Most useful emailing phrases
It’s important to think about the correct way to address the person you are emailing.
The following phrases are suitable for addressing someone formally:
- Dear Sir/Madam
- Dear Mr/Ms Jones
- To whom it may concern
Thanking the recipient
- Thank you for your prompt reply.
- Thanks for your email.
- Thanks for the update.
- Thanks for getting back to me.
- We would like to apologize for any inconvenience caused.
- Please accept our apologies for…
- We are extremely sorry for…
- I’m afraid I will not be able to attend the opening day due to…
- Apologies for taking a long time to get back to you.
- I’m sorry for the delay.
- I’m sorry, but I can’t make it to the meeting.
The Reason for Writing
- I am writing this letter to inquire about —
- I am writing this letter to inform you that —
- I am writing this letter to apologize for —
- I am writing this letter to confirm that —
- I am writing this letter to apply for—
- I am writing to ask for further information about…
- I am writing regarding the meeting we have arranged…
- I am writing with regard to the complaint you made…
- With reference to our conversation this morning, I would like to let you know…
Making a request
Most of the time, especially in a business context, you’ll need to make requests or ask for information in your emails.
It is important to be polite when you’re emailing to ask for a request formally:
- Could you please let me know if you are available?
- I would appreciate it if you could send me the document…
- Could we arrange a meeting later?
- Please let me know if this will be possible…
To end an email properly you need to finish with the appropriate sign off.
These closing phrases are suitable for ending formal emails:
- Yours sincerely,
- Yours faithfully,
- Kind regards,
- Best wishes,
Useful phrases for emails
- “Just let me know if you have any questions.” (to end the email)
- “Hope the above helps, but email again if you’re still having any difficulties.”
- When you need a response (but not necessarily any action taking
- “I await a response at your earliest convenience.”
- “Please revert for any clarifications!”
- “Kindly revert at the earliest”
- “Let me know if any questions”
- ” I am yet to receive an update from your end ! Request you to revert asap”
- “Please acknowledge on receipt”
- “Best Regards-Mateen”
- “Kindly give me a ring if my explanation is unclear”
- “I would appreciate your advise on this issue”
- “Hi- With regards to our conversation over the phone, could you please”
- “I am indisposed and on leave!”
- “Please find attached the copy of sales report”
- “FYI”—For your information
- “PFB” Please find below.
- “Please find my comments in blue”
- “If you recall, last quarter we agreed upon”
- “Please expedite!”
- “Kindly send it asap, we’ve already breached the deadline”
- “Apologies, missed the attachment”
- “Please ignore my previous mail”
- “Sorry for the confusion. Consider the attached as latest”
- “Please let me know if you can accommodate this request.”
- “Thank you for your prompt response” – I like to make sure I compliment people when they reply quickly so they are more prone to do so in the future!
- “I look forward to your response”
- “Please disregard my previous message” -When I solved a problem on my own or what not.
- “Thank you for your time and attention”
- “Sorry for the inconvenience.”
- “Thanks for your patience.”
- Reason for writing – It’s important to get your message across properly. Think about your reader and how you would like them to respond to what you are writing.
- Use the following phrases to formally illustrate the reason you’re writing: