Useful Phrases for Emails

We've divided all the phrases into the following categories:

• More formal. Use these phrases if you're writing to someone for the first time, if this is a formal organization or a very big company.

• Less formal, more friendly. Use these phrases if you're on friendly terms with the person you're writing to and this is not your first communication.

• Dear Sir/Madam, (very formal)

• Dear <Name>,

• Hello <Name>,

• Hi <Name>,

• Hi Team, (if you're writing to the whole team)

• Good morning <Name>,

• Good afternoon <Name>,

• I recently read/heard about . . . and would like to know . . .

• I would be interested in (obtaining/receiving) ...

• I received your address from . . . and would like to . . .

• Thank you for taking the time to [write to us/give us some feedback etc. — something the customer has done for us]

• Thank you for your email on [date].

• It's <Your Name> from <Your Company>.

e.g. It's Mary here from TeamDev.

• Congratulations on <achievement if you know it>!

• Hope you’re having a great <day of the week>!

• Hope you’re feeling great!

• • I wanted to tell you that…

  • I am writing to tell you about ...

  • I’m writing to tell you that…

  • This email is to confirm that...

e.g. This email is to confirm that we've received your payment.

• • We’re sending you this email because…

  • In this email we wanted to [tell you about/give you…]

  • We are writing to [why you're writing]

  • We wish to inform you of [news]

e.g. We wish to inform you of a change in our rates.

• • I'm writing concerning/with regard to/about ...

  • Just a short email + [to inform you that/ to confirm/ to request...]

  • I’m writing just so you know …

  • I'm writing to remind you about...

  • I'm writing to let you know that...

  • This email is just to let you know that...

  • Just a quick reminder that…

  • I would like to [action].

e.g. I would like to inform you that...

• • This is just to let you know that…

  • Wanted to give you a friendly reminder that…

  • I am contacting you for the following reason.

  • Just a quick email to [purpose]

e.g. Just a quick email to see how you're doing.

• • I just wanted to let you know that...

• • So happy we reconnected after this time.

  • So glad that we’re in touch again.

  • Can’t believe it’s been [period of time] since we last spoke! Feels like yesterday.

  • Glad you’re back in our life!

  • Glad to see our old friends again!

  • It’s always nice to get in touch with old friends!

  • Long time no see! Glad to hear from you again.

• • I highly recommend (doing smth, e.g. visiting our new Knowledge Base/checking out this new article)

  • Here is a copy of the information…

  • [value] will help your team [do something]

e.g. This library will help your team create websites much faster

• • To get the most out of [Product], [what you want them to do, e.g. don't forget to take a look at the Start Guide]

  • In this email, we wanted to give you a few links to articles that we've written that will help you get up to speed on how to use some of our best features.

  • We brought together some of the best tutorials which…

  • What’s new since you left? Lots. Starting with…

  • We’re confident you’ll see big improvements since …

  • We know you’re busy but we’d hate to see you miss out on this opportunity!

  • You can do so much with…

  • Learn how to…

  • Here’s how to… [action which is important to the user]

  • We thought you might find this useful.

• Thank you for your letter of March 15 ...

• Thank you for contacting us.

• In reply to your request ...

• Thank you for your letter regarding ...

• With reference to our telephone conversation yesterday ...

• Further to our meeting last week ...

• I would just like to confirm the main points we discussed on Tuesday.

• Further to your email on [date], ...

• I'm writing in reply to your email on [date] about [topic].

• In reply to your email ...

• I saw your advertisement on [website].

• We understand from your email that you're interested in (product/service/feature).

• We talked last week about...

• We had a phone call on [Date] about...

• It was nice to hear from you yesterday.

• I was glad to catch up yesterday.

• We would appreciate it if you would ...

• I would be grateful if you could...

• Could you possibly tell us/let us have...

• In addition, I would like to receive ...

• It would be helpful if you could send us ...

• I am interested in (obtaining/receiving...)

• I would appreciate your attention to this matter.

• Please let me know what action you propose to take.

• I would be grateful if you could send me further information about...

• Shall I [verb]?

e.g. Shall I meet you at the airport?

• Would it be possible to...?

e.g. Would it be possible to have a quick chat on Monday?

• Would you mind if [+ past simple]?

e.g. Would you mind if I took the day off on Tuesday?

• I was hoping you could [do something].

• What would you like to do next?

• Could you please send me ... ?

• Let's discuss your next step.

• Could you please [what you want the person to do]?

• It would be great if you could...

• Would you mind [doing something]?

e.g. Would you mind having a quick chat?

• I was wondering if you could…

• Could you confirm these details?

• Would you like me to ...

e.g. Would you like me to send you a link to the article?

• Just wondered if (you could send me a copy/there is any news etc)

• Here are the details on…

• Furthermore...

• In addition, I would like to...

• In spite of/Despite [something]

e.g. We're glad the issues got sorted out in spite of the delay.

