Sending and receiving emails is a standard part of nearly every job. Since some people receive hundreds of emails daily, the tone and vocabulary we use must be cordial, brief, and informative. Knowledge of the words and phrases you use in your subject lines and emails can help you in any situation, from writing an email to your boss to writing an application for a job.

Opening Phrases👇🏾

Casual greeting:

• I hope you had a good weekend/trip/break/holiday.
• I hope you are well.
• I hope this email finds you well.
• 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.

Writing with a purpose:

• 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…
• This is just a quick note to…
• This is just a quick reminder…
• I wanted to let you know that…
• It’s [Your Name] from [Your Company].

Responding to e-mails:

• Thanks for your email this morning/yesterday/on Wednesday/last month…
• Thanks for your feedback on/your invitation/your suggestion
• Thanks for your quick reply.
• Thanks for getting back to me so quickly.

Apologizing:

• I apologize for the late response.
• Sorry it’s been so long since my last email.
• Please accept our apologies for any inconvenience caused.

Body Phrases👇🏾

For attachments and giving information:

• Please find [file] attached.
• I’m enclosing [file].
• Please see the information below for more details about…
• Here’s the document that you asked for,
• Could you please sign the attached form and send it back to us by [date]?
• More information is available at WhiZo.

Enquiring:

• Could you possibly tell me…?
• Can you please fill out this form?
• 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.
• I didn’t/don’t fully understand [something]. Could you please explain that again?
• 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.

Unfortunate news:

• Unfortunately, we cannot/we are unable to…
• I’m afraid it will not be possible to…
• We regret to inform you that…
• After careful consideration, we have decided (not) to…
• It’s against company policy to…
• Despite my best efforts…
• I’m sorry to tell you that…

Scheduling:

• I’d like to schedule a meeting on [day] if you are available/free then.
• 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.

Concluding Phrases👇🏾

Expecting something:

• Looking 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…
• 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.

Offering help:

• If we can be of any further assistance, please let us know.
• For further details…
• In the meantime, if you need any more information…
• I know that’s a lot to take in, so let me know if anything I’ve said doesn’t make sense.

Signing off:

• Be well
• Warm regards
• All the best
• Have a wonderful day!
• Stay in touch!
• With kind regards
• Regards
• Farewell

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