The 100 most useful emailing phrases - (2023)

This is a carefully edited list of the most important English emailing phrases. You should make sure you have learnt and can use the phrases below before trying to learn and use more complex and rarer phrases.

A big list of useful phrases for the whole of emails and intensive practice are available in the e-bookTeaching Emailing: Interactive Classroom Activities.

This article is part of a series on useful emailing phrases:

  1. The 100 most useful phrases for starting emails
  2. The 100 most useful emailing phrases
  3. The 100 most useful phrases for ending emails
  4. 100 common mistakes with starting and ending emails
  5. Differences between British and American emails
  6. Cultural differences in emailing

Useful phrases for opening emails

Opening greeting to one person

  • Dear Mr/ Ms/ Dr/ Professor + family name (= Dear Mr./ Ms./ Dr./ Prof + family name)
  • Dear Alex
  • Hi (John)
  • Dear Sir or Madam

Opening greeting to more than one person

(Video) 35 Phrases for Professional Emails

  • Dear all
  • Hi (everyone/ guys)
  • To: All faculty members/ To: New recruits/ To: All members/ To:…

Useful email opening lines

Opening line mentioning the last contact between you

  • Thank you for your email (yesterday/ of 12 May) about…
  • Thanks for your email this morning/ earlier/ yesterday/ on Monday/ last week/…
  • Thanks for your quick reply./ Thanks for getting back to me so quickly.
  • Thanks for your phone call this morning/ the information about/ your interest in/ your help with/ your hospitality in…/…
  • Thanks for sending me/ for contacting me about/ for attending/ asking us about/ informing us/ giving us feedback on/ inviting me to/ talking to me about…
  • It was great/ so nice to see you again on Monday.
  • (I) just read your email about/ (I) just got your message about/ (I) just got your request for…
  • It was a pleasure/ my great pleasure to meet you last week.
  • Sorry for my late reply/ Sorry it took me so long to get back to you/ Sorry not to reply sooner (but/ but I had to…).
  • Thank you for finding the time to meet me/ talk to me/ attend…
  • Sorry it’s been so long since I was last in touch/ since my last email.

Opening line with the subject of the email

  • I’m writing to you about your latest model/ about the meeting next week/ about your presentation yesterday/ about…
  • I am writing to you in connection with/ with regards to/ regarding/ concerning…
  • I’m writing (in order) to ask/ to enquire/ to confirm/ to check/ to inform you/ to follow up on/ to let you know/ to tell you/ to thank you/ to invite you to/ to update you on/ to announce that/ to ask for a favour/ to…
  • (This is) just a quick note to say…
  • As promised/ As we discussed, I’m writing to send you/ to…
  • I’m writing (to you) because I have just found out that/ because I thought you’d like to know that/ because I need/ because…
  • Sorry to write out of the blue, but…
  • Sorry to write again so quickly, but/ Sorry to bother again so soon, but…
  • Sorry, in my last email I forgot to…

Social opening line/ Friendly opening line

  • (I) hope you had a good weekend/ a good evening/ a good trip (to...)/ a good time/ a good holiday/ a good break/ a good…
  • How’s it going?/ How are things?/ How’s life?/ How are you doing?
  • I hope you (and your family) are (all) well.

Useful phrases for closing emails

Closing line talking about the next contact between you

Closing line when you need a reply

  • I look forward to hearing from you (soon)./ (I’m) looking forward to hearing from you (soon).
  • Please let me know if that’s okay/ if that is acceptable with you/ if that sounds okay/ if you can/ if you can help/ if you need an extension/ if you need to reschedule/ if…

Closing line offering more communication if needed

(Video) 30 SUPER COMMON English Phrases - You can use them every day! (+ PDF & quiz)

  • (In the meantime) if you need any more information,…/ If you require any further information (about/ in order to/ before you/ to help you…/…)/ If you need any more info/ Need more info,…
  • If you have any (more) questions (about…),…/ Any more Qs,…
  • … please do not hesitate to contact me./… please contact me./ … please feel free to contact me./ please get in touch./ … just let me know./ … just drop me a line (at any time).

Closing line mentioning the next (face to face) meeting

  • I look forward to seeing/ meeting you then.
  • See you on Monday/ on…/ next week/ next…/ then.
  • (I) hope we have the chance/ opportunity to meet again soon.

