Business email phrases: 25 lines that make you sound professional
B1–B225 words
Professional email is formulaic, and that is a gift for a learner: a small set of fixed phrases covers most messages you will ever send. Learn them as whole chunks rather than word by word.
Where you will use it: Work email, client requests and follow-ups.
Business email phrases — The word list
| Word | Meaning |
|---|---|
| I hope this email finds you well | A neutral, polite opening.“Hi Anna, I hope this email finds you well.” |
| I'm writing regarding | States the subject of the email.“I'm writing regarding your invoice.” |
| as discussed | Refers to an earlier conversation.“As discussed, I've attached the draft.” |
| please find attached | Introduces an attachment.“Please find attached the contract.” |
| could you please confirm | A polite request for confirmation.“Could you please confirm the date?” |
| at your earliest convenience | As soon as it is reasonably possible.“Reply at your earliest convenience.” |
| just a quick reminder | A soft follow-up.“Just a quick reminder about Friday.” |
| apologies for the delay | A polite excuse for a late reply.“Apologies for the delay in responding.” |
| let me know if you have any questions | Invites further contact.“Let me know if you have any questions.” |
| I'll keep you posted | I will send updates.“I'll keep you posted on progress.” |
| looking forward to hearing from you | A warm closing before your name.“Looking forward to hearing from you.” |
| kind regards | A standard formal sign-off.“Kind regards, Maria” |
| thank you for getting in touch | Acknowledges that someone contacted you.“Thank you for getting in touch about the role.” |
| with reference to | Introduces the subject of a formal message.“With reference to your order, delivery is Friday.” |
| would you be available | Politely asks to arrange a time.“Would you be available for a call tomorrow?” |
| I would appreciate it if | Introduces a polite formal request.“I would appreciate it if you could reply today.” |
| for your information | Shares information that may be useful.“For your information, the office closes at four.” |
| to clarify | Introduces a clearer explanation.“To clarify, the fee includes delivery.” |
| further to our conversation | Refers to a recent discussion.“Further to our conversation, here is the quote.” |
| thank you for your patience | Recognises that someone has waited.“Thank you for your patience while we investigate.” |
| please do not hesitate to contact me | Invites the reader to ask for help.“Please do not hesitate to contact me with questions.” |
| I am pleased to inform you | Introduces positive formal news.“I am pleased to inform you that your request was approved.” |
| unfortunately, we are unable to | Introduces a polite refusal.“Unfortunately, we are unable to extend the deadline.” |
| could we reschedule | Politely asks to change an appointment.“Could we reschedule our meeting for Thursday?” |
| best regards | A professional but friendly sign-off.“Best regards, Daniel” |
Useful learning tips
- Learn in small groupsTake five words at a time and review them before adding more.
- Say the examples aloudReading each sentence aloud connects spelling, sound and meaning.
- Write your own sentenceUse each word in a true sentence about your life or work.
How to study this list
Add five or six of these words a day rather than the whole list at once, keep the example sentence on the card, and review them when they come due. WordNest schedules each word across seven growing intervals — same day, then 1, 3, 7, 14, 30 and 60 days — so the list is still with you months later. Read how spaced repetition works if you want the reasoning behind those numbers.
Studying business email phrases pairs well with our business English word list, office English vocabulary and linking words and connectors, or browse all free English word lists.
Related guides
Questions about this list
How can I practise Business email phrases?
Start with five words and say each example aloud. Then recall the word from its meaning and review it over several days.
Where can I use Business email phrases?
Work email, client requests and follow-ups.
How many words are in this list?
This list contains 25 English words with definitions and example sentences. It is a starting set, not a complete syllabus.
Turn this list into flashcards
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