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Name Previous contact Formal / Neutral Dear Mr/Ms/Mrs Dupuis Dear Mary Thank you for your email of ... Further to your last email, ... I apologize for not getting in contact with you before now. I am writing in connection with ... I am writing with regard to ... In reply to your email, here are ... Your name was given to me by ... We would like to point out that ... I’m writing to let you know that ... We are able to confirm that ... I am delighted to tell you that ... We regret to inform you that ... Please find attached my report. I’m sending you ... as a pdf file. Could you give me some information about ... I would like to know ... I’m interested in receiving/finding out ... I’d be grateful if you could ... I wonder if you could ... Do you think I could have ... ? Thank you in advance for your help in this matter. I will ... I’ll investigate the matter. I will contact you again shortly. Would you like me to ...? If you wish, I would be happy to ... Let me know whether you would like me to ... Thank you for your help. Do not hesitate to contact us again if you require any further information. Please feel free to contact me if you have any questions. My direct line is ... I’m looking forward to ... (+ ing) Give my regards to ... Best wishes Regards
E-mails phrase bank 1
Informal Hi/Hello Mary Mary,... (or no name at all) Thanks for your email. Re your email, ... Sorry I haven’t written for ages, but I’ve been really busy. Just a short note about ... I’m writing about ... Here’s the ... you wanted. I got your name from ... Please note that ... Just a note to say ... We can confirm that ... Good news! Unfortunately, ... I’ve attached ... Here is the ... you wanted. Can you tell me a little more about ... I’d like to know ... Please send me ...
Reason for writing
Attachments Asking for information
Please could you ... Could you ...? Can I have ...? I’d appreciate your help on this. I’ll ... I’ll look into it. I’ll get back to you soon. Do you want me to ...? Shall I ...? Let me know if you’d like me to ... Thanks again for ... Let me know if you need anything else. Just give me a call if you have any questions. My number is ...
Promising action Offering help
Looking forward to ... (+ ing) Best wishes to .. Speak to/see you soon. Bye (for now)/All the best
..... but .... do you mean? I don’t understand this point.. forget my last email.. Checking understanding Technical problems Did you get my last message sent on .. but I may be wrong.? What about if we .... E-mails phrase bank 2 I look forward to working with you.. but I hope there will be another opportunity. I’m not sure what you meant by . The correct information is given below. ) I can see what you’re saying. (if .? could you clarify? Which ..) Okay. I’m sorry that we couldn’t use your services this time.? Do you think you could ... not . (if . We would be prepared to ...... How do you think we should deal with this? What do you think is the best way forward? Why don’t you . That’s fine..? Can you give me some more information about .. what I meant was .. Get back to me if there’s anything else... Can you explain in a little more detail? Are you sure about that? Sorry. Did you mean to send this? I don’t want to open it in case it’s got a virus. Please amend your records accordingly.? Sorry..? My main concern at this stage is . Asking for clarification Giving clarification Close . The main thing for me is ..Negotiating a project Asking for information Requests Emphasizing a main point Asking for a suggestion Making a suggestion Negotiating: being firm Negotiating: being flexible Negotiating: agreeing Next steps Closing What are your usual charges (fees/rates) for . but I can’t open the attachment.... Let’s talk next week and see how things are going..? Would you be able to .... Sorry.. I hope this clarifies the situation..? I understand what you’re saying about .) I am willing to .. Can you send it again? I got your email. I’ll be in touch again soon with more details. (but . I thought .. you forgot to attach the file. You’re right... I’ll check and get back to you. I’m happy with that for now..