Other closing lines mentioning the next contact between you

  • Speak to you soon/ then/ on Monday/ on…

Closing lines for (big) requests

  • Thanks/ Thank you (in advance).
  • Cheers.
  • Any help (at all/ you can offer me)/ Any feedback you can give me (on this)/ Any assistance (you could give me in this matter) would be greatly appreciated/ would be highly appreciated/ would be much appreciated/ would be gratefully accepted.

Closing lines with apologies/ Closing lines when responding to complaints

  • I hope that is acceptable with you./ (I) hope that is okay (with you).
  • Once again, please accept our apologies for any inconvenience caused/ for the inconvenience caused/ for the delay/ for…
  • Thanks for your patience./ Thank you for your patience.
  • Thanks for your understanding./ Thank you for your understanding.

Social closing lines/ Friendly closing lines

(Video) Learn the 100 Most Common Idioms in 30 Minutes (with examples)

  • Have a good evening/ day/ weekend/ holiday/ vacation/ break/ trip/...
  • Send my love to John./ Say “Hi” to John from me./ Please send my (best) regards to John.

Other closing lines

  • Thanks again (for all your help/ for the info/ for bringing this matter to my attention/ for…)
  • (I) hope that helps.
  • Sorry I couldn’t be more help.
  • (I) hope that answers all your questions/ that’s clearer now/ that’s some help/ that meets with your approval/ that…

Useful closing greetings for emails

  • Best regards
  • Sincerely (yours)
  • Best wishes
  • All the best
  • Best wishes

Different ways of writing your name at the end of emails

  • Alex
  • Alex Case
  • Alex Case (Mr)
  • A.M.Case (Mr)

Useful phrases for the main body of the email

Mentioning attachments etc/ Mentioning information elsewhere

  • (For your reference,) please find the information/ the document/ some data/… attached.
  • Please see (the information/ the website/ the diagram/ the…) below (for more details/ for…).
  • If you look at the first line/ bullet point/ paragraph/ section/ page of… (below), you will see that…
  • The parts in bold/ in red/ in green/… are my comments/ are my boss’s feedback/ are the changes in the second draft/ are…
  • I’ve pasted in…. below./ I’ve copied in…. below./ I’ve put a copy of… below.
  • I’ve attached…/ ... is attached.
  • Here’s the… (that I promised/ that you asked for/ that I mentioned/ that…)
  • More information on this is available at http://.../ on the intranet/ in pg.. of our catalogue/…

Highlighting important information

  • Please note that…/ NB…


  • Could you (possibly)…?
  • Would you mind sending me/ …ing…?
  • I was wondering if you could/ if you would be able to…
  • I’d be very grateful if you could take action in the next few days/ if you could…
  • I’d really appreciate (some help with)…

Enquiries/ Asking for information

(Video) 30 SUPER COMMON phrasal verbs | You can use them every day!

  • Could you (possibly) tell me…?
  • (First of all) I’d like to know…
  • My (first/ second/ third/ next/ last/ final) question is about…
  • I (also) have a question about…
  • (If possible) I (also) need to know…
  • My three (main) questions are below./ Please find my three (main) questions below.

Answering questions/ Giving information

  • You (also) asked us about…
  • The answers to your question are below./ Please find my answers below.
  • In answer to your first/ second/ third/ last question…
  • To answer your question about…

Making arrangements/ Changing arrangements/ (Re) scheduling

  • I’d like to meet on… if you are available/ free then.
  • I’m available on… , if that is convenient/ okay with you.
  • I’m afraid I can’t make… (because…) How about…?
  • (Due to…) I’m afraid we need to put forward/ delay/ postpone/ put back/ cancel/ call off/ reschedule/ move/ rearrange…

Making complaints

  • I’m afraid I was not (very) happy with…
  • Unfortunately, … was not (really) what I expected.
  • I’m afraid I was not (completely/ fully) satisfied with…

Apologising/ Replying to complaints

  • I was sorry to hear about…
  • (First of all) I would like to apologise for…
  • Please accept our (sincerest) apologies for the inconvenience caused/ for any inconvenience caused/ for…

Instructions/ Commands/ Demanding action

(Video) 21 Phrases For Formal Emails - Business English

  • Just a (quick/ brief/ friendly) reminder that…
  • (In future/ From now on/ From next week) please make sure that you…/ Please ensure that you…

Giving bad news

  • We regret to inform you that…
  • We are sorry to announce that…

Making announcements

  • I/ We would like to inform you that…

If you enjoyed thisuseful list ofemailing phrases then you might also want to check out ourlist of 100 essential telephone phrases.


