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Writing professional emails in English doesn’t have to be hard — if you know the right phrases. Whether you’re requesting information, following up, apologizing, or closing an email, using business English phrases for emails can help you sound polite, confident, and professional.
In this post, you’ll find over 100 useful phrases you can use right away. Bookmark this list and come back anytime you need to write an email!
Business English Phrases for Emails
Here are 100+ Business English Phrases for Emails:
Greetings & Openings
- Dear Mr./Ms. [Last Name]
- Dear [First Name]
- Hello [First Name]
- Hi [First Name]
- To whom it may concern
- I hope you are well.
- I hope this email finds you well.
- I hope you’re having a great day/week.
- Thank you for your email.
- Thank you for getting back to me.
- Thank you for your prompt reply.
- Thank you for reaching out.
- I’m writing regarding…
- I’m writing to follow up on…
- I wanted to reach out to you about…
- I hope all is well on your end.
Making Requests
- Could you please…?
- I would appreciate it if you could…
- Would you mind…?
- I was wondering if you could…
- I’d be grateful if you could…
- Please let me know if you are able to…
- We would appreciate your assistance with…
- Could you kindly…?
- If possible, could you…?
- I’d like to request…
- I’d appreciate your help with…
- When you have a chance, could you…?
Scheduling & Meetings
- Are you available for a meeting on…?
- Would you be free to meet next week?
- Could we arrange a call to discuss…?
- Please let me know your availability.
- I’m available on [date/time]. Does that work for you?
- Would [date/time] work for you?
- Looking forward to our meeting on…
- Just confirming our meeting on…
- Please confirm if you can attend.
- Please let me know a convenient time for you.
- Let’s schedule a time that works for both of us.
- I’m happy to adjust to your schedule if needed.
Sharing Information & Attachments
- Please find attached…
- I’ve attached [document/file] for your review.
- For your reference, I’m including…
- Here’s the information you requested.
- I’d like to inform you that…
- I’m pleased to inform you that…
- Just a quick update on…
- Please see below for details.
- As promised, I’m sending…
- Attached you will find the requested documents.
- Please review the attached file at your convenience.
- I’m sending this along for your records.
Following Up
- I’m following up on my previous email.
- Just checking in to see if you had a chance to…
- I wanted to follow up regarding…
- Have you had a chance to review…?
- Kindly let me know if there are any updates on…
- I’m looking forward to your reply.
- Just a gentle reminder about…
- Please let me know if you need more time.
- I wanted to make sure you received my last message.
Apologizing & Clarifying
- Please accept my apologies for…
- I’m sorry for the inconvenience.
- I apologize for the delay in responding.
- I regret to inform you that…
- Unfortunately, we are unable to…
- Please let me clarify…
- I’d like to clarify my previous message.
- I’m sorry for the misunderstanding.
Confirming & Approving
- I confirm that…
- That works for me.
- I’m happy to proceed with…
- We’re on board with…
- I approve the proposal.
- Please consider this confirmed.
- Thank you for the confirmation.
Offering Help & Support
- Please let me know if you need anything else.
- I’m happy to assist you with…
- If you need further information, feel free to contact me.
- I’d be glad to help with…
- Don’t hesitate to reach out if you have questions.
- Feel free to get in touch if you need any clarification.
- Let me know if there’s anything I can do to assist you.
- Please don’t hesitate to contact me for further assistance.
- I’m here to help if you need anything.
- Should you require any additional support, please let me know.
Closing Lines
- I look forward to your reply.
- Looking forward to working with you.
- Thank you for your time and consideration.
- I appreciate your support.
- I hope to hear from you soon.
- Let me know if you have any questions.
- Thank you for your attention to this matter.
- I’m eager to hear your feedback.
- I look forward to a successful collaboration.
- I appreciate your prompt attention to this.
Sign-Offs
- Best regards,
- Kind regards,
- Sincerely,
- Best wishes,
- Thank you,
- Warm regards,
- Respectfully,
Pro Tip: Save Time with Templates!
You can create email templates using some of these phrases, so you don’t have to rewrite the same things over and over. For example, a follow-up email might always start with “I’m following up on my previous email regarding…” — just adjust the details each time.
Canva offers several email templates:
Final Thoughts
With these 100+ business English phrases for emails, you’ll be ready to handle almost any professional situation. Practice using them, mix and match based on your needs, and soon you’ll write emails more confidently and efficiently.
Which phrases do you use the most?