. It sounds like a great idea.. Give me a call if anything changes.. This is to let you know that I will not be able to attend the next meeting next Thursday. Refusing Thank you for your kind invitation. Please accept my apologies. Prepare Please prepare .. What time would be convenient for you? Could we meet on (day) in the (morning) at (time)? I would be able to attend the meeting on Thursday morning. I won’t be around until after lunch.. I’m afraid I can’t make Thursday. Please bring to the meeting .. I would like to invite you to . I look forward to meeting you in Brussels. Unfortunately.. I’m afraid I can’t manage next Monday. I have another appointment on that day. That’s fine. I am sure that the meeting will be a great success. Please let me know if you will be able to attend. I’d like to confirm . Invitations Inviting Formal / Neutral We would be very pleased if you could come to . Any time after hat is okay. before the meeting. / attend our . E-mails phrase bank 3 Informal Just a quick note to arrange a time to meet. I’d love to come to the meeting.. Unfortunately. Thanks a lot for your kind invitation.. I have something else in my schedule on that day. Sorry... Re our meeting next week. I would be delighted to attend the meeting. How about . It would be helpful if you could bring .? Please let me know if you can make it.. Thursday is good for me. I’m out of the office until 2pm.. Any time after that would be fine. The date you suggest is fine. Would you like to come to .? I apologize for any inconvenience caused. Confirming Changing arrangements Close See you in Brussels..... Before the meeting it would be useful if you could prepare . When would suit you? How about (day) at (time)? Are you free sometime next week? I’m free Thursday am. I hope we will have the opportunity to meet on another occasion in the near future. Let me know if you need to change the arrangements. I wonder if we could move it to . I hope we can meet up soon... I will call/email you tomorrow to confirm the details. can’t make it next Monday. Informal I’m writing to invite you to . I am sure it will be very useful.Arrangements Meetings Reason for writing Suggesting time/place Saying when you are/ are not free Formal / Neutral I’m writing to arrange a time for our meeting. Good luck with the meeting! Accepting Thank you for your kind invitation. instead? Sorry for the inconvenience.... The date’s fine for me. I’ll get back to you if there’s a problem. That should be okay... Thanks a lot for the invitation..
.... Don’t you think that . It is necessary for me to ... That will be very expensive. I think it might be better to .? Please could you .. Please accept our apologies for . With regard/reference to . If you require any further information... We note that you have not .? Why don’t we .? Can I .? To be honest. Won’t that be a bit expensive? I’m not sure we can do that. Indirect: polite / diplomatic Could you .? There is a problem. I’m sorry for ...? But.. ..? Would you like me to .. . Actually..Writing Styles Example phrases Formal / Neutral Thank you for your email received 12 Feb. If you’d like more details.. I was wondering if you could . Latin / AngloSaxon origin Help / because of / ask / tell / facts / get / job / have / give / fix / ask for / needs / check (prove) Direct / Indirect Requests Asking for permission Offering help Making a suggestion Softening a strong comment Direct Can you . It is possible that I will .? I’m afraid there is a small problem.. I’m sorry to tell you that ........ ... We would like to remind you that .. but . I disagree.. I need to .. See you next week..... / Also..? What about . It seems there is a slight problem. ..... Wouldn’t it be better to ask Heidi? I can see what you’re saying..... let me know..? You haven’t ....../In addition.? Do you need any help with . / So.... (+ing)? Shall we ...... That might be quite expensive.? Could I .....? I was wondering if you could . Re ...? However.... I look forward to meeting you next week Assistance / due to / enquire / inform / information / obtain / occupation / possess / provide / repair / request / requirements / verify E-mails phrase bank 4 Informal Thanks for the email. I would be grateful if you could .. It will be better to ask Heidi... Shall I . / Therefore.... Don’t forget that . Is it all right if .. Would you like me to ...? I wonder if I could ....? Shall I .... Can I .. . please do not hesitate to contact me. that doesn’t give us much time... Could you . Please could you . That gives us very little time.... . . We can’t do that .? Perhaps we should . We regret to advise you that .. I might ...
I look forward to an early reply.. Please send us information about your product range and prices. terms of payment and delivery times. We dispatch the goods within 24 hours of a firm order. on orders over . You will note that our line of ... is on special offer...... However. Close Giving information (supplier) Thanks Giving factual information Thank you for your email of 4 June inquiring about . I am attaching a document that gives full details of ... We are a Turkish company exporting to the EU.. An early reply would be greatly appreciated. Our normal procedure is to ..Commercial Request for information (customer) Saying how you got the contact Giving reason for writing General requests Specific requests E-mails phrase bank 5 We met last Thursday on your stand at the Munich Trade Fair.. My direct line is...... we would like to know . May I suggest that I call you at your convenience to discuss the matter further? If you need any further information. Our experience in this field includes .... I am afraid that model is no longer available. (date) / within . which I found through Google. discounts. and for first-time customers our minimum order is $ 1. We are a manufacturer / supplier / provider of ... We can quote a price of . Please send full details of your prices.. We require payment by bank transfer / letter of credit. and we need . please do not hesitate to contact me.. and am sure that there is a market for your products here in Hungary.. We are interested in . I am attaching our current catalogue and price list as a pdf file. We can offer a discount of .... We can delivery by . . Saying what you are attaching Highlighting one or two key points Answering specific questions Close . We would be grateful for some information about .. Could you also say whether there is any minimum order. . I am emailing you off your website. We can supply the items you require directly from stock. CIF / FOB Istanbul. (period of time) The goods will be shipped 3 days from receipt of a firm order. You will also note that . You will see that .... We feel sure that ... In particular..... Our normal terms for first-time customers are .....000.
days and will keep you fully informed.500. We are confident that the goods will meet your expectations. Following my emails of (dates) I must inform you that we have still not received payment for the outstanding sum of $4. Please acknowledge receipt of this order. We hope to be able to ship your order within . I wrote to you on (dates) regarding the balance of $12. I wish to draw your attention to my previous emails of (dates) about the overdue payment on your account. Should there be any questions. your existing credit facilities have been suspended. and we must ask you to take immediate action to settle your account. In the meantime. A copy of the invoice is attached. Our completed order form is attached. We could appreciate your cooperation in resolving this matter as soon as possible.. Clearly. the sum of $4. If you have any queries on this mater. this situation cannot be allowed to continue.600 on your account.. Confirming an order (supplier) Open Your order has been received.500. If you have already dealt with this matter. we shall have no alternative but to take legal action to recover the money. please do not hesitate to contact me. or an explanation of why the balance is still outstanding. amounting to $4.500 is still outstanding on your account Please send a bank transfer to settle the account. We need a bank transfer in full settlement without further delay. On (date) I wrote to you regarding your company’s unpaid account . Unless we receive payment within seven days. and we give full bank details below. please disregard this email. You can track shipping details on our website. Due to exceptional demand these items are temporarily out of stock. May we please remind you that this amount is still outstanding. First reminder – action Second/third reminder – open Second/third reminder – action Final demand – open Final demand – action . I attach copies of both emails. According to our records.Making an order (customer) Open Close E-mails phrase bank 6 Thank you for your recent email. either by email or phone Close Asking for payment (supplier) First reminder – open We are writing concerning a payment of $12. We apologize for any inconvenience this may cause. and we accept your quotation. This sum is now two months overdue.600 for invoice number KJ678 which is now overdue. We can confirm that your goods have been shipped. We are very concerned that the matter has not yet receive your attention. We are very concerned that the matter has not yet received your attention. Thank you for your cooperation. please do not hesitate to contact me.
I will have no choice but to cancel my order. to complain about the poor service we received from your company. I have looked into the matter and .000 items.... I very much hope you will continue to use our services in the future. Please accept my sincere apologies.. Unless I receive the goods by the end of this week. I hope that you will deal with this matter promptly as it is causing me considerable inconvenience. despite my phone call you last week to say that it is needed urgently. I have spoken to the staff involved. please do not hesitate to contact me on my direct line. Can you leave it with me? I’ll look into the matter and get back to you tomorrow. but we cannot accept any responsibility in this matter. Once again. when I called your company staff . Please replace the faulty goods as soon as possible.. The goods were faulty / damaged / in poor condition.. however you . Close Thank you for bringing this matter to my attention... We’re doing everything we can to sort it out. Compensation To compensate for the inconvenience. We appreciate that this has caused you