π§ Email EnglishδΈζη
50 useful email phrases for work
Writing work emails in English is easier when you have a few good sentences ready. The phrases below are the kind native speakers really use today: clear, polite and not too formal.
They are grouped by situation, so you can find the right line for starting an email, asking for something, chasing a reply, sharing a file, saying sorry, saying no or signing off. At the end, you will find common mistakes and better ways to say the same thing.
Opening lines
I hope you had a good weekend.
A friendly first line, best on a Monday.
I hope you're well.
A safe, warm first line for almost any email.
Thanks for your email.
A simple way to start a reply.
Thanks for getting back to me so quickly.
Use it when someone replies faster than you expected.
It was great meeting you at the conference last week.
Start a first email to someone you met in person.
Saying why you're writing
I'm writing to ask about the status of our order.
Tells the reader right away why you are writing.
I'm reaching out because I'll be taking over the ABC account from next month.
Use it to contact someone for the first time with a clear reason.
Just a quick note to let you know the meeting has moved to Thursday.
A light way to share short news.
I'd like to introduce you to my colleague Karen, who looks after our marketing.
Use it to connect two people who should talk to each other.
Following our call this morning, here's a summary of what we agreed.
Use it after a call or meeting to put the key points in writing.
Asking for something
Could you send me the latest figures by Wednesday?
A polite request with a clear deadline.
Would you be able to join a quick call tomorrow afternoon?
A soft way to invite someone to a call.
Do you have the bandwidth to take on another project this month?
Asks if someone has enough time to do more work. bandwidth: Full explanation β
Could we touch base on the budget before Friday's meeting?
Asks for a short talk to check on something. touch base: Full explanation β
Please keep me in the loop on any changes to the schedule.
Asks someone to keep telling you the latest news. keep me in the loop: Full explanation β
Would it be possible to move our meeting to 3 p.m.?
A very polite way to ask for a change.
Following up
Just following up on my email from Monday.
A polite way to remind someone. follow up: Full explanation β
I wanted to check in on the quote I sent last week.
A gentle reminder that does not sound pushy.
Any update on this?
Short and fine with colleagues you know well.
I know you're busy, but could you take a look at this when you get a chance?
Shows you understand the other person is busy.
Just a friendly reminder that the forms are due this Friday.
Reminds a group about a deadline in a kind way.
Could you let me know by Thursday so we can confirm the booking?
Giving a reason with the deadline makes people reply faster.
Giving updates
Here's a quick update on the project.
A simple way to start a progress report.
We're on track to finish by the end of the month.
Says the work is going to plan.
Good news: the client has approved the design.
Puts the main news first so the reader sees it right away.
I'll circle back once I've heard from the client.
Promises to return to the topic later. circle back: Full explanation β
I'll ping you when the draft is ready.
Says you will send a quick message later. ping: Full explanation β
Jason will cover for me while I'm on leave next week.
Tells people who to contact while you are away. cover for me: Full explanation β
Attachments and links
Please find the report attached.
A formal but correct way to mention an attachment.
I've attached the updated contract for your review.
A natural, everyday way to send a file.
The slides from today's meeting are attached.
Short and clear when the file speaks for itself.
Here's the link to the shared folder.
Use it when you share files through a link instead.
Sorry, I forgot to attach the file. Here it is.
A quick fix when you sent an email without the file.
Delays and apologies
Sorry for the late reply.
A short, natural apology when you reply late.
I'm a bit swamped this week, so I'll get back to you on Monday.
Explains you are very busy and gives a new time. swamped: Full explanation β
Unfortunately, the delivery will be about two days late.
Shares bad news clearly and early.
Thanks for your patience while we sort this out.
Thanking people sounds better than saying sorry again and again.
That was my mistake, and I've already corrected the figures.
Owns the mistake and shows it is fixed.
I'll make sure this doesn't happen again.
Ends an apology with a promise.
Saying no politely
Unfortunately, I won't be able to make the meeting on Tuesday.
A polite way to say you cannot attend.
I'm afraid we can't offer a further discount at this stage.
"I'm afraid" makes a no sound softer.
I'd love to help, but I don't have time this week. Could we look at it next week?
Says no for now and offers another time.
That's not something I can approve, but I've copied in Michelle, who can.
Says no and points to the right person.
Thanks for thinking of me, but I'll have to pass this time.
A kind way to turn down an invitation or offer.
Closing lines and sign-offs
Let me know if you have any questions.
A common, friendly last line.
Please let me know if Thursday works for you.
Ends the email with a clear next step.
Thanks in advance for your help.
Use it when you have asked someone to do something.
I look forward to hearing from you.
A polite closing line, good for clients and first emails.
Have a great weekend!
A warm last line on a Friday.
Best regards,
A safe sign-off for almost any work email.
Phrases explained in full
Common mistakes
β Please find the attachment.
β Please find the report attached.
Say what is attached. "I've attached the report" is even more natural.
β Kindly revert at your earliest convenience.
β Could you get back to me by Friday?
"Revert" means to go back to an earlier state, not to reply. A clear date works better than "at your earliest convenience".
β Noted with thanks.
β Thanks, noted.
"Noted with thanks" sounds stiff. "Thanks for letting me know" or "Got it, thanks" also work.
β Can we discuss about the budget?
β Can we discuss the budget?
"Discuss" does not need "about". You can say "talk about the budget" instead.
β Please reply me as soon as possible.
β Could you reply by Wednesday?
We say "reply to someone", not "reply someone". A real date is clearer than "as soon as possible".
β Please be informed that the office will close at 5 p.m. today.
β Just to let you know, the office will close at 5 p.m. today.
"Please be informed that" sounds cold and old-fashioned. "Just to let you know" is friendlier.
β Looking forward to hear from you.
β I look forward to hearing from you.
The "to" in "look forward to" is followed by an -ing word: "hearing", not "hear".
Tips
- Get to the point early. Say why you are writing in the first or second sentence.
- One email, one topic. If you have several points, number them.
- Make requests clear. Say what you need and when you need it, for example "by Thursday".
- Ask, don't order. "Could you...?" sounds friendlier than "Please..." at the start of a request.
- Skip old-fashioned words. "Kindly", "herewith" and "please be informed" sound stiff. Simple is professional.
- Read it once before you send. Check the names, the attachment and the dates.
FAQ
Is "Please find attached" correct?
Yes. "Please find the report attached" is correct but quite formal. In most emails, "I've attached the report" or "The report is attached" sounds more natural. Avoid "Please find the attachment", because it sounds like the reader has to search for it.
What does "revert" mean? Can I write "Kindly revert"?
"Revert" means to go back to an earlier state, so most native speakers will find "Kindly revert" confusing. Write "Could you get back to me?" or "Please let me know" instead.
Which email sign-off should I use?
"Best regards" is safe for almost any work email. "Thanks" works well when you have asked for something. "Best" is fine with people you know. "Regards" on its own can sound a little cold.
How do I politely remind someone to reply?
Mention your earlier email in a light way, then give a clear date and a reason: "Just following up on my email from Monday. Could you let me know by Thursday so we can confirm the booking?"
Should I start with "Dear" or "Hi"?
"Hi Karen" is normal for colleagues and most clients. Use "Dear Ms Chan" for a first, formal email, then follow the other person's style when they reply.
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