6 Business Email Phrases Examples and When to Use Them

By Indeed Editorial Team

Published 20 April 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Almost every profession entails sending and receiving emails, and with emailing being a convenient and common practice, some people may get many emails a day. It's critical that the language you use in emails is welcoming, succinct and instructive. Whether you're writing an email to a colleague or supervisor or looking for a job, understanding the words and phrases you use in your emails can help you establish and maintain positive relationships. In this article, we discuss some of the most common business email phrases and explain when to use them to enhance communication.

Related: How to Reply to an Email With Template and Examples

6 business email phrases examples

Business email phrases are unique terms that professionals use to assist and direct their email receivers. Using direct and respectful language provides clarity to the individual reading your message. It's essential that phrases in a business email are informative, succinct, professional and courteous so that the reader knows where to look for information and understands the expectations. This clarity helps both sides communicate more effectively. Outlined below is a list of business email phrases you may begin utilising in your business emails to improve dialogues with your partners, colleagues, clients, leads and other recipients:

1. I hope you...

Email content that begins with best wishes may be a good approach to be social and nice. Remember that socialising is important in business, and it may not be necessary to appear formal or professional all the time. Nevertheless, be courteous and think deeply and seriously before bringing something potentially upsetting to the table. Here are some examples to get you started:

  • I hope everything is good with you: It demonstrates that you care about that individual. It's a polite and safe way to start a casual conversation.

  • I hope you had a wonderful week/weekend/day: It depends on the time or day of the week you contact them. This is one of the most commonly used phrases in business emails.

  • I hope you start feeling well soon: You can use this phrase when you know the person is recuperating from sickness or surgery and is unable to work.

  • I hope you had a good time on your vacation: It works when you know the individual was on break and you would like to resume a conversation that was interrupted due to it.

  • I hope you had a good time at [name of the event]: When following up on a business event that you arranged, utilising this statement gives a wonderful first impression, especially if you ask for anything in the email.

Related: Guide on How to Write an Email

2. I'm writing to you about...

It's essential that you first identify yourself and discuss the aim of the communication. If you've previously communicated with that individual, remind them of who you are. You have the option of being impersonal or doing your homework and researching the recipient. Because personalising your message to demonstrate that you're familiar with their work or activities increases the likelihood of obtaining a response. Here are some common email sentences for introductions and some ideas for customising them:

  • I'm writing to tell you that...: You might include anything connected to a past chat or encounter with the recipient here. You may also use this introduction to discuss upcoming events.

  • I'm writing to enquire/ask/confirm/let you know/keep you updated on/invite you to/ask for...: You can use this phrase to enquire for information, a job or to make an invitation without more ado. It's a technique to be straightforward while keeping the email brief.

  • I'm contacting you because...: This is a casual manner of introducing the reason for your contact.

  • Could I just take a moment of your time to...: This may be suitable if you would like to come across as very formal.

  • I read your [subject] article in [channel] on [day]. I couldn't help but think about...: This is a sample of how to start a conversation regarding something the receiver has recently written or done. Make sure you know exactly what you're talking about to avoid misconceptions and to avoid causing a negative reaction to them.

  • Congratulations on [what the individual has accomplished]! I'm sure it's motivating to see how this can assist...: People are always appreciative of genuine compliments. Be fully truthful in everything you say to them, and simply say what you're certain of regarding this accomplishment and don't embellish.

3. Thank you for...

Gratitude is a wonderful approach to hold your recipient's attention and overcome obstacles that arise when providing customer care, mostly because you concentrate on resolving these difficulties as quickly as possible. And occasionally, the consumer asks a basic query and doesn't realise it's a mistake, which you may end up exposing and emphasising. Below are some email sentences that can be useful in both situations:

  • Thank you for your patience and understanding: This phrase compliments the consumer while acknowledging the difficulty they're experiencing without apologising for mistakes that were unintentionally made.

  • Thank you for enquiring about/sending/attending...: This phrase demonstrates to others that you recognise and value their acts.

  • Thank you for contacting me: This is a more casual method of expressing gratitude for someone's interaction.

  • Thank you for your input/suggestions: It encourages criticism and recommendations, making the individual feel safe in continuing to provide them to you.

  • Thank you for informing me: This demonstrates that you recognise and appreciate what the individual has informed you about.

  • Thank you for your email regarding...: Depending on the topic of the preceding emails, this helps to remind the individual of what you're talking about and creates a more amicable chat.

Related: Guide on How to Start an Email (With Tips and Examples)

4. I'm sending you...

When it's important to convey attachments or even additional information that demands the recipient's special attention, the following are possible approaches to take:

  • I'm attaching [file name] to this email: Be mindful of defining the file's name and format, so the user feels more comfortable opening it.

  • I've attached [file name] for your consideration: Remember to provide the file's name and goals once again. Be mindful of outlining the purpose- whether it's for the individual to evaluate, double-check or edit.

  • Please review the information below for further information: You can use this phrase if you wish to draw attention to certain information, such as locations or important statements.

  • Here is the paper you requested/we discussed: This draws the recipient's attention to a previous question.

  • Could you kindly sign and return the accompanying paper by [date]: You can use this one when you require the recipient to send you a signed copy, and you have a deadline.

5. Please let me know….

If you're offering to help someone in the email, show that you're willing to do so. Demonstrate to the receiver that you're available to assist in any way possible. These sentences demonstrate to others that you're eager to assist them:

  • I'd be happy to...: It shows that you don't mind assisting, and the goal is to make the other person feel at ease asking you for anything they require.

  • Please let us know if there is anything else we can do for you: It's a formal manner of requesting further assistance.

  • Please let me know if you require any assistance: It's the most frequently used email term in this category. It's a casual way of letting others know you're there to help them when they need it.

  • Please do not hesitate to contact me/get in touch: It informs the recipient that they may contact you whenever they need.

  • If you have any questions, please do not hesitate to contact me: This works well as a supplement to lines like If you require any further information. It emphasises your willingness to assist.

Related: 10 Templates to Send Apologies for the Delay (With Tips)

6. Unfortunately...

It may be challenging to deliver bad news through email, but there are ways to do it nicely. It's possible that you could not meet the person's expectations and you may be disclosing this information through your message:

  • Unfortunately, we cannot/do not have the ability to...: This is the professional and courteous manner of responding negatively.

  • I'm afraid it won't be possible: You can use this casual statement in response to a negative response, followed by a brief explanation of why you could not fulfil the person's request.

  • We're sorry to tell you that...: It's a professional and courteous approach to breaking bad news. Explain why it won't happen immediately after stating this.

  • Following thoughtful deliberation, we have decided (not) to...: It demonstrates that you've evaluated what the individual has sent you. It's also a tactic for softening the dismal response.

  • Despite my best efforts...: You demonstrate to the individual that you've attempted to address a problem or offer them a gift.

  • It's against organisational policy to...: It's a manner of explaining why you can't do what the individual has asked for because it violates business policy.

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