Writing professional emails in English requires specific vocabulary and precise formulas. This sheet presents the essential expressions for mastering anglophone professional correspondence.
Email subject line: decisive first impression
The subject determines the opening of the message. Here are the essential formulations:
Requests and information
- Request for information : Information request
- Quote request : Quote request
- Meeting request : Meeting request
- Proposal submission : Proposal submission
- Contract review : Contract review
Follow-ups and reminders
- Follow-up : Follow-up
- Second request : Second request
- Payment reminder : Payment reminder
- Status update : Status update
- Project update : Project update
For more details on writing follow-up emails, check our article on writing follow-up emails in English.
Urgent communications
- Urgent response required : Urgent response required
- Time-sensitive matter : Time-sensitive matter
- Immediate attention needed : Immediate attention needed
- Confirmation required : Confirmation required
Documents and billing
- Invoice #2024-089 : Invoice #2024-089
- Contract amendment : Contract amendment
- Job application : Job application
- Report submission : Report submission
Greetings: adapt the tone to your recipient
Unknown recipient
- To whom it may concern, : To whom it may concern,
- Dear Sir/Madam, : Dear Sir/Madam,
Formal communication
- Dear Mr. Smith, : Dear Mr. Smith,
- Dear Ms. Johnson, : Dear Ms. Johnson,
- Good morning Mr. Anderson, : Good morning Mr. Anderson,
Established professional relationship
- Dear John, : Dear John,
- Hello Sarah, : Hello Sarah,
Informal communication
- Hi team, : Hi team,
- Hey Mike, : Hey Mike,
Opening phrases: start the message well
Entry courtesy formulas
- I hope this email finds you well : I hope this email finds you well
- I hope you are doing well : I hope you are doing well
- I hope you had a good weekend : I hope you had a good weekend
- Thank you for your time yesterday : Thank you for your time yesterday
References and recommendations
- I was given your contact by… : I was given your contact by…
- Your name was recommended by… : Your name was recommended by…
- I’m writing on behalf of… : I’m writing on behalf of…
- I’m contacting you regarding… : I’m contacting you regarding…
Response to a previous exchange
- Thank you for your email : Thank you for your email
- Thank you for your prompt reply : Thank you for your prompt reply
- Following our conversation : Following our conversation
- Further to your email dated… : Further to your email dated…
- As discussed in our meeting : As discussed in our meeting
- Per our phone call : Per our phone call
- Regarding your request for information : Regarding your request for information
Express the objective: clarify the message purpose
Announce the general purpose
- I’m writing to inform you that… : I’m writing to inform you that…
- I’m writing regarding… : I’m writing regarding…
- The purpose of this email is to… : The purpose of this email is to…
- I would like to discuss… : I would like to discuss…
- I’m reaching out to… : I’m reaching out to…
- We regret to inform you that… : We regret to inform you that…
- I’m delighted to inform you that… : I’m delighted to inform you that…
Applications and opportunities
- I’m applying for the position of… : I’m applying for the position of…
- I’m interested in the role advertised… : I’m interested in the role advertised…
- Please find my CV attached : Please find my CV attached
- I would like to be considered for… : I would like to be considered for…
Commercial requests
- I would like to request a quote for… : I would like to request a quote for…
- Could you provide information about… : Could you provide information about…
- We are looking for a supplier who… : We are looking for a supplier who…
- We’re interested in your services : We’re interested in your services
Formulate requests: be polite and precise
Courtesy formulas for requesting
- Could you please… : Could you please…
- Would you be able to… : Would you be able to…
- I would appreciate if you could… : I would appreciate if you could…
- Would you mind… : Would you mind…
- I was wondering if… : I was wondering if…
- Would you be so kind as to… : Would you be so kind as to…
- I’d be grateful if you could… : I’d be grateful if you could…
Specific actions to request
- Send me the contract : Send me the contract
- Schedule a meeting : Schedule a meeting
- Provide feedback : Provide feedback
- Confirm the delivery date : Confirm the delivery date
- Review the document : Review the document
- Update the timeline : Update the timeline
- Share your thoughts : Share your thoughts
- Clarify the requirements : Clarify the requirements
- Process the payment : Process the payment
- Arrange a call : Arrange a call
Attachments: announce the documents
Announcement formulas
- Please find attached… : Please find attached…
- I’m attaching… : I’m attaching…
- The document is enclosed : The document is enclosed
- Please see the attached file : Please see the attached file
- Hereby attached : Hereby attached
- Please find below : Please find below
Common document types
- Quotation : Quotation
- Contract : Contract
- Invoice : Invoice
- Report : Report
- Presentation : Presentation
- Agenda : Agenda
- Minutes : Minutes
- Proposal : Proposal
- Specifications : Specifications
- Terms and conditions : Terms and conditions
Express agreement and disagreement
Mark agreement
- I completely agree with… : I completely agree with…
