortable to do so.
Could you please…?: It’s a formal way of making requests, and ask for further explanations politely.
I’d appreciate it if you could…: Another way of asking for something politely.
It would be very helpful if you could send us/me…: You show the person that their help is very appreciated. You can use it to send additional information or files.
Please keep me informed/posted/updated: This makes the communication open so that the person can reach any time with new information about a matter.
If possible, I’d like to know (more) about…: You are not demanding anything, just letting the person feel comfortable sharing something specific with you.
7. “ … please let me know.”
If you want to offer to do something for someone in the email, then demonstrate that you are happy to do it. Show the receiver that you are there for assistance in whatever is necessary. These phrases show people that you wish to help them out gladly:
I’d be happy to…: It expresses that you don’t mind helping, and the intention is to make the other person feel comfortable asking you anything they need.
If we can be of any further assistance, please let us know: It’s a formal way of offering additional help.
Let me know if you need any help: It’s the most common email phrase in this category. It’s an informal way to let people know that you are open to assist them when they need it.
… please do not hesitate to contact me: This works as a complement for phrases like “If you need further information…”. It emphasizes that you are willing to help.
… please feel free to contact me/to get in touch: It lets the person know that they can reach out to you whenever they need to.
Giving bad news by email is never easy, but there are ways to do it properly. It sometimes happens that you couldn’t attend to the person’s expectations somehow, and you need to give this information.
Unfortunately, we cannot/we are unable to …: This is the formal and polite way of giving negative responses.
I’m afraid it will not be possible to…: Use this informal phrase on a negative response, followed by a brief explanation of why it wasn’t possible to accomplish the person’s request.
We regret to inform you that…: It’s a polite and formal way to give bad news. Right after saying this, explain the reasons why it won’t happen.
After careful consideration, we have decided (not) to…: It shows that you have considered what the person has sent you previously. It’s also a way to soften the gloomy reply.
It’s against company policy to…: It’s a way of explaining why you can’t do something the person has requested when it goes against the company policy.
Despite my best efforts…: You show the person you made efforts to solve something or give them a positive response.
9. “Looking forward to hearing from you.”
When finishing your emails, rather than using “Thanks again” or something similar, create an expectation to be answered. Let the dialogue open. These phrases will encourage them to give any additional help or feedback you need.
Please let me know if this works/if you are available/if that sounds good/if you can/if you can help/if you need to reschedule…: It’s a phrase to finish the email showing that you need a response about what you have sent to the recipient.
I look forward to seeing/meeting you: Use it when you are scheduling a personal appointment.
Any feedback you can give me on this would be highly/much appreciated: For when you need to finish the email asking for thoughts/feedback from the person.
I would appreciate your help in this matter: Usually, you finish an email with this phrase when you have described some situation or issue and need to ask for help with it.
10. Friendly email phrases to finish an email
Finally, you need to insert your goodbyes at the bottom of your email text. In business emails, you can’t merely send “Bye” or “See you later.” Use one of these email phrases:
Best regards: It’s a friendly way of saying goodbye and one of the most common in the business context. It may be best for people you have had conversations with before.
All the best: It’s colloquial but a friendly and social way to say goodbye.
Sincerely: It’s a formal business close, and one you are certainly not offending anyone by using.
Cheers: You can use this sign-off with your friends and close business colleagues. Depending on the voice tone you have for your brand, it also can be useful.
Have a great week/weekend/day/night!: It depends on which time you are sending the email. Be aware of timezones if you are exchanging emails with people from another country.
Stay safe: You can use it during conflicts or difficult times, such as the COVID-19 pandemic.
Knowing how to write an email properly makes a total difference in receiving or not an answer. Using the right phrases makes sure that you won’t offend or cause a wrong impression on the recipient.
When writing a business email, you need to know before in which context your recipient is. Do you need to be formal or informal? In the end, you must respectful in our words to avoid miscommunication. Now it’s time to apply these email phrases, open your inbox , and start giving your best at replying to your emails.
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The most useful phrases for effective email writing.
Nowadays, an email is the most common form of writing you will probably be doing in English. Therefore, it's a good opportunity to learn some common phrases for writing emails.
Before looking at the phrases, one common mistake that I often see is using the word "mail". We use the word "mail" for physical letters but you need to use the word "email" or "e-mail" when it's electronic.
Addressing the Letter to Someone
When you start an email, you should address it to a person or people, and the most common word to use is "Dear". The word "Dear" does not represent a person or people so don't say "Dears", you should simply connect it to the person's name:
Dear Mr. Miller,
In the examples above you can see that if we use Mr. or Ms., we connect it to the family name (Miller), not the first name (Jason). It would be incorrect to say "Mr. Jason". You can also notice that there is a comma after this addressing statement. After you address it to someone, you should leave a blank line and then start the email:
I would like to notify you about...
If you want to be more casual, you can use the word "hello" and to be even more casual you can just say "hi", so it becomes "Hello Jason" or "Hi Jason". Do not use the person's last name without using "Mr." or "Ms." (you can use "Mrs." for a woman if she's married):
Hello Miller (incorrect)
Hello Mr. Miller (correct)
Hello Jason (correct)
Starting the Email Warmly
If you want to be polite and warm at the beginning of the email, you can use one of the phrases below. It's more common to use this when you already know the person.
I hope you are doing well
I hope this email finds you well
I hope that you're having a good week/weekend
Responding to Another Person's Email
If your email is a reply to another person's email, you can use one of the phrases below depending on why they contacted you:
It's great to hear from you (if it's been a long time since you've been in contact)
Thank you for reaching out to me (if someone you know contacts you for information or help)
Thank you for your inquiry (if someone you don't know asks for information - more formal)
I appreciate you bringing this to my attention (if someone notifies you of a problem)
Explaining the Purpose for the Document
When you want to tell the reader the reason why you are writing this email to them, you can use the phrases below. Be careful about the form of the verb (ex. do/to do/doing) as this is necessary for it to be grammatically correct and sometimes the verb is in different form depending on which phrase you're using:
The purpose of my email is (to request) - sounds formal and professional
I'm writing (to inform you about...) - a little more relaxed
I'm writing this email because... - giving a past reason for the email
I would like (to notify you about...) - polite
I would like to take this opportunity (to congratulate you) - usually for a warm message
Introducing a Topic
If you want to tell the reader what this sentence or paragraph is about, you can use the following prepositions to introduce the topic instead of using "about":
With regard to (something),...
With respect to (something)...
Note that this is not a complete sentence because it is just a preposition and a noun (like saying "about tomorrow's meeting") so you need to continue this sentence and write the main clause.
Concerning tomorrow's meeting, we will need eight tables and fifty chairs.
Ending an Email with a Final Message
The most common final sentences are below, and choosing the sentence will depend on the context of the email that you are writing:
I look forward to your reply (when you want someone to respond to you)
Don't hesitate to ask me if you have any questions or concerns (when the reader might disagree with the content of the email or have questions about it)
Please get back to me as soon as you can (more casual to get a quick response)
Have a great day/evening/week/weekend (simple and nice)
Adding Your Name
When you want to add your name at the end of the email, there are a few phrases that you can use. The list below goes from the most formal (at the top) to the most relaxed/informal.