What is the most professional phrases in email writing? ›

Here are eight phrases for informing or directing someone in the opening lines of your email:
  • "I am writing to you with regards to… "
  • "I am writing to you to follow up on… "
  • "I wanted to let you know that… "
  • "Your action is needed regarding… "
  • "Please see the following update"
  • "This is a quick note about… "
Apr 20, 2021

What polite expressions can you use in an e mail? ›

Polite email openings
  • I hope this email finds you well.
  • I hope your week has been great so far.
  • Good morning/afternoon/evening.
  • I hope your week started well.
  • Thank you for the timely response.
  • Thank you for getting in touch with...
  • I'd be eager to get your advice on...
  • I'm writing to...
Sep 29, 2021

What is the best closing statement in email? ›

With a professional email, you should stick with a formal closing phrase such as “kind regards” but with a friend, you can skip the closing or use a term such as “sincerely” or “love” before your signature.

What words should you not use in an email? ›

20 Phrases You Should Never Use in an Email
  • “Sincerely yours” ...
  • “I hope you're well” ...
  • “I wanted to reach out…” ...
  • Any statement with “Forwarding” or “Forwarded” ...
  • “I apologize” or “I'm sorry” when used incorrectly. ...
  • “Very important” ...
  • “Please note…” ...
  • “Don't hesitate to contact me”
Oct 18, 2022

What are the 5 C's of effective email writing? ›

Construct marketing and other messages effectively by using the 5 C's as a guide: Context, Content, Clarity, Color and Carrier. Make the messages simple, engaging, easy to comprehend and with calls to action.

What are 3 things you should avoid sending in an email? ›

10 Mistakes to Avoid When Writing an Email
  1. Forgetting attachments.
  2. Sending to the wrong recipient.
  3. Choosing a bad subject line.
  4. Using the wrong writing tone.
  5. Sending at a bad time.
  6. Replying to all (all the time)
  7. Neglecting your signature.
  8. Working with too many (bad) Fonts.
Aug 1, 2017

What are the 5 polite expressions? ›

9 Things Polite People Always Say
  • Please.
  • Thank You.
  • You're Welcome.
  • Pardon Me.
  • Excuse Me.
  • I'm Sorry.
  • May I Help You?
  • I Would Like... / May I Please Have...?
Jul 21, 2022

What are 3 important rules when sending emails? ›

Rules for email etiquette
  • Use a clear, professional subject line. ...
  • Proofread every email you send. ...
  • Write your email before entering the recipient email address. ...
  • Double check you have the correct recipient. ...
  • Ensure you CC all relevant recipients. ...
  • You don't always have to "reply all" ...
  • Reply to your emails.

What is a strong closing statement? ›

Writing Closing Statements

Effective closing statements should include concise, clear and common language. Stick to the facts, using a positive or neutral tone and a business-style voice.

How do you email professionally? ›

10 Tips for Writing Professional Emails
  1. Start with a meaningful subject line. ...
  2. Address them appropriately. ...
  3. Keep the email concise and to the point. ...
  4. Make it easy to read. ...
  5. Do not use slang. ...
  6. Be kind and thankful. ...
  7. Be charismatic. ...
  8. Bring up points in your previous conversation.

What can I say instead of sincerely? ›

Alternatives to "Sincerely" and when to use them
  • All my best.
  • Best or Best wishes.
  • Goodbye.
  • Regards or Warm regards.
  • Respectfully.
  • Looking forward to hearing from you.
  • Speak to you soon.
  • Take care.
Sep 29, 2021

What are the 5 email rules? ›

5 Golden Rules of E-mail Etiquette
  • Address your recipient accordingly. Double, triple check that you have the correct spelling of the recipient's name and their corresponding title. ...
  • Use proper salutations and closing statements. ...
  • Format appropriately. ...
  • Avoid ALL CAPS. ...
  • Compress large files.
Jun 5, 2014

What are 5 negative words to be avoided in emails? ›

Words like cannot, damage, do not, error, fail, impossible, little value, loss, mistake, not, problem, refuse, stop, unable to, unfortunately, escalation, urgent, never, inability and unsound all have a strong negative connotation.