- That sounds perfect : That sounds perfect
- I’m on board with this idea : I’m on board with this idea
- This works for us : This works for us
- I think the same about… : I think the same about…
- That’s exactly what we need : That’s exactly what we need
- I support this proposal : I support this proposal
Express diplomatic disagreement
- I’m afraid I have to disagree : I’m afraid I have to disagree
- I see your point, however… : I see your point, however…
- I have some concerns about… : I have some concerns about…
- Unfortunately, this won’t work because… : Unfortunately, this won’t work because…
- I understand your position, but… : I understand your position, but…
- At the moment, I doubt that… : At the moment, I doubt that…
Propose alternatives
- Instead, I suggest… : Instead, I suggest…
- An alternative would be… : An alternative would be…
- What if we… : What if we…
- How about… : How about…
- My recommendation would be… : My recommendation would be…
- Perhaps we could consider… : Perhaps we could consider…
Manage urgency and deadlines
Create urgency
- This is time-sensitive : This is time-sensitive
- We need this by… : We need this by…
- Please prioritize this request : Please prioritize this request
- ASAP (As Soon As Possible) : ASAP (As Soon As Possible)
- At your earliest convenience : At your earliest convenience
- This requires immediate attention : This requires immediate attention
Indicate deadlines
- The deadline is… : The deadline is…
- We’re working to a tight deadline : We’re working to a tight deadline
- Please respond by… : Please respond by…
- This needs to be completed by… : This needs to be completed by…
- The project timeline requires… : The project timeline requires…
- We have a firm deadline of… : We have a firm deadline of…
Conclusion phrases
Await a response
- I look forward to hearing from you : I look forward to hearing from you
- I await your response : I await your response
- Please let me know your thoughts : Please let me know your thoughts
- I’m happy to discuss this further : I’m happy to discuss this further
- I would appreciate your feedback : I would appreciate your feedback
- Looking forward to your reply : Looking forward to your reply
Offer help
- Please don’t hesitate to contact me : Please don’t hesitate to contact me
- If you need any clarification… : If you need any clarification…
- I’m available for a call : I’m available for a call
- Feel free to reach out : Feel free to reach out
- Let me know if you have questions : Let me know if you have questions
- I’m here to help : I’m here to help
Thank in advance
- Thank you in advance : Thank you in advance
- Thanks for your time : Thanks for your time
- I appreciate your assistance : I appreciate your assistance
- Thank you for your consideration : Thank you for your consideration
Final courtesy formulas
Formal communication
- Yours sincerely, : Yours sincerely,
- Yours faithfully, : Yours faithfully,
- Best regards, : Best regards,
- Kind regards, : Kind regards,
Standard communication
- Best wishes, : Best wishes,
- Regards, : Regards,
- Thank you, : Thank you,
Informal communication
- Best, : Best,
- Thanks, : Thanks,
- Cheers, : Cheers,
Complete email examples
Information request email
Subject: Request for information on training programs Dear Ms. Thompson, I hope this email finds you well. I'm writing regarding the professional development programs offered by your organization. Could you please provide information about the upcoming English training courses for our marketing team? Specifically, I would like to know: - Course duration and schedule - Pricing for group bookings - Available dates in Q2 2024 Please find attached our company profile for your reference. I would appreciate your response by March 15th as we need to finalize our training budget. Thank you for your time and assistance. Best regards, David Chen HR Manager ABC Corporation
Commercial follow-up email
Subject: Follow-up on proposal submission Dear Mr. Anderson, Thank you for your time during yesterday's presentation. Following our meeting, I'm attaching the detailed proposal for the IT infrastructure upgrade project. The document includes the timeline, costs, and implementation phases we discussed. Could you please review the proposal and let me know if you need any clarification? I'm happy to schedule a follow-up call to address any questions. We would appreciate your feedback by Friday, March 22nd, to maintain the project timeline. I look forward to hearing from you soon. Kind regards, Sarah Mitchell Project Manager Tech Solutions Ltd.
Diplomatic complaint email
Subject: Delivery delay - Order #2024-156 Dear Customer Service Team, I hope you are well. I'm writing regarding our order #2024-156 placed on February 10th. The expected delivery date was March 1st, but we have not yet received the shipment. Could you please provide an update on the delivery status? This order contains materials critical to our production schedule, and the delay is impacting our operations. I would appreciate your prompt response and a revised delivery timeline. If there are any issues we should be aware of, please don't hesitate to contact me directly. Thank you for your attention to this matter. Yours sincerely, Mark Williams Procurement Manager Manufacturing Plus Inc.
Mastering this vocabulary allows writing effective professional emails in English. Each situation requires an approach adapted to the context and relationship with the recipient.
