English for Emails

Useful phrases and vocabulary

The following phrases are colour-coded according to how forma they are:

Blue = more formal

Black = standard
Green = (very) informal

Please note that this is only an approximate guide. Where a phrase is too formal or too informal
often depends on the context of the email and your personal writing style.

Salutation

Attaching files

When you dont know the name:

Dear Sir or Madam
To whom it may concern
Hello
{no salutation}

Im sending you/attaching
Ive attached
Please find attached
Im sending you the price list/document as an
attachment.

When you know the name:

Dear Mr., Mrs., Ms.
Dear John or Ali or Huda
Hello Ahmed
Hi Salem
Hey Fahad
Abdullah
{no salutation}

When things go wrong:

Im afraid you forgot to attach the file/
Im afraid I cant open the file/document.
Can/could you send it again in format, please?

When writing to a group:

Dear all
Hi everyone

Opening sentence

Making enquiries

Replying to an email:
Thanks very much for your email.
This is to say thanks for your email.
Giving a reason:
Im (just) writing to
clarify
Just a (quick) note to
confirm
Just a short email to
inform you
follow up on
let you know
reply to
request
tell you
thank you
update you

I am interested in receiving/finding out

I would like to receive
We would be grateful if
Could/can you please send me ?
Please send me
Would you be able to (help) ?
Can you help?
Id appreciate a reply asap.
Please answer asap.

English for Emails

Replying to an enquiry

Making arrangements

Thank you for your interest.

Im pleased to send you
Im sending you (in an attachment)
Please find the requested information
attached.
We hope you find this satisfactory.
We hope you are happy/satisfied with this.
Thanks for choosing

Just a quick note to arrange a time to meet.

Im writing to set up/arrange
How/What about Tuesday?
Is OK?
Where should we meet?
Should I pick you up at/from ?
Could you collect me at ?

When there will be a delay:

Your request is being processed.
We are working on your request.

Informing

Confirming arrangements

Id like to inform you of

Just a few comments about your last mail:
Im writing to tell you about/let you know
Just a note to say
Heres the low-down on
Just to update you on
FYI: This is to let you know
Hope this helps.
Let me/us know if you need anything else.

Id like to confirm
Just writing to confirm
Tuesday is good for me.
Please send me an email by 5 pm today to
confirm this.
Looking forward to seeing/meeting

Requesting action

Changing arrangements

Have you yet?

Can you send to me by Friday, please?
I need by Thursday.
Please get/keep in touch.
Keep me posted.

Im sorry but I cant do/make do/make

Thursday.
This tis to let you know that Ive had to put
off/postpone
Im writing to call off/cancel
Im afraid I cant make/manage Friday. How
about instead?

Replying

Giving good news

Thanks for your email

In reply to your email, here are
Re your email, I
Youll find the info(rmation)attached.
Ill get back to you asap
Ill follow up the points mentioned in your
email

I am/We are pleased to inform you

Im happy to tell you
Youll be happy/delighted to hear that
Im sorry, but

English for Emails

Giving bad news

Friendly ending

We regret to tell/inform you

Im sorry, but
I am afraid that
Unfortunately,

When you want a reply:

I look forward/Looking forward to hearing from
you/to your reply.
Hope to hear from you soon.
Id appreciate a reply asap.
Offering more help:
Do not hesitate to contact us if you need any
assistance.
Feel free to get in touch
If you have any other questions
If you need more help.
With any questions.
Let me know if you need anything else/if I can
help you further.
General:
Thanks for your help/cooperation.
Hope all is well with you.
Have a nice day/weekend!

Complaining

Close

Im writing to complain (about ).

Were not happy with
I was disappointed to find/hear
Im afraid that
Unfortunately,

Yours sincerely
Kind/Best regards
Regards
Best wishes
All the best
Best
See you (soon)
Take care
Bye (for now)
{just the name or initials}
{no close}

Apologizing
For a delay in answering:
I do apologize for the delay in replying.
Sorry for the delay in getting back to you.
Sorry this is so late.
For not being able to help:
Sorry, I dont know.
Im afraid I cant help you.
For something more serious:
We must apologize for
We deeply regret
My sincere apologies (close)
We apologize for any inconvenience
caused.
Please accept our apologies.
Im so sorry

English for Emails

Useful verbs (in context)

to apologize
to appreciate
to arrange
to ask (if)
to assist
to clarify
to complain
to confirm
to contact
to enquire
to follow up
to get in touch
to inform
to let sb know
to need
to postpone
to put off
to receive
to regret
to reply
to send
to sort out
to touch base
to update
to write

Id like to apologize for any inconvenience caused.

Wed appreciate a reply /Id appreciate it if you could send me
Im writing to arrange a meeting /Can you arrange for somebody to collect me ?
Could I ask you to send me ? / This is to ask if you could
Please let us know if we can assist you in any way.
I am writing to clarify the terms of the agreement.
Im writing to complain about /Im afraid I must complain about
Id like to confirm my booking/the date of our next meeting.
Please contact Mr. at our London office.
Id like to enquire about
Just wanted to follow up on that unpaid invoice.
Please get in touch (with me) asap.
FYI: This is to inform you that / inform you of a problem
Can you let me know the price of ?/This is to let you know that we
I need those figures on my desk before tomorrows meeting.
Im afraid weve had to postpone the conference.
Sorry, but were going to have to put off the meeting till next week.
Weve just received the invoice
We regret to inform you that
I am writing to reply to your enquiry about
We are sending you the handbook as an attachment.
Please can you sort out the mess with the accounts!
Just wanted to touch base with you before the meeting.
This is to update you on the Johnson account.
Im writing to let you know

Abbreviations and acronyms

& (ampersand)
+
ad(vert)
am
appt
asap
at the mo
eg
etc
Ie
info
Pls
pm

and
plus/and
advertisement
in the morning
appointment
as soon as possible
at the moment
for example
Etcetera/and so on
in other words
information
please
in the afternoon

Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec

January
February
March
April
May
June
July
August
September
October
November
December

Mon
Tues
Wed
Thurs
Fri
Sat
Sun

Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday

Email, chatroom, and text-messaging:

re
w/e
wk
yr

regards
weekend
week
year/your

Thx
CU
2
U

Thanks
See you
To
you

FAQ
TIA
FYI
LOL

frequently asked questions

thanks in advance
for your information
laughing out loud