Yours faithfully / Yours sincerely
Faithfully / Sincerely
Interestingly, a study was done about which endings get the most positive response and it was discovered that simply saying "Thanks" at the end of the email gets the best response. It's a good idea to use this phrase when you have asked someone to do something in the email or if they are going to take some action based on what you have told them. When you put your name, leave a blank space between the phrase and your name:
If it's someone that you already know and "thanks" doesn't seem to fit the context, you can also end by saying "have a good day/evening/week/weekend":
Have a good weekend,
Write a phrase to do the following things in an email:
You want to address a letter to an important woman named "Sarah Johnson".
You want to start your email warmly
You want to respond to an email you received (in this email the person asked you for information)
You want to say that the main purpose of your letter (the main reason is to request vacation from your job)
You want to introduce a new topic (the topic is "the delivery fee")
You want to end the message politely and say that you want a reply
You want to add your name formally and politely
Dear Ms. Johnson, (or if you know she is married you can say "Dear Mrs. Johnson")
I hope you are doing well / I hope this email finds you well / I hope you're having a good week
Thank you for your inquiry / Thank you for reaching out to me (more informal)
I'm writing this email to request vacation / The purpose of my email is to request vacation / I would like to request vacation
With regard to the delivery fee... / With respect to the delivery fee... / Regarding the delivery fee... / Concerning the delivery fee...
I look forward to your reply / Please get back to me as soon as you can (more informal)
Yours faithfully / Yours sincerely / Thanks
Language to Describe Statistics Correctly
These Excellent Resources Are Guaranteed to Improve Your English
Polite, Professional Email Expressions to Use at Work
An important English skill is learning how to express yourself politely, especially when you are losing your patience and actually want to say something direct and aggressive to someone. There is a pr
30 professional words and phrases for your perfect business email
The way we write emails reflects our professionalism and leaves a lasting impression on recipients and it influences our business environment. Crafting well-written business emails with the right words and phrases is crucial to conveying a polished and respectful tone. This article aims to be your ultimate guide, providing a comprehensive list of 30 professional words and business email phrases to elevate your email writing skills, enhance business communication effectiveness, and foster strong relationships in the corporate world.
Greetings and Openings
When it comes to writing professional emails, the first sentence is crucial. It sets the tone for the entire message . Crafting a strong opening can entice the reader to continue reading and engage with the content. One way to do this is, to begin with a question that piques their interest. Alternatively, you could start with a bold statement that captures their attention. Whatever approach you take to opening lines up, remember that the first impression matters and can greatly impact the success of your email. Therefore, it is important to spend time crafting a compelling opening that will leave a lasting impression on your readers.
When addressing various professional situations, it is advisable to use these formal greetings opening phrases and openings:
- Dear [Recipient’s Name],
- Good morning/afternoon,
- I hope this email finds you well,
- Trust this email meets you in good health,
- I am writing to you today to discuss [topic].
Expressing Appreciation and Gratitude
Showing gratitude is an incredibly powerful tool that can be used to build meaningful connections and establish a sense of rapport between individuals. By demonstrating appreciation for the efforts of others, we are able to create a sense of mutual respect and understanding that can help to foster positive relationships both in personal and professional settings. Therefore, thank you in advance everyone, it is important to take the time to recognize and acknowledge the contributions of others.
Express thanks and appreciation professionally with phrases like:
- Thank you for your prompt response,
- Your hard work and dedication are truly commendable,
- I appreciate your valuable insights on [topic],
- Many thanks for your continuous support,
- I am grateful for the opportunity to collaborate with you.
Making Requests and Inquiries
When making requests or seeking information, it is important to always use polite and courteous language. This not only helps to establish a positive rapport with the person you are communicating with, but it also demonstrates your professionalism and respect for their time and expertise. One way to ensure that you are using the most appropriate language is to take the time to consider your audience and tailor your communication style accordingly. For instance, if you are addressing someone who is senior to you in rank or experience, you may want to use more formal language and avoid slang or jargon. On the other hand, if you are communicating with someone who is more junior or less experienced than you, you may want to adopt a more relaxed and conversational tone. Whatever the situation, remember that clear communication and mutual respect are key to building strong and effective relationships, both personally and professionally.
Here are some examples:
- Would you be able to assist with [request]?
- I kindly request your expertise on [subject line],
- May I inquire about [topic]?
- I would be grateful if you could provide more further details about [subject],
- If possible, could you please send me [information]?
Providing Information and Updates
Effective communication is essential in both personal and professional interactions. One of the most important skills in communication is the ability to convey information clearly and concisely, but this is not always easy. Sometimes, additional context or background information is necessary to ensure that the message is fully understood. In fact, providing too little information can sometimes be just as detrimental to effective communication as providing too much. Therefore, it is important to strike a balance between brevity and completeness when conveying information. Additionally, choosing the appropriate medium for communication can also play a significant role in ensuring that the message is received and understood as intended meaning. This might include selecting the right tone, format, or channel for the message, depending on the audience and purpose of the communication. By using professional words for email writing and taking these factors into consideration, one can improve the chances of effective communication and ensure that the intended message is received and understood by the audience.
Utilize these phrases:
- I would like to update you on the progress of [project],
- Please find attached the report detailing [topic],
- Allow me to share some exciting news about [development],
- Here’s a summary of the key points discussed during the meeting,
- Feel free to reach out if you require any further information.
Handling Delicate Situations
When it comes to managing sensitive situations, it’s important to strike a balance between professionalism and empathy. While maintaining a professional demeanor is crucial for establishing credibility and building trust, showing empathy and understanding can help foster positive relationships. One way to navigate delicate matters is to actively listen to the other person’s needs and perspective and to respond in a respectful and compassionate manner. Additionally, taking the time to acknowledge and validate the other person’s feelings can go a long way in diffusing tensions and resolving conflicts just a quick note. Ultimately, by approaching sensitive situations with a combination of professionalism and empathy, individuals can build stronger, more positive relationships both personally and professionally.
Consider these phrases:
- I understand your concerns and will do my best to address them,
- Your feedback is valuable, and I appreciate your honesty,
- Let’s work together to find a suitable solution for [issue],
- Please know that I am here to support you during this challenging time,
- Your contribution is invaluable, and we’ll take your input into careful consideration.
- Greatly appreciated
Closing and Signatures
It’s important to pay attention to how you end a professional email. A proper ending to the last email can reinforce your credibility and professionalism, leaving a lasting impression on the recipient. One way to do this is to include a closing statement that highlights your appreciation for the recipient’s time and attention. Another option is to summarize the key points of the email and encourage the recipient to take action. Whatever approach you take, make sure to always end your email on a positive note to leave a lasting impression on the recipient.
Choose from these formal closings:
- Best regards,
- Looking forward to your response,
- Warmest regards.
Words matter in business communication
Effective email communication is a pillar of success in the business world. By using appropriate words and phrases, you can leave a positive impact and build strong professional relationships . Remember to express appreciation sincerely, handle delicate matters with empathy, and maintain a polite tone when making requests or sharing information.
Incorporate the 30 professional words and phrases provided in this article to conquer challenges in your email writing. Clear communication and courteous language will distinguish you as a competent and respectful professional, leading to fruitful collaborations and business endeavors.
You can save these tips and phrases in a PDF file and use them in your marketing strategies . Remember, your words have the power to open doors and create opportunities. Enhance your business email communication starting today!
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Effective Email Phrases To Improve Your Emails
Are you looking for tips on how to write better emails? In this article, we’ll discuss email phrases that you should be using in your business emails. By following these guidelines, you’ll be able to create messages that are clear and concise – and more likely to get a response! One of the most important […]
Are you looking for tips on how to write better emails? In this article, we’ll discuss email phrases that you should be using in your business emails .
