Email Starters
I hope your day is going great.
I trust your week is off to a good start.
I’m excited to connect with you again.
To whom it may concern: (Use a colon after this phrase. Not a comma.)
Dear Sir/Madam, Hi John,
Opening greetings to more than one person
Dear all / Hi (everyone/ guys) / To: All faculty members/ To: New recruits/ To: All members/ To: …
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.
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 favor/ 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…
Received Something
Thank you for sharing XXXX.
The information was very helpful.
I appreciate you taking the time to help me with this project. Thank you for your prompt reply.
Thanks...
Requesting Information
I would greatly appreciate it if you could provide me with ABC as it will help me with the report I am writing for XYZ.
Could you send me…?
Is there any chance you could send me…?
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) …4
Highlighting important information
Please note that…/ NB…
I’d like to stress that…
Allow me to remind you to do…Status updates
The purpose of this email is to update you on the status of the…
I am pleased to inform you that
I’m contacting you regarding the
I’m writing to let you know about
I wanted to update you on
I have some information for you 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…
Apologizing
We would like to apologize for any inconvenience caused.
Please accept our apologies for…
We are extremely sorry for…
I’m afraid… that
Apologies for taking a long time to get back to you.
I’m sorry for the delay.
We regret to inform you that…
We are sorry to announce that…Confirming
As agreed, we will schedule the XYZ delivery between 9 and 11 am. I’m just writing to confirm the time of our meeting…
Praising Performance
Thank you very much for taking the initiative to find a solution to the problem.
You can take pride in the work you have put into this project.
You have made a great contribution to the project. The design work you did for the site was outstanding.
Closing Remarks:
I would appreciate your immediate attention to this matter.
If you require any further information, feel free to contact me.
If you have any questions or concerns, don’t hesitate to let me know.
I look forward to hearing from you soon.
I look forward to meeting you again next week.
Please let me know if you have any questions.
Let me know if you need anything else.
Email Closing
Thanks, thank you – Okay if you are actually thanking
Thanks in advance – When asking for something
Kind regards – Safe Regards – Less friendly than “Kind Regards”
Best – Fine, especially for someone you know Sincerely – tried and true, yet rather formal
All the best – more formal than “Best”
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 catalogueAnswering 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…
Apologizing/ Replying to complaints
I was sorry to hear about…
(First of all) I would like to apologize for…
Please accept our (sincerest) apologies for the inconvenience caused/ for any inconvenience caused/ for…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…Giving bad news
We regret to inform you that…
We are sorry to announce that…
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…
Opening a Meeting
As you know…
I’d Like to arrange a meeting to
I think we should meet…/ we need to meet to discuss
Are you free sometime/Anytime next week?
What time would be convenient for you / suit you
I’m sorry to ask (this) at such short notice
Yes, I would be able to meet next week
Are we still on / ok for Tuesday?
I’m out of the office until 2 p.m. on that day. Any time after that is/would be okay
I’m afraid I’m busy/ tied up all day next Tuesday
Something urgent has come up
Sorry/I’m afraid I can’t make it/manage it on Tuesday
Sorry/I’m afraid I’ve already got an appointment/a meeting on that day
What about/How about Wednesday instead/as an alternative
Would you mind/object if we move the meeting off to the following week
I’m available next (day) all day/in the morning/in the afternoon
Details of the Meeting
In particular, I would like to discuss ….
Particularly/specifically I’d like to cover the following:
Some things/points I’d like to cover are…
I’d like to cover the following (points/topics/issues)
Could you let me know more about…?
What do you think is the best way forward?
How shall we proceed?
What are your thoughts/suggestions?
The main thing for me is….
I think that …
Another solution is (that)
Let’s focus on
Complimentary Closing
Your attendance (at the event) would be very welcome
I hope (that) you can make it
Hope to see you there
Please let me know if you can attend as soon as possible
Please RSVP/let me know if you can make it by (date)
Please respond/let me know if you can make it by (day/date/time)
It’ll be great fun
I’m looking forward to seeing you (at the event)
See you there
If you have any problems with the directions, please call me at….
Closing
I’ll email/get back to you later (today/this week) to confirm it
Please get back to me this morning/by 5 p.m. if possible
I hope this doesn’t cause you much inconvenience
I’m sorry for the inconvenience
Please let me know if it/this is convenient for you
It will be necessary for you to prepare a report/presentation
Let me know if you need any more information before the meeting
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 Conjunctions
Therefore, moreover, however, as a result, thus, accordingly, but, firstly, in fact, frankly speaking, on top of this, furthermore, yet, namely, any, similarly, likewise, also, yet, whereas, although, on the contrary, since, at least, as a matter of fact, indeed, so
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