What are the 4 dangers of using email? ›

Email may be intercepted, altered, or used without detection or authorization. Email may be easier to forge than handwritten or signed papers. Email may spread computer viruses. Email delivery is not guaranteed.

What are the 4 D's of email? ›

It's called the 4D's. The 4D method gives you four options of how you will handle an email: delete it, do it, delegate it, or defer it. The goal of the 4D method is to increase our email productivity by keeping the inbox organized and tidy.

What are the 6 steps to a professional email? ›

Follow our 7 simple steps and you'll be able to write the perfect professional email every time.
  1. Keep the subject line simple. ...
  2. Open with a proper greeting. ...
  3. Give the purpose of your email. ...
  4. Writing the body text. ...
  5. Wrapping up your email. ...
  6. Signing off. ...
  7. Double check everything.
Jun 20, 2019

What are the 4 basic structure of an email? ›

Subject Line: Short sentence that summarizes the reason you wrote the email. Greeting: This is where you greet your recipient. Be formal and concise. Body: Main paragraph of your email that communicates main message.

What are the 7 C's of email writing? ›

Clear, concise, concrete, correct, coherent, complete and courteous: seven adjectives you need to keep in mind if you want your cold email to work. If you're not familiar with them, the popular 7 C's of effective communication provide a step-by-step program for creating the perfect communication.

What are the 7 C's in effective writing? ›

The seven C's are: clear, correct, complete, concrete, concise, considered and courteous.

What are the 2 dos about email writing? ›

The Do's and Don'ts of Email Etiquette
  • Do have a clear subject line.
  • Don't forget your signature.
  • Do use a professional salutation.
  • Don't use humor.
  • Do proofread your message.
  • Don't assume the recipient knows what you are talking about.
  • Do reply to all emails.
  • Don't shoot from the lip.
Mar 25, 2016

What is the biggest mistake in email writing? ›

Email writing mistakes you should avoid
  • Writing a poor subject line. ...
  • Not personalizing your greeting. ...
  • Announcing too much in one message. ...
  • Employing ambiguous language. ...
  • Copy and pasting. ...
  • Forgetting to explain attachments. ...
  • Using jargon words. ...
  • Failing to use a signature.
5 days ago

What is a commonly made mistake when sending an e mail? ›

Imperfect spelling/grammar

The most important mistakes to avoid when sending a professional email are also the most common types of mistakes. Spelling and grammar mistakes immediately diminish your intellect and professionalism in an email, and are easily fixed with careful proofreading before the email is sent.

What is considered rude in email writing *? ›

The features that depict that an email is a rude one are enlisted below. Abusive language or derogatory content used to disrespect the reader, which is clearly deductable, is a sign of a rude email. The foul language used in a rude way to show disrespect, harassment or threat is subjected to legal action.

What are the three courtesy words? ›

The different courtesy words are: Please. Thank you. Welcome.

What is the most polite thing to say? ›

14 Things Polite People Always Say
  • “Hello” ...
  • “Please” ...
  • “Thank you” ...
  • “You're welcome” ...
  • “Excuse me” ...
  • The other person's name. ...
  • “I'm happy to see you” ...
  • “That's so kind of you”
Nov 22, 2022

What are the top 5 pointers in an email checklist? ›

You can make it easier on your recipients by making sure your business emails include these five essential elements.
  • A Concise, Direct Subject Line. ...
  • A Proper Greeting. ...
  • Proper Grammar, Correct Spelling. ...
  • Only Essential Information. ...
  • A Clear Closing.

What is the first thing you should do when sending an email? ›

Create and send email
  1. On your computer, go to Gmail.
  2. At the top left, click Compose.
  3. In the "To" field, add recipients. You can also add recipients: In the "Cc" and "Bcc" fields. ...
  4. Add a subject.
  5. Write your message.
  6. At the bottom of the page, click Send.

What is a closing statement example? ›

CONCLUSION: At the conclusion of the case we would ask you to find that my client is innocent. The state has not met its burden of proof, and we would ask for a verdict of not guilty. Thank you.

What is a good professional closing? ›

If You Need Something Formal

If you're not sure what type of closing is most appropriate for a given situation, it's best to err on the side of formality (but maybe loosen up that stuffy “Sincerely” and opt for a “Take care,” “Regards,” or the old standby “Best” instead).

What is one example of a professional email? ›

I would like to take a moment to introduce myself and my company. My name is [name] and I am a [job title] at [company name]. Our company provides customers with cutting-edge technology for all their email signature needs. At [company name], there are a number of services we can offer, such as [short list of services].