By following these guidelines, you’ll be able to create messages that are clear and concise – and more likely to get a response! One of the most important aspects of email communication is knowing what phrases to use – and what phrases to avoid.
Do you find yourself writing the same opening line, body lines, and closing lines over and over again? Fortunately, there are tons of email phrases out there that can help make your business emails more varied while improving their quality.
100+ Email Phrases to help you Communicate Better
1. email opening lines you should use.
Be friendly and social:
These words can be used as your email opening words to make you more friendly and social.
- Enjoy your weekend?
- I hope you enjoyed your trip.
- We hope you had the time away you needed!
- I hope all is well with you.
- We hope you have a wonderful holiday season.
- I hope you had a great time at [insert event].
- It was a pleasure to meet you at the convention.
- It was great to see you [insert time].
What is the purpose of this email?
Let’s get to the bottom of it. Why are you writing this email?
- I wanted to thank you for yesterday’s presentation. It was very informative and everyone enjoyed it. We look forward to attending the next event together.
- This email is in regards to/regarding/concerning/in connection with…
- I am writing to you to follow up and get your thoughts on our last interaction.
- Please get in touch with me to [reason]
- Why am I reaching out?
- This email is to inform you [reason]
- Hello, my name is [Your Name] and I am from [Your Company].
How to reply:
- I just got received your request for…
- I just went through your email about…
- As per our discussion, I would like to send you…
- Thank you for your previous email about… It was great to know.
- Thanks for writing to us this morning/yesterday/on Wednesday/last month…
- Thank you for sending us feedback on/your invitation/your suggestion. It is greatly appreciated.
- Thank you for sending/asking about/attending.
- Thank you for replying so quickly.
- Thank you for responding so quickly.
- Thank you for your response.
How to apologize?
- Sorry for replying so late.
- Sorry, it took me longer than usual to get back to you.
- I am sorry for my late response.
- Sorry, it has been a while since my last email.
- I was sorry to hear about it… Please accept my apologies/condolences.
- We deeply regret any inconveniences caused. Please accept our apology.
2. What to Include in the Body of the Email
How to talk about attachments and information?
- With this email,I’ve attached…
- Please find [file] attached to this email.
- I have enclosed [file].
- The changes made are in bold/in red/in blue are my comments/.
- Please go through the attached file and review it.
- The file I have sent is a pdf file.
- The contents of the attached file are…
- Please sign the attached form and send it back to us by [date].
- As discussed, here’s the [document].
- I have attached [file].
- Please tgo through at the attached file.
- Please check the [file] I’ve attached to this email.
- I am attaching [file].
- Please visit www.talaera.com for more information.
- Please make a note that…
Requests and inquiries:
- Could you please…?
- Kindly tell me…?
- I’d really appreciate it if you…
- I’d be highly grateful if you…
- If you could send us/me…, it would be of great help.
- If possible, I’d like to know (more) about…
- Please find my two main questions below.
How to ask for clarifications:
- Sorry I didn’t understand it fully. Could you please explain that again?
- I didn’t quite get it. Could you be more specific?
- Could you repeat what you said about…?
- Could you give us some more details on…?
- I would really appreciate if you could shed some light on this topic.
- Could you please clarify [something]?
- What are your expectations? When do you wish to have this feature?
- Please find the details on…
- Could you please let us know what you would like us to do about…?
- If I am not mistaken, you would like me to…
- What do you mean by [something]?
- Could you explain it to me again?
- In other words, you would want us to?
Use these helpful phrases when you are sharing information to someone or when they have already told you.
- Thank you for keeping me in the know.
- Thank you for notifying me.
- Please take a note…
- Just to remind you…
- Just a quick/friendly reminder that…
- Thank you for sharing.
- I’d like to inform you that…
- Just a quick heads up.
- Thanks for keeping me in the loop.
- Please keep me informed/posted/updated/in the loop.
How to get and give approval?
- Is it OK with you? Please let me know.
- What do you think about this?
- What are your views?
- Please let me know your views.
- We are just waiting for your thumbs up/green light. (=we’re waiting for approval).
- You (totally) have the go-ahead.
- He approved it, so you can start working on the project.
How to schedule via email:
- If it is comfortable for you, I’d like to schedule a meeting on [day].
- I am available on [day], is that convenient for you?
- Would you be available/free on [day]? If so, I’ll send you an invite shortly.
- Is [day] feasible for you? If so, I’ll book accordingly.
- I’m afraid I won’t be able to make it on [day]. How about…?
- We are sorry to inform you that the interview/meeting scheduled for [day] will have to be rescheduled. Please accept our apologies.
How to give bad news on email:
- Unfortunately, …
- Unfortunately, we cannot/we are unable to …
- Unfortunately, I have to inform you that…
- I’m afraid that we won’t be..
- I regret to inform you that (because of…) …
- After careful consideration, we have taken a decision to not to …
- Due to [reason], it seems unlikely to..
- It’s against company rules to…
- I put in my best efforts, but…
- Despite putting in my best efforts, …
- I’m sorry but it’s not in my domain
- I’m afraid it is not possible for me to..
- I regret to tell you that…
3. How to End the Email?
When the response is expected:.
The next time you need to text someone and don’t know what to say, try one of these lines: -Do you want a reply? -Are we meeting soon? And my personal favorites closing lines are…
- Looking forward to your reply.
- I look forward to your reply soon.
- See you on Thursday/next week.
- Thanks you so much.
- Thank you in advance.
- Thank you for everything.
- Any feedback you can give me on this would be greatly/highly/much appreciated.
- If you could have it ready by tomorrow/the end of next week, I would really appreciate it.
- I would appreciate your help in this matter.
How to offer help or information:
- I hope this is of your help.
- I hope it is clear to you now.
- I hope we have answered all your questions.
- If you need any additional assistance, please let us know..
- If you need any help, please let me know.
- For more details…
- If you need any more information in the meantime, please don’t hesitate to contact us.
- If you need more information, please don’t hesitate to contact us.
- Please let me know if there’s anything I’ve said that doesn’t make sense. I want to be sure you have all the information you need to make a decision.
How to apologize (again!):
- Thank you for your understanding/for your patience.
- Thanks again for your understanding/for your patience.
- We apologize for any inconvenience caused.
- Is this okay with you?
- I am confident that we can find a solution to this problem soon.
- I trust that you can understand.
- Thank you for reaching out to me. I wish I could have been more helpful.
What are some friendly ways to say ‘bye’:
- Best wishes.
- Best of luck.
- Welcome, everyone!
- Have a great day!
7 Email Apps to Supercharge Your Email Communication
There are many email writing apps and plugins that make it easier to draft an effective sales email. Here are 7 of the best email Apps to help you improve your email communications.
1. Right Inbox
Email signatures are essential to any professional email. With Right Inbox, you can have a polished and detailed signature in seconds by including your name, role and company information with other details like social media buttons or logos. Right Inbox allows you to switch between multiple signatures as well.
Whether you are looking to write a quick email or an essay, Grammarly can help. The plugin will keep your emails grammatically perfect and easy to understand while also detecting the tone of what you’re writing so that people don’t misunderstand it.
Crystal is a Google Chrome plugin that analyzes your email recipient’s personality and then determines the best tone for you to use. It does this by analyzing existing online data about them, so it can be confident in its decision.
Email is a difficult medium to use, especially when you’re trying to make connections with people. Thankfully, Charlie does the research for us by finding out what’s going on in our recipient’s life and we can send them an email that sounds like it was written just for them.
5. Just Not Sorry
Language like “sorry” and phrases such as “I might be wrong” can compromise your authority in an email. Just Not Sorry flags these words to make sure you don’t overuse them when sending a message.
When you write the same email over and over, it can be really tedious. You have to format all of your paragraphs in a specific way just so that they’re different enough for each recipient but still convey the same message.
Briskine templatizes emails by creating preset formats that are available with one keystroke—you don’t even need to think about formatting.
Gmail offers predictive text that can help you write emails in less time and maintain a natural tone to your email.
The system also makes it easy to add documents or images into your message- just click and drag them from your computer straight into the body with no hassle.
Email communication can be a great way to stay in touch with your customers and keep them updated on your latest products or services. However, if you’re not careful, it can also be a great way to annoy people!
By using the right email phrases, you’ll be able to make messages that are clear and concise – and more likely to get a response!
Table of Contents:
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David Campbell is the editor of the Right Inbox blog. He is passionate about email productivity and getting more done in less time.
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- AWELU contents
- Writing at university
- Different kinds of student texts
- Understanding instructions and stylesheets
- Understanding essay/exam questions
- Peer review instructions
- Dealing with feedback
- Checklist for writers
- Research writing resources
- Administrative writing resources
- LU language policy
- What characterises academic writing?
- The heterogeneity of academic writing
- Three-part essays
- IMRaD essays
- How to get started on your response paper
- Student literature review
- Annotated bibliography
- Three versions of the RA
- Examples of specificity within disciplines
- Reviews (review articles and book reviews)
- Popular science writing
- Research posters
- Grant proposals
- Writing for Publication
- Structuring your email
- Direct and indirect approaches
Useful email phrases
- Language tips for email writers
- Writing memos
- Meeting terminology
- The writing process
- Identifying your audience
- Using invention techniques
- Developing reading strategies
- Taking notes
- Identifying language resources
- Choosing a writing tool
- Framing the text: Title and reference list
- Structure of the whole text
- Structuring the argument
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- How to revise
- Many vs. much
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- Singular noun phrases connected by "or"
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- Documentary note style
- Writing acknowledgements
- What is academic integrity?
- Academic integrity and writing
- Academic integrity at LU
- Different kinds of plagiarism
- Avoiding plagiarism
- About Awelu
- Start here AWELU contents Student writing resources Research writing resources Administrative writing resources LU language policy
- Genres Introduction The Nature of Academic Writing Student writing genres Writing in Academic Genres Writing for Publication Writing for Administrative Purposes
- Writing The writing process Pre-writing stage Writing stage Rewriting stage
- Language Introduction Common problems and how to avoid them Selective mini grammar Coherence Punctuation Spelling Focus on vocabulary Register and style Dictionaries Corpora - resources for writer autonomy References
- Referencing Introduction Different kinds of sources The functions of references How to give references Reference accuracy Reference management tools Using a reference style Quick guides to reference styles Writing acknowledgements
- Academic integrity What is academic integrity? Academic integrity and writing Academic integrity at LU Plagiarism
For tips on how to structure your email and how to open and close an email, see
For information about how to deliver good / bad messages, see
Below we list some phrases that are commonly used in email correspondence:
Referring to previous correspondence
Copying someone on your email, forwarding an email, attaching a document to your email, saying thank you, asking for help / further information, offering further help, indicating that you need an answer, stressing something, if you cannot attend a meeting.
- In reply to your email of 10 November, we wish to inform you that …
- Thank you for getting in touch regarding...
- Regarding your question about / concerning ...
- In response to your questions, ...
- With reference to our meeting last week,...
- Further to our meeting, ....
- Here is the information you requested: ...
- As requested, I am sending you …
- Below you will find my / our responses to your points regarding …
- Here are the answers to your questions point by point:
- As agreed, please find attached …
Aim for transparancy in communication and let the recipient know if you have copied someone else in on the email. This can be done in two ways:
Either signal in the salutation that the email has also been sent to someone else:
- Dear X (cc Y),
- Dear students (cc teachers),
Or state it in the running text:
- I have copied Dr X, our Director of Studies, in on this email.
- I have cc’d my colleague X, who will get in touch with you shortly.
- I've cc’d Barbara on this email.
Copied, cc'd or cc'ed?
The original meaning of the abbreviation 'cc' is 'carbon copy', which means a duplicate of something. In email writing, 'cc' is used when someone other than the original recipeint or addressee also receives a copy of the message.
When you use 'cc' as a verb in the past tense, you can either write 'copied', or use a short form: 'cc'd' or 'cc'ed'.
When you forward an email to someone else, inform the original writer that their email has been forwarded and tell them who you have sent it to:
- I have passed on your enquiry to X who is in charge of…
- I have forwarded your email to our administrator who will be able to help you. If you have any further questions, please contact him at [email address]
Add a message to the original email informing the new recipient about the context of the forwarded email:
- I am forwarding the email below to you, hoping you will be able to reply to the student's questions.
- I have received some questions about XX (see below). As I am no longer on the committee for X, could I ask you to please respond to the email below?
- I received the following email and hope you will be able to get in touch with XX.
Whereas the verb 'enclosed' is common in traditional communication, 'attached' is used in email communication:
- I have attached the report to this email.
- Please find the report attached to this email.
- In the attached document, you will find my comments on your text.
- You will find the minutes from the staff meeting in the attached file.
- Thank you for sending me ...
- Thank you for your interest in ...
- Many thanks for your email informing us that …
- I would like to express my thanks for...
- I would like to convey my gratitude for the work .. .
What about 'Thank you in advance'?
Note that in English, thanking someone for something that you hope they will do for you can be perceived as rude. Therefore, expressions like 'Thank you in advance' / 'Thanks in advance' should be used with caution.
If you wish to indicate that you hope you will receive help, a phrase like 'I appreciate any help you can provide' is less pushy.
- Could you please provide more details concerning…?
- Could you please send me the ...?
- Any additional information would be greatly appreciated.
- I would be grateful if you could...
- It would be very helpful if you could send us...
- I am interested in receiving...
If you wish to invite your correspondent to ask for further help, sentences like these can be used:
- We would be happy to provide further information about...
- Please do not hesitate to contact me/us should you need any further assistance.
- If you need any further help on this matter, do not hesitate to get in touch.
- Please let us know if you need any help.
- Please get in touch if you have any questions.
Depending on the level of formality and the situation, there are various ways of politely indicating that you need an answer to your email.
If you have not received a reply by a previously stated deadline:
- This is a gentle reminder to please notify me when…
- I am sorry if my previous email was unclear. In order to XXX, we would need X by now. Please get in touch so that we know if / to confirm ....
If you have already asked for a response but not heard back from the recipient and you now need a response:
- As this is a matter of some urgency, I would appreciate a reply as soon as possible.
Note that at your earliest convenience is a polite way of telling the recipient that you wish them to respond quickly:
- We look forward to hearing from you at your earliest convenience.
Some more examples (informal):
- Sorry to bother you, but could you please ...
- I am sorry if I have missed your reply; could you please let me know...
The first phrase ( Please note that.. .) is more neutral than the last two which both signal that what you write is not negotiable:
- Please note that further information is available on our homepage / in the attached compendium.