• For example/For instance, ...

• In other words, ...

• In order to [do something], we would need to [do something else].

e.g. In order to fix this bug, we would need to research it a bit further.

• That's why ...

• Would [time] would work for you?

• I'm pleased to hear that...

• First of all, ...

• Firstly/Secondly...

• There seems to be a problem with the new feature.

• Issue number 35402 has been resolved.

• Here are the possible solutions:

• We could [solution 1], or we could [solution 2].

e.g. We could add a new button or we could redesign the whole dialog.

• While running the tests, we've discovered that [something] is not working properly.

• Which option would you like us to work on?

• What would you like us to do about [problem]?

• The [page, feature, button] is not working the way it should.

• The first solution will take about 3 days, and the second one can take up to 10 days.

• If we implement the first solution, we can have [possible problems] in the future.

• However, the second solution will take much longer, and we cannot give even a rough estimate at the moment.

• We'd like to research this problem a bit more in order to give you a more detailed list of options.

• What would you like to go with?

• Which solution works best for you?

• We've found a bug in [where].

• Here's how we would like to take care of this issue.

• How would you like us to solve this issue?

• When we click on the [button], we should see [result]. However, now [problem].

e.g. When we click on the Create button, we should see a new page. However, now it shows an Error message.

• We can see three options.

• There are two ways to solve this.

• We've taken care of bug [name].

• We've come up with a workaround for this issue.

• This solution is better, but it will take longer to implement.

• If we go with the first option, we might run into some problems with [topic] in the future.

• Could you please clarify what you would like us to do about [problem]?

• If I understood you correctly, you would like us to...

• What exactly do you mean by [word]?

• Did I hear you correctly when you said that [repeat what you think he/she said]?

• Could you please clarify when you would like us to finish this?

• When exactly are you expecting to have this feature?

• Could you explain what you mean by [word]?

• In other words, would you like us to...?

• I didn't quite get your point about [topic]. Could you be more specific?

• Could you repeat what you said about [topic]?

• Could you give us some more details on the [topic]?

• • When would it be convenient for you to … ?

  • Have you given any additional consideration to [topic]?

  • Which option would work best for you?

  • What would you like us to do next?

  • Would you like to...?

  • Would you prefer to...?

  • Would you rather ... or ...?

  • How would you feel about ...?

  • What do you feel is the next step?

  • Is it possible to...?

  • Could you [do something]?

e.g. Could you check it please?

• Are you considering [action]?
  e.g. Are you considering upgrading to the new version?

• Just book time on my calendar and I can answer all your questions on the product and pricing.

• Or if you’d rather [alternative option], you can…

• Help us [give value to you] by [what action we want them to take].
  e.g. Help us give you the best advice by telling us a bit more about your project.

• I’d love it if you could walk me through your project.

• This may be a great time to … [call to action].
  e.g. This may be a great time to take a look at our Knowledge Base.

• If you’re interested, drop me a line and we can [action].
  e.g. If you're interested, drop me a line and we can have a quick chat to discuss your further steps.

• Come check out what’s new and get inspired!

• Could you please keep us updated on this?

• You can reserve a free consultation here [link] or just give us a call at [number]

• If you have any questions, please email or call me.

• Please feel free to contact me anytime.

• If there's anything I can do for you, please let me know.

• You can reach me at [phone number] if there's anything you'd like to discuss.

• Feel free to call me.

• At the meeting on Tuesday/yesterday, we discussed [topic].

• Let's discuss this at the meeting, if you don't mind.

• At our last meeting, we talked about [topic].

• At the meeting, we agreed to [do something].

• We'd like to have a meeting about [topic] on Thursday.

• Let's have a meeting sometime this week.

• How about talking this over at a meeting?

• Why don’t we talk this over at a meeting?

• I'd be glad to tell you more about this at the meeting today.

• This issue came up at the meeting we had on Friday.

• Let's have a meeting to discuss this issue.

• I've set up a meeting for Friday at 5 p.m. Here's the link.

• We are quite willing to ...
  e.g. We are quite willing to consider a discount.

• Our company would be pleased to ...
  e.g. Our company would be pleased to work with you.

• If there's anything I can help you with, just let me know.

• We would be happy to ...
  e.g. We would be happy to help.

• Would you like us to ... ?
  e.g. Would you like us to create a template for you?

• Thank you for your consideration.

• I appreciate that you [did something]
  e.g. I appreciate that you took the time to give me these details.

• Thank you for taking the time to [do something]
  e.g. Thanks for taking the time to give us your feedback.

• Thank you for [Verb-ing/noun]
  e.g. Thank you for your email. Thank you for writing to us.

• Thanks a lot for everything.

• Thank you for your time.

• Thank you very much for ...

• Many thanks for...

• You're so helpful.

• That's really thoughtful of you.

• I really appreciate your help.

• Thank you for your patience.

• It was really great of you to [do something].

• Thank you for clearing this up.

• Thank you for helping us in this matter.

• We are pleased to announce that .../ to inform you that…

• We have some good news for you. [News].

• It is my pleasure to let you know that [news].

• I'm glad to tell you that...

• I just wanted to let you know that...

• You will be pleased to learn that …/ to hear that…

• We regret to inform you that ...

• I regret to inform you that due to a mistake in our database, ...

• Unfortunately, we cannot/we are unable to ...

• After careful consideration we have decided (not) to ...

• I'm afraid it would be impossible to [do something].

• Due to [reason], it would be impossible to [do something].

• It's against company policy to [do something].

• Despite my best efforts, it has proved to be impossible to...

• I'm afraid I've got some bad news for you.

• Unfortunately, [news]

• I'm afraid it would not be possible to ...

• Unfortunately, I have to tell you that...

• I'm afraid that we can't [do something].

• That's not really possible.

• I can't see any way to ...

• It's out of my hands.
  (It's means that there's nothing you can do about it, you don't have enough authority.)

• I'm afraid I won't be able to...

• I'm sorry to tell you that...

• We apologize for [what you're apologizing for].

• I wish to apologize for... (Verb-ing/noun)

• I regret any inconvenience caused by...

• I apologize for the problems you've had.

• Please accept my apologies.

• Sorry for any inconveniences this situation may have caused.

• I would like to apologize for (the delay/the inconvenience) ...

• Once again, I apologize for any inconveniences.

• Sorry again for ...

• We are sorry for the delay.

• I'd like to apologize for making you wait.

• Sorry to keep you waiting.

• I'm really sorry, but ...

• Unfortunately, [Name] is sick , so (s)he's not going to work today.

• I'm planning a vacation in June. Would that be all right with you?

• We have a national holiday in our country on [Date]. Therefore, our office will not be working on that date.

• I'm currently on vacation. If you have questions about [topic], please write to [Name] at [email address].

• Our company is celebrating [holiday] from [start date] until [finish date].
  (e.g. Our company is celebrating Christmas and New Year from December 30 until January 4.)

• I'm going to be on vacation from [start date] until [finish date].

• [Name] and [Name] are going to have a day off on [Date].

• Today, [Name] is not feeling well, (s)he's not in the office.

• [Date] is a national holiday in our country, so we will not be working on this day.

• I'm on vacation now until [finish date]. I will read and answer all emails as soon as I get back. If this is urgent, please contact [Name] at [email address].

• Thank you for your quotation of ...

• We are pleased to place an order with your company for ...

• We would like to cancel our order #...

• Please confirm that you've received our order.

• Your order will be processed as quickly as possible.

• It will take about [period of time] to process your order.

• We can guarantee delivery before ...

• I'd like to cancel the order I placed on [Date].

• I'd like to place an order for [product].

• Please confirm your order.

• We're processing your order and we'll get back to you as soon as we can.

• We've received your order #...

• Thank you for your order.

• Your order shouldn't take more than 2 days to arrive.

• Thank you for your order #...

• We're glad that you chose us to help you with this!

• I am enclosing (attaching) ...

• Please find enclosed (attached) ...

• You will find enclosed (attached)...

• I’ve attached the [file] for your review.

• The attached [file] contains ...

• Could you please sign the attached form and send it back to us by [date]?

• Here’s the [file] we discussed.

• [File] is attached.

• Please take a look at the attached [file].

• Take a look at the [document] I've attached to this email.

• I've attached ...

• If we can be of any further assistance, please let us know.

• For further details ...

• If you require more information ...

• Thank you for taking this into consideration.

• We hope you are happy with this arrangement.

• We look forward to a successful working relationship in the future.

• We would be (very) pleased to do business with your company.

• I would be happy to have an opportunity to work with your firm.

• I look forward to seeing you next week.

• Looking forward to hearing from you.

• I would appreciate your reply.

• I look forward to doing business with you in the future.

• I enjoyed working with you and look forward to...

• Thank you once more for your help in this matter.

• If you require any further information, please let me know.

• Looking forward to hearing from you,

• Let me know if you need any help.

• If I can help in any way, please do not hesitate to contact me.

• If there's anything I can do to help you, just drop me a line.

• Do not hesitate to contact us again at [telephone number/email address] if there's anything we can help you with.

• Thank you for your help.

• I'd love to hear your feedback.

• Hope to hear from you soon.

• Thank you for your patience/time/cooperation.

• I'd appreciate your reply,

• Please let me know what you think.

• Thanks again,

• Thank you for taking your time,

• Happy holidays!

• Sincerely,

• Yours sincerely,

• Sincerely yours,

• Yours faithfully,

• Kind regards,

• Yours truly,

• Many thanks,

• Regards,

• Best regards,

• With best wishes,

• Best wishes,

• Best,

• All the best,

• Thanks,

• Have a great weekend!

• Have a wonderful day!

• Have a productive day!