What are the 3 parts to writing a professional email? ›

Are you looking for the secret of how to write a professional email that is sure to impress not only your bosses' but other colleagues when they read it check out the three parts of email that are crucial when it comes to writing. They are the subject, body, and finally the signature.

How do you end a letter in a fancy way? ›

  1. Sincerely/Sincerely Yours.
  2. Yours Truly/Yours Forever/Forever Yours.
  3. XOXO (hugs and kisses)
  4. Regards/Warmest Regards.
  5. Cordially/Cordially Yours.
  6. ​Love.
Jun 22, 2020

What are the 8 parts of an email? ›

Parts of an email message
  • Subject. Subject is a description of the topic of the message and displays in most email systems that list email messages individually. ...
  • Sender (From). This is the sender's Internet email address. ...
  • Date and time received (On). ...
  • Reply-to. ...
  • Recipient (To:). ...
  • Recipient email address. ...
  • Attachments.

Do and don'ts in professional email? ›

The Dos
  • Do: Use proper salutation. ...
  • Do: Proofread. ...
  • Do: Stay concise. ...
  • Do: Keep Calm. ...
  • Don't: Use buzzwords. ...
  • Don't: Put anyone down. ...
  • Don't: Punctuate poorly. ...
  • Don't: Forget the conversation closer.

What is a toxic email? ›

Toxic domains are synonymous with bot-created, Spam, and abuse emails. It is best to avoid sending emails to any email address with a “toxic” flag.

When should you not use email? ›

Email is not an effective means of communication when:
  1. Your message is long and complicated or requires additional discussion that would best be accomplished face-to-face. ...
  2. The information is highly confidential. ...
  3. Your message is emotionally charged or the tone of the message could be easily misconstrued.

What is the most common email vulnerability? ›

Some of the most common email-based attacks include:
  • Spam: Spam is unsolicited emails sent out in massive blasts. ...
  • Phishing: Phishing emails use social engineering, spoofing, and other techniques to trick the user into doing something for the attacker.

Will I get hacked if I open an email? ›

Can your email get hacked by just opening an email? No, you can't get hacked by simply opening an email. This was possible before when emails would run JavaScript in the preview pane allowing malware to spread without any action from the user.

What are 3 good intro to a professional email? ›

If You Need Something Formal
  • Allow Me to Introduce Myself.
  • Good afternoon.
  • Good morning.
  • How are you?
  • Hope this email finds you well.
  • I hope you enjoyed your weekend.
  • I hope you're doing well.
  • I hope you're having a great week.
Mar 1, 2022

What are 3 things you should include in a professional email? ›

You can make it easier on your recipients by making sure your business emails include these five essential elements.
  • A Concise, Direct Subject Line. ...
  • A Proper Greeting. ...
  • Proper Grammar, Correct Spelling. ...
  • Only Essential Information. ...
  • A Clear Closing.

What is the best word to start an email? ›

6 strong ways to start an email
  • 1 Dear [Name]
  • 2 Hi or Hello.
  • 3 Hi everyone, Hi team, or Hi [department name] team.
  • 4 I hope your week is going well or I hope you had a nice weekend.
  • 5 I'm reaching out about . . .
  • 6 Thanks for . . .
  • 1 To whom it may concern.
  • 2 Hi [Misspelled Name]
Jun 2, 2022

What are the six 6 components of effective emails? ›

6 Steps For Writing Effective Emails Rebranded Video
  • Don't Overcommunicate by Email. One of the biggest sources of stress at work is the sheer volume of emails that people receive. ...
  • Make Good Use of Subject Lines. ...
  • Keep Messages Clear and Brief. ...
  • Be Polite. ...
  • Check the Tone. ...
  • Proofreading.

How do I make a catchy email? ›

12 tips to create good email subject lines
  1. Shorten your subject lines. ...
  2. Avoid spam words in your email subject lines. ...
  3. Ask open-ended questions in the subject line. ...
  4. Include a deadline in the subject line. ...
  5. Try a teaser subject line to get people to open your email. ...
  6. Give a clear command in your subject.
Oct 18, 2022

What is the 3 sentence rule? ›

The three sentence rule means you have to ask yourself a series of questions for every email you read before you reply. Is this an email I should be responding to? If you can't answer it in three sentences or less, you have to decide what to do with it.


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