- Let me stress that the deadline was last week and that late submissions will not be assessed.
- I would like to clarify that ...
After having apologized for not being able to attend a meeting, writers often add a sentence offering some compensation, such as submitting information or rescheduling.
- Thank you for inviting me to your meeting next week, but regrettably I will not be able to attend. However, if there is any information you would like me to send you before your meeting, please let me know.
- I am sorry to inconvenience you with regard to our upcoming meeting, but I am afraid I cannot make it on 15 March. I will be available later the same week, if rescheduling the meeting is an option.
Writers who wish to give a reason for not being able to attend, often use phrases like these:
- …due to time constraints…
- …due to a prior engagement…
When apologies are offered, they need to be clear and to-the-point:
- We regret to inform you that due to covid restrictions, we are unable to…
- As a result of [recent cutbacks / unforseen circumstances], I regret that...
- Thank you for telling us about ... We apologize on behalf of….
- I apologize for any inconvenience caused by...
If you have not responded to an email, etc., the following sample sentences might be useful:
- My sincere apologies for responding late; we receive large numbers of emails in early September.
- I only just realised that I have not responded to your query. I sincerely apologise.
- I apologise for not answering sooner.
Adrian Wallwork’s book Email and Commercial Correspondence: A Guide to Professional English is available online to LU users via LUB .
- Business English
- English for emails
Unit 4: Starting and finishing emails
How should you begin and finish an email message to someone you don't know? Find out here!
Starting and finishing emails
Here are some important points to consider when starting and finishing an email.
Formal or informal?
We write a formal email when we want to be polite, or when we do not know the reader very well. A lot of work emails are formal. We write informal emails when we want to be friendly, or when we know the reader well. A lot of social emails are informal. Here are some examples of formal and informal messages:
Before you start writing an email, decide if you want to write a formal email or an informal one.
Layout and punctuation
Starting an email : We normally write a comma after the opening phrase. We start a new line after the name of the person we’re writing to.
Finishing an email : We normally write a comma after the closing phrase. We start a new line to write our name at the end.
Phrases for starting and finishing
Here are some phrases which we use for starting and finishing emails. We use these in formal and informal emails:
You also need to know which phrases to use only in a formal email or an informal one:
I would like to ask for some clarification on the vocative comma. I read in other websites ( https://www.grammarly.com/blog/comma-rules-for-business-emails/ ) that we should put a comma between the name of the person and the salutation. Is that correct? In the examples given here there's no comma, not even in the formal version. Also, is the option of the colon at the end of very professional emails used or a simple comma is preferred? Thank you in advance for your time and answers. Best regards, David
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This is a question of style -- in other words, it depends on who you ask.
As far as I know, grammarly uses a dataset based largely on American English. As far as I know, the vocative comma is always used in American English -- I grew up there and as you may have noticed, I still use the comma.
While there may be some British style guides that also call for the vocative comma, the one that we use at the British Council does not, and as far as I can tell, most British English speakers do not use it. If you do an internet search for 'british style guides', you should find several options.
I'm afraid I don't really know the answer to your question about colons. In any case, it will depend on whatever style you decide to use!
All the best, Kirk LearnEnglish team
Hello, dear teachers and team!
Could you please help me with the following:
Which option is correct:
1. Here is the list: (and then I add the list)
2. Here the list is: (and then I add the list)
Thank you very much indeed for your precious help and I'm very grateful for the answer to this comment beforehand!
Both of those are fine, but most of the time we say 'here is ...' when presenting something in the manner you describe. So 1 is generally the best option, though 2 could be fine in particular situations.
I learn many things in this video and I will apply them when I send an email to anyone.
I have a query with regard to the use of phrases like 'good morning', 'good afternoon' as a start of an email. When they are used on their own, without a name, do we need to capitalise the second word or not? Which one is correct:
I have been looking for information online and could not find an authoritative source I could rely upon.
Your help would be much appreciated.
There is no single authority I know of for this. In general, though, I would recommend 'Good morning' instead of 'Good Morning' as a salutation in emails.
Hope this helps.
All the best, Kirk The LearnEnglish Team
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10 Business Email Phrases to Stop (& Start) Using With Clients
Updated: November 23, 2021
Published: November 25, 2019
Think your email skills are strong? Think again. As it turns out, we all overestimate our ability to communicate effectively over email.
In a study published in the Journal Of Personality And Social Psychology , email writers thought readers would correctly identify the tone of their emails about 78% of the time. In reality? Only 56% of emails were interpreted accurately.
That means when you send an email off to a customer, there's a pretty good chance they won't fully grasp your intended meaning.
So how can you proofread your emails to avoid problematic misunderstandings with your customers? Start by cutting the fat.
The following commonly used phrases are unnecessary, cliché, and easy to misinterpret. Eliminate them from your email repertoire to take your customer communication skills to the next level.
Email Phrases to Avoid
- "Sorry to bother you"
- "Let's touch base"
- "To be honest with you ... "
- "You should ... "
- "No problem"
- "I'll try ... "
- "The problem is ... "
- "I completely understand how you feel"
- "As I mentioned before ... "
- "Checking in"
1. "Sorry to bother you"
You might say this when you want to sound polite and considerate of your customer's busy schedule, but opening an email with an apology immediately undermines your credibility.
Instead of apologizing, get straight to the point: Why are you really contacting your customer, and what do you need from them? They'll appreciate your candor.
2. "Let's touch base"
This phrase has the not-so-honorable distinction of being one of the most overused corporate phrases ever , and unless you're literally talking about landing a helicopter, there's no need to use it in your client emails.
The biggest issue with asking a customer to "touch base" is that it's too vague. It's a filler phrase that doesn't explain what you want to discuss, leaving them completely in the dark.
Swap it out for something actionable that lets the customer know what their next steps should be, e.g., "Let's chat on Friday to make sure you're well-versed in the new website navigation."
3. "To be honest with you ... "
This one is tricky. It's commonly used to add emphasis to a candid remark or soften the blow of a blunt comment ("To be honest with you, you don't update your blog frequently enough"), but it could have the exact opposite effect, leaving your customer wondering, "Wait ... were you not being honest with me before?"
This seemingly innocuous phrase can make it seem like you've been hiding your true opinions this whole time, which obviously isn't great for building trust. The customer is relying on you for your expertise, so they expect you to share your true opinions openly and honestly, not just in select situations.
Cut this phrase from your emails and instead focus on telling it like it is -- without any crutch phrases.
4. "You should ... "
When your customer is insistent that pink Comic Sans font is the way to go, it can be challenging to refrain from typing back, "You should really just use X font instead."
Your customer doesn't need you to make all of their decisions for them. While starting a sentence with "you should" might sound fine in person, it could easily be misinterpreted as pushy or dismissive over email.
Use "I recommend ... " instead -- it will make sure your remarks are read as friendly advice. Offer alternatives, not ultimatums.
5. "No problem"
Customer service experts and business writers agree: "No problem" can be a big problem. This ostensibly polite phrase is usually a knee-jerk reaction to "Thank you," but it can subtly communicate to your customer that whenever you do something for them, it actually is a problem. "No problem" sounds like you're forgiving your customer for an offense, rather than accepting their thanks.
Are we overthinking this? Maybe. Should you still cut it from your emails? Definitely. It's easy enough to replace with a "You're welcome," or "Sure thing," rather than risk the miscommunication.
