Establishing and maintaining good relationships in business is essential. And since most of the relationships in the corporative world are developed through emails, it’s important to have some communication skills. Mainly to avoid misunderstandings that can harm your connections.
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. They are divided into 10 categories that you may need to use to form an entire body email, from the introduction to saying your goodbyes.
Also, you are going to find both formal and informal phrases, because writing emails depend 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 true, 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 for when you are emailing a group of people informally.
Now that you know how to salute properly, let’s move on to the next parts of your email.
1. “I hope you …”
Email contents starting with good wishes are always a great way of being social and friendly. Remember that socializing is important in the business world, and you don’t need to be so formal all the time. However, always be respectful, and think twice before bringing to the table things that can sound offensive. These are some common examples that you can use:
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 sociable 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 is one of the most common phrases 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: For when you know the person is recovering from a surgery or illness and therefore wasn’t available at work. Pay attention to its variations, so you don’t sound like you are rushing them to do something. It may repel them, instead of sounding 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 are going to 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 purpose of the email. 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 your chances to be responded. Here are some examples of general email phrases for introductions, and also some inspirations on how to personalize them.
General email phrases
It’s [your name] from [your company]: Start by introducing yourself with your name and the company you work from. If you want to omit the name of the company at the beginning it’s also 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. Make sure to know exactly what you’re talking about to avoid misunderstandings, and to not cause the contrary reaction on 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.
Showing gratitude is a great way of keeping the attention of your recipient, and also to overcome 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 comes with 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 both helps to remind the person about the matter you are talking about, and opens up a more friendly conversation, depending on the content of their previous email.
Thanks for sending/asking about/attending: It shows people that you acknowledge the actions they have done and also appreciate them.
Thank you for reaching out (to me): This is a more informal way to appreciate the contact made by someone.
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 for 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 an important answer.
Just a quick heads up: Also an informal email phrase often used to notify somebody of something, like a warning or a piece of helpful advice.
I hope you find this helpful: For 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 make clear 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 name of the file, and also its objectives. Is it for the person to review, to 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 document, 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 important quotes.
Here’s the document that 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, also introduce what the person is going to 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 in case 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 really 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. It can be used when you need them to send additional information or files.
Please keep me informed/posted/updated: This makes the communication open, so the person can reach time 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 them that they can count on you to assist them in whatever it’s necessary. These phrases show people that you’re wishing 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 on this category. It’s an informal way to let people know that you are open to assist them when they need.
… 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 happens sometimes that you couldn’t attend 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, or won’t be possible to be accomplished.
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 negative 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 that you made efforts to solve something, or to 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 and let the dialogue open with the recipient. 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 meeting.
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 simply 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 before.
All the best: It’s colloquial, but a cordial 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. By using the right phrases you make 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 in. 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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