The most useful email phrases for beginners
· 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],
2. Starting
· 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!
3. Explaining Why You're Writing
· I wanted to tell you that…
· I am writing to tell you about ...
· 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...
4. Reconnecting with Old Customers
· 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.
5. Introducing Value
· 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.
6. Referring to Previous Contact
· 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.
7. Making a Request
· 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)
8. Email Body
· 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...
9. Talking about Problems and Solutions
· 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.
10. Asking for Clarifications
· 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]?
11 Asking Questions
· 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?)
12. Call to Action
· 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] (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!
13. Asking Them to Contact Us
· 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.
14. Talking about Meetings
· 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.
15. Offering Help
· 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?)
16. Thanking
· 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.
17. Giving Good News
· 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…
18. Giving Bad News
· 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. (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...
19. Talking about Vacations and Holidays
· 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.)
· When would it be all right for me to have a week-long vacation?
· 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].
20. Apologizing
· 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.
· 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 ...
· Sorry again for ...
21. Talking about Orders
· 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!
22. Attaching Documents
· 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 ...
23. Closing Remarks
· 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!
24. Ending Your Email
· 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!
25. Instructions/ Commands/ Demanding action
- Just a (quick/ brief/ friendly) reminder that…
- (In future/ From now on/ From next week) please make sure that you…/ Please ensure that you…
26. Giving bad news
- We regret to inform you that…
- We are sorry to announce that…
- I/ We would like to inform you that…
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