6. "I'll try ... "
In a world ruled by deadlines and calendar invites, "I'll try" sounds wishy-washy. If you respond to a customer's request with "I'll try to get that done by Wednesday," or "I'll try to solve that problem with the product team," you aren't exactly instilling confidence in your ability to advocate for them and their challenges.
When communicating over email without the aid of body language and tone, it's important to convey information in precise, detailed terms . Even if you're legitimately unsure about when, or if, you'll be able to get something done, provide the customer with a real deadline -- just push it out far enough to give yourself adequate time.
7. "The problem is ... "
Instead of framing a problem as well, a problem , try to explain it is a specific challenge with a known solution. The additional information will help assure the customer that you know exactly what's wrong, and more importantly, how to fix it.
"The problem is we're experiencing a system-wide outage," sounds alarming and vague, but "We're working on fixing an isolated outage that will have you back up-and-running by the end of the day" sounds like you have a handle on what's happening.
8. "I completely understand how you feel"
Before you write this in an email, stop and think: Have you ever been in this exact situation before? No? Then don't write this phrase. It will only frustrate an already-frustrated customer.
"I understand how you feel" might seem like a thoughtful, well-intentioned thing to write to a customer experiencing obstacles using your product or service, but it can come across as distanced and condescending in an email.
There's almost always a better, more specific way to level with a customer when things aren't going as planned. Try: "I can definitely see how this is frustrating for you, and I want to make sure we're addressing it ASAP." Action-oriented language will console a customer more than vague apologies.
9. "As I mentioned before ... "
Even though it might seem like you're always explaining the same things over and over again to your customers, it's important to avoid this morale-killing phrase. The average person receives 122 emails per day , so you'll have to forgive them if they occasionally skim through or miss some of your communications .
Instead of drawing attention to the fact that you're repeating yourself (as satisfying as that might seem) try to be considerate of the fact that -- like you -- your customer is busy, and sometimes details slip through the cracks. If a customer is consistently missing the point, it's probably time for a call . Not everything can be solved over emai l.
10. "Checking in"
Nothing brings a recipient more trepidation than seeing a "Checking in" subject line in their inbox. If you have something specific in mind you want to review with your customer, indicate that in the subject line so they're prepared to respond -- and not freaked out or confused.
Now that we've covered the phrases you should avoid, let's dive into the ones you should start using instead.
Business Email Phrases to Try
- Thanks for...
- Please feel welcomed...
- I hope all is well.
- I would appreciate your help.
- Looking forward to hearing from you.
- My apologies for…
- I understand 'x' has caused 'y'...
- I wanted to update you…
- I’d be happy to…
1. "Thanks for…"
One lesson that I learned in customer service was the power of avoiding unnecessary apologies. Whenever you apologize, you're admitting that you or your company made a mistake. Sometimes this is necessary, but keep in mind that this admission takes a toll on the customer's experience. Some customers might not realize you've made a mistake until you highlight it.
Instead, try thanking customers rather than apologizing to them whenever a minor inconvenience occurs. Say phrases like, "Thanks for your patience." and, "Thank you for your understanding." These messages compliment the customer while still acknowledging the roadblock.
2. "Please feel welcomed…"
Whenever you're providing a customer with information, you should give them a way to contact you in case they have questions. But, saying things like, "Let me know if you have any questions," may come across as authoritative and dissuade customers from following up.
The phrase, "Please feel welcomed…" invites customers to reach out whenever they feel comfortable. This creates an open door where users can ask questions at any point in the customer's journey . Even if they don't have questions right away, this phrase lets them know they can touch base with you if they need to clarify details in your original message.
3. "I hope all is well."
When starting your email, you should include a message like this to begin a friendly dialogue. This shows that you value the interaction and creates a personalized relationship with the customer.
If you jump straight into problem-solving, the customer may feel like they're just another case you need to work on. Checking in on their well-being before troubleshooting shows that you're emotionally intelligent and invested in their experience.
4. "I would appreciate your help."
Sometimes you're going to have to ask a customer for help, but this can be easier said than done depending on the favor you're asking from them.
When seeking help from a customer, describe what you need, first. Then, summarize exactly how they can help you accomplish your task. Make sure you align your goals with the customers' to ensure they understand what you're asking them to do. Finally, wrap up your request by saying you would greatly appreciate their help in the matter.
5. "Looking forward to hearing from you."
This is a great phrase to use when wrapping up your emails. Rather than saying, "Talk to you soon," or, "Thanks again," this keeps the dialogue open and sets up an expectation for a response. If you're asking a customer for help or additional information, this is an effective message for encouraging feedback.
6. "My apologies for…"
While you'll want to limit your apologies, there are going to be times where you make mistakes and need to take accountability for your actions. In these instances, you should use the phrase, "my apologies," instead of "I'm sorry," for two major reasons.
First, "my apologies" sounds much more professional than, "I'm sorry." This is particularly important for B2B service reps who work with customers that expect a certain level of professionalism.
Second, "my apologies" appears more genuine to customers. Since "I'm sorry," is a casual phrase, customers may think you're just using it as an easy out. But, using the phrase, "my apologies for..." shows that you've put some thought into your response and are aware of the inconvenience you've caused.
7. "I understand that ‘x' has caused ‘y'..."
In some cases, you'll need to apologize for something that you didn't directly cause. Maybe it was a faulty product or that the customer was given poor advice from a previous rep. Whichever the cause may be, it's important to know how to respond to roadblocks that you have no control over. This phrase shows that you understand how and why a problem happened, and what effect that issue had on your customer.
In customer service, most friction occurs when customers feel like the rep doesn't understand their problem. So, by demonstrating an in-depth understanding of the issue, it becomes much easier for reps to align with customers during the interaction. Customers will trust that you're working to resolve their issue because they know you fully comprehend the case.
8. "I wanted to update you…"
When troubleshooting doesn't go as expected, you can use this phrase to provide additional information to your customers. Rather than saying there was an issue or a setback, having an update implies that you're continuing to make progress on their case.
Even if the update is a roadblock you'll need to overcome, using this language makes the problem feel more surmountable. This will help maintain trust with a customer even when a problem is more complicated than expected.
9. "I'd be happy to…"
If you offer to do something for a customer, then you should sound excited to do it. After all, you're there to create a delightful experience for the user, so any assistance they need should be your number one priority. With that in mind, this phrase shows customers that you're eager to help out and that there's nothing too difficult or tedious that you can't do for them.
In my third year of college, my Translyvannian marketing professor gave me the best advice when writing emails. She told me that I should look for every opportunity to include the word "you." This would make whatever I was asking automatically more persuasive to the reader.
The reason being is that when you include the word "you," you're calling out the reader. You're talking to them specifically and making a direct request. It's much harder to ignore a call for help when the person in need makes it sound like you're the best person for the job. By incorporating the word "you," your readers will feel like if they don't help, no one else will.
To learn more, read our list of customer service email templates next.
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Templates to communicate apologies, thanks, and notifications to your customers.
80+ Useful business email phrases
Remote communication via email is still, along with messaging via team communication apps , one of the most popular ways for professionals to get and stay in touch with their clients, colleagues, or bosses.
However, no matter how many emails we have sent during our careers, sometimes we may miss the right words for conveying our messages appropriately.
Therefore, it is essential to know a few useful business email phrases we can use whenever we lack inspiration for an email’s introduction, body, or conclusion.
In this article, you will learn more about:
- The importance of professional phrases in email communication,
- Appropriate subject lines,
- Useful opening phrases for emails,
- Great phrases for bodies of emails,
- Helpful closing phrases for emails, and
- What clichés to avoid in emails.
Now, let’s see what business phrases can be useful for writing professional emails.
Table of Contents
Why is it important to know business email phrases?
According to business etiquette expert Jacqueline Whitmore, the sent email is usually the first impression we leave on others .
Therefore, it is important to create an email that will be transparent and professional. Thanks to a well-written email, we will leave a positive impression on the person we send the email to.
Leaving a positive impact may ensure you get a job, promotion, or reach an agreement with another party.
Now, you might ask yourself why business email phrases are important for work emails and why we can’t create emails with our own words only, without any phrases.
The answer is simple — business email phrases enable us to formulate properly everything we want to say.
Regardless of whether the things we want to say are formal or not, or if the recipient is our boss or colleague, the appropriate use of business phrases facilitates expressing our thoughts.
Furthermore, it helps us stay professional.
💡 Pumble Pro Tip
To be more sure of your messaging skills in every situation, we recommend you check out our article:
- How to improve your work message skills
What to put in a business email subject line?
The email subject line introduces a reader to the topic we want to discuss.
It is paramount that the business email phrases we want to put in the subject line are clear and concise .
Therefore, avoid detailed phrases that confuse a reader and disrupt their attention span.
Furthermore, be aware that once you state the topic you will write about, you should not discuss other topics in the same email — leave them for another email, and concentrate solely on the topic you have announced.
Here are some common email expressions you can put in the subject lines depending on the nature of the email you want to send.
Business email phrases for subject lines when applying for a new job
An email application is basically your introduction to the people responsible for hiring you.
Therefore, it is important to leave a positive impression.
Along with positive impressions, using business communication words and phrases increases your chances of getting hired.
So, let us not waste any more time and see the email subject lines that might come in handy for your job application email.
“Application regarding the position of [the name of the position]”
“Application for the position of [the name of the position]”
“[The name of the position you are applying for] — [Your name]”
“Resume and cover letter for the position of [the name of the position]”
“Referred by [the first and last name of the person]”
“Referral — [Your first and last name]”
“Job inquiry — [Your first and last name]”
Business email phrases for subject lines regarding requests
There are times when we will need to make requests to our managers or bosses.
Whether we want to ask for an update at work , advance payment , or request help , it is good to know a few professional phrases regarding requests that you can put in the subject lines of your emails.
Here they are:
“Request regarding the [the name of the topic]”
“Request for [the name of what you need]”
“Inquiry regarding the [the name of the topic]”
“Question regarding the [the name of the topic]”
“Plea regarding the [the name of the topic]”
Business email phrases for subject lines when arranging meetings
When it comes to arranging meetings, it is best to be direct from the very beginning.
Namely, a clear and short subject line, along with the meeting details in the body of an email, should be enough.
Here are business email phrases for scheduling meetings:
“Email regarding the meeting”
“Meeting request regarding the [the name of the topic]”
“Checking meeting availability”
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What are good opening phrases for emails?
The opening phrases for emails are the continuation of the tone you have already indicated in the subject line.
In addition, both the subject lines and the opening phrases will imply the topic of an email.
Before we get to the part where we provide opening email expressions, we want to highlight the importance of avoiding any kind of informal language in the work email.
Namely, some members of the younger generations tend to use informal SMS phrases while communicating with their managers/bosses/colleagues via professional email.
As a result, many members of the Baby Boomer Generation (born between 1946 and 1964) or Generation X (born between 1965 and 1979) do not understand what the expressions mean.
Furthermore, they pretty much consider them impolite.
These situations might even lead to communication breakdown .
So, we recommend you refrain from informalities and start your email with some of the following opening phrases to:
- Improve communication across generations ,
- Avoid misunderstandings and
- Stay professional.
💡 Pumble Pro Tip
To learn more about the rules of professional remote communication, check out our article:
- How to start an email professionally
Friendly opening phrases for emails
After you spend some time in a company and meet your colleagues better, it is common that some of them become your friends.
You might not be best friends forever, but you would still know each other well enough to avoid strict rules of formal communication.
However, avoiding strict rules doesn’t mean you can use impolite language or talk about whatever you want in professional emails.
To avoid the risk of being too casual with your friends from work, we have found a few opening phrases for emails, that will help you stay on the right track:
“I hope you are well!”
“I hope you had a great day/month/year!”
“Hey, welcome back! I hope you had a nice trip/break/great vacation!”
“I’m glad we’ve seen each other on [the day/date when you saw each other]!”
“Hey, how are you? I am reaching out to you via email because [the reason for using the professional email to reach them out]!”
Friendly conversation via professional email means you can also use business acronyms sometimes. To learn more about them, we recommend checking out this article:
- 134 Best texting acronyms to use in business
Formal opening phrases for emails
One of the best strategies for writing emails is “mirroring” — building your emails’ tone in line with the tone you have seen in another party’s email.
However, it is not always possible to use this strategy, because sometimes we will be the ones who make the first move.
Therefore, in that scenario, it is important to remain professional and partially formal until you see if the other party wants to change the tone of your conversation.
Here are the best formal opening phrases:
“I am reaching out to you because [the reason for reaching out].”
“I am contacting you in order to [the reason for contacting].”
“Your advice in the field of [the wanted field] will be much appreciated. Namely…”
“I hope this email finds you well.”
“I am eager to get your advice on [the name of the problem/topic].”
Apologetic opening phrases for emails
Being able to apologize is one of the crucial attributes of a real professional.
Regardless if it is your or someone else’s fault, you will need to learn how to formulate effective apologies and avoid potential challenges in communication .
Of course, the way of apologizing will differ depending on the situation.
In any case, one of the most fruit-bearing ways of formulating an effective apology is by using some of the following apologetic opening phrases for emails:
“Please accept my/our apologies for [the name of the problem].”
“I/We apologize for [the name of the problem].”
“I/We apologize on behalf of the company for [the name of the problem].”
“I am/We are so sorry because of [the name of the problem].”
“Sorry for [the name of the problem].”
Opening phrases for informative emails
An informative email is the type of email that you will probably use the most during your professional career.
It serves to establish a stronger connection and understanding between you and your partners.
Namely, thanks to informative emails, you will:
- Arrange meetings and events,
- Enquire or share details about a particular topic, and
- Strengthen cooperation and communication.
Here are the best opening phrases for informative emails:
“I am reaching out to you regarding our next event/meeting/summit/presentation.”
“I am reaching out to you in connection with/concerning/with regards to [the reason for reaching them out].”
“I am writing to you to check/let you know/confirm/invite you/enquire…”
“The following email/message serves to inform you about…”
“Please let me know if you have received the documents attached to this email.” — This phrase is used when there are documents attached to the email.
Opening phrases for email replies
An email reply serves to give a clear response to the email we received.
Thanks to the opening phrases for email replies, you are enabled to continue a discussion, share your viewpoints, or notify the other party about something.
Just watch out to fit in the opening phrases with what you write in an email body.
The following opening phrases will pave the path for an email reply to look clear and professional.
Here are the best opening phrases for email replies:
“As you requested, I am sending you…”
“As per your request…”
“I am contacting you due to the facts/ideas/information you shared in your last email. Namely…”
“I just want to notify you that I have received your email.”
“Thank you for your quick response.”
“Regarding/Concerning your last email…”
What are useful business phrases for the body of an email?
As we all probably know, the body of an email is where the main text of an email is located.
