Essential Business English Email Expressions

Writing professional emails in English requires specific phrases and expressions. This guide covers the most useful patterns for business communication.

Email Structure

Opening Greetings

For formal emails:

  • Dear Mr./Ms. [Last Name],
  • Dear [First Name], (if you know them)
  • To Whom It May Concern, (when unknown)

Closing Phrases

  • Best Regards,
  • Thanks & Regards,
  • Sincerely,
  • Kind Regards,

Making Requests

Polite Request Patterns

Kindly [action]
- Kindly test and confirm
- Kindly review the attached document
- Kindly let me know your availability

I would like to [action]
- I would like to inform you about the schedule change
- I would like to request your feedback

Could you please [action]
- Could you please review this by Friday?
- Could you please confirm receipt of this email?

Referencing Previous Communication

In the trail email
- I've provided the responses to your queries in blue text in the trail email.

As mentioned previously
- As mentioned previously, the deadline is next week.

Further to our conversation
- Further to our conversation, I'm sending the documents.

Apologizing

My apologies for [something]
- My apologies for the delayed response
- My apologies for any inconvenience caused
- My apologies for the confusion

Making Announcements

This is to announce that [statement]
- This is to announce that there will be a maintenance window this weekend.

I would like to inform you that [statement]
- I would like to inform you that the meeting has been rescheduled.

Confirming Information

Kindly find [item]
- Kindly find our comments inline
- Kindly find the attached report

Please find attached
- Please find attached the requested documents

So far
- Have been finished so far
- No issues reported so far

At the latest
- I should complete the task today at the latest
- Please respond by Friday at the latest

Progress Updates

Work on it
- We will work on it and update you shortly
- Our team is currently working on this issue

Incorporate
- Our team is working to incorporate the changes
- We will incorporate your feedback in the next version

Useful Prepositions

~through / via

Via [method]
- Will be discussing the scenarios via WhatsApp channel
- Please submit your request via the portal

~together with

Along with
- We have understood the process of PAN + DL and PAN + VID along with photo capture
- Please send the report along with supporting documents

~before

Prior to
- Prior to our QA in next week, please complete testing
- Prior to the meeting, please review the agenda

~because of

Due to
- This is to announce that there will be a delay due to technical issues
- Due to unforeseen circumstances, the event is postponed

~regarding

In terms of
- In terms of engineering, below tasks should be done
- In terms of budget, we are within limits

Common Abbreviations

Abbreviation Meaning
PFA Please Find Attached
FYI For Your Information
FYR For Your Reference
ASAP As Soon As Possible
ETA Estimated Time of Arrival
EOD End of Day
WRT With Respect To
TBD To Be Determined
N/A Not Applicable

Additional Useful Expressions

Adding Information

~ as well
- Please include the summary as well
- We need the budget report as well

Also
- Also, please note the updated timeline

Expressing Understanding

Noted
- Noted with thanks
- Well noted, we will proceed accordingly

Following Up

Following up on
- Following up on my previous email...
- Following up on our discussion yesterday...

Just checking in
- Just checking in to see if you had a chance to review...

Tips for Professional Emails

  1. Be concise: Get to the point quickly
  2. Use bullet points: For multiple items or action points
  3. Proofread: Always check for typos and grammar
  4. Clear subject lines: Summarize the email content
  5. Appropriate tone: Match formality to the relationship
  6. Call to action: Be clear about what you need

Sample Email Template

Subject: [Clear, specific subject]

Dear [Name],

[Opening - state purpose]

[Body - provide details]
- Point 1
- Point 2
- Point 3

[Closing - call to action or next steps]

Please let me know if you have any questions.

Best Regards,
[Your Name]

Mastering these expressions will help you communicate more effectively in professional English environments.