Both the subject line and opening phrases serve to introduce the reader to the things they will learn in the body of an email.
Depending on the nature of the email, in the body, one should:
- Ask or answer a question,
- Provide feedback ,
- Share specific information, or
- Say thanks .
To make the transition between the introduction and the body smooth, it is important to know useful business phrases.
Therefore, we have gathered a plethora of business phrases one can use in the body of an email.
Business email phrases when you want to make a request
When you make requests, it is essential to sound polite and determined at the same time.
After picking the most appropriate opening phrases, you should be concise and request what you need.
Here are a few business phrases we advise you to use if you want to make a request via email:
“My question is, could you please…”
“If it is possible, could you…”
“I/We would appreciate it if you could…”
“Please let me know/send me/explain to me…”
“I/We would be extremely grateful/thankful if you could…”
Business email phrases when you want to share information
Nowadays, good team communication is more important than ever.
Therefore, to enable easier communication between their employees, many companies opt for team communication apps like Pumble .
Namely, thanks to Pumble, one can even arrange video conferences for teams instead of only communicating via messages.
It makes sharing of information easier, and employees become more efficient.
However, there are times when we will need to share some information with external partners, who do not use Pumble or any similar team communication app.
Hence, it is good to be prepared for that type of email communication, and have a few phrases ready.
Here are professional phrases for email bodies we recommend you use when you want to share information via email:
“Please note that…”
“The information we have got is that…”
“Let me just quickly remind you that…”
“I would like to notify/inform/let you know…”
“You might find this information useful/important/helpful:…”
Do you know that Pumble has guest access , as well? That way, your colleagues from other companies can communicate instantly with you via the app you use! To learn more about the benefits of instant messaging, check out our article:
- The benefits of instant messaging in business communication
Business email phrases when you attach documents/media/files to an email
Oftentimes, along with information, we share certain files, documents, or media that will confirm our statements.
Therefore, it is important to notify the recipient that there is a file attached to an email.
To be sure that the recipient will not overlook the files, we use the following phrases:
“I have enclosed/attached/sent you [the type of file you attached].”
“I am sending you [the type of the file you attached].”
“Please confirm that you have received [the type of the file you attached].”
“In order to see more details, please check the files I/we attached below.”
“Any additional information you would like to know is in the file I/we attached below.”
Business email phrases when you want to schedule a meeting
These days it is hard to arrange meetings with friends, let alone business partners or colleagues.
However, the better your email looks, the greater the chances are that you will schedule a meeting.
Therefore, we recommend you check out our phrases for scheduling a meeting that will surely help you:
“If it is fine with you, I/we would like to schedule a meeting on [the date]?”
“I am reaching out to you regarding our meeting. We would like to arrange it on [date].”
“Bearing in mind the hectic schedule, I/we will only be able to see you on [date].”
“I am/We are free on [day]. Please let me know if this works for you.”
“Will you be able to come to a meeting on [date/day]?”
“I am free on [date] if that works for you.”
Business email phrases when you want to share bad news with someone
Unfortunately, there will be times when we would need to share bad news with our colleagues, employees, or business partners.
It is important to be ready for those unpleasant situations — for example, when we need to reschedule a meeting, rescind a job offer , change plans, or express condolences .
Here are the business email phrases you can use whenever you want to share bad news with someone:
“Unfortunately, we are not able/do not have the capacity/will need to reschedule…”
“I/We regret to inform you that…”
“I/We are so sorry to inform you that…”
“I am/We are afraid that…”
“Due to [name the reason], we will not be able to…”
“Despite my/our efforts, we will not be able to…”
What are some useful closing email phrases?
Whatever you do in professional life, you do not simply disappear when it is over. It is important to “conclude the story” and say goodbye in a professional manner.
When it comes to the conclusion of emails , there are so-called closing phrases that make our lives easier.
Namely, they help us finish in the same manner we have written the whole email, and hopefully confirm a positive impression about us.
Furthermore, it is important to remember that a lot of people will remember only the last lines they read, and in accordance with that, they will form an opinion about our professionality.
Therefore, here are some business email ending phrases that you will most commonly use.
General business email phrases for closing an email
You can use these business email closing phrases whenever you want to conclude an email in a neutral and respectful tone.
The following phrases are the most common:
“All the best…”
Apologetic business email phrases for closing an email
We mentioned apologetic opening phrases, but now it is time for apologetic business email phrases for closing.
Namely, they are the proper ending for emails in which you report that you have failed to deliver certain information or simply that you have made a mistake.
Here are the apologetic business email ending phrases:
“Once again, please accept my/our sincere apologies for the inconvenience I/we caused…”
“Once again, sorry for the inconvenience…”
“Thank you for accepting our apologies…”
“Thank you for your understanding…”
“I hope we will find a solution soon…”
Business email phrases when you want to set certain expectations
Business might be compared to a huge race.
Many would add that business is not a sprint but more like a marathon — it means that there is a lot of planning and thinking in advance involved.
Therefore, people often set some kind of expectations at the end of an email.
Whether they want to emphasize that all the things discussed in an email were private or they want some further information, it is common to use the following phrases when setting expectations in an email:
“Please bear in mind that this email is highly confidential…”
“I look forward to hearing from you soon…”
“I look forward to seeing you…”
“Please let me know if you can deliver/send me/do it…”
“Please have it ready by tomorrow. Thank you in advance.”
What are email clichés and should we use them?
Sometimes we need to use clichés — although we know they should be avoided.
But, not all clichés are the same. A lot of phrases have become clichés because they are usually true, as well.
Nevertheless, they are still likable and the majority of professionals use them often. One cannot imagine email communication without business words and phrases such as “ Cheers ” or “ Kind regards ”.
However, some clichés are really annoying, and that might leave a negative impression on the recipient.
For example, I strongly advise you against checking someone’s progress shortly after giving them an assignment. Therefore, avoid the following messages:
- “As per my last email, I wanted to know how it is going.”
- “Just checking if it is in progress…”
- “Looping in…”
Also, while writing emails, avoid spreading love like it is the summer of 1967. Yeah, it is great to be polite and nice toward your colleagues, but do not overdo it. Especially in business communication. Therefore, avoid the following:
- Using ‘x’ or kisses in the email closing,
- Too many exclamation marks after a business email ending phrase,
- Writing “ Love ” in the email conclusion.
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Conclusion: Knowing business email phrases makes you more confident
Naturally, you do not have to learn all of the aforementioned email phrases by heart.
Nevertheless, it is important to know where to find them in case you need a kind of “binding material” for your professional emails.
As we said in the conclusion heading, knowing business email phrases makes you more confident. Furthermore, it makes communication more efficient.
Of course, you can always come back to this article and get some professional phrases that will enrich your email language.
However, we are sure that after you spend some time writing professional emails, business phrases will pop up whenever you need them.
✉️ Do you have any favorite business email phrases? Have you ever used a wrong phrase that sounded too friendly or formal? How did the other party react? Do you have any additional advice on writing work emails?
Let us know at [email protected] for a chance to be featured in this or future blog posts. Also, if you found this blog post useful, share it with someone you think would also benefit from it.
Luka Kovac is a communication author and researcher at Pumble. His work is based on his knowledge of various communication methods, team-working ethics, and psychology. Since he is an experienced remote worker, his articles provide valuable insights into some vital strategies for successful communication and teamwork. When he’s not writing, he’s probably trying new interaction techniques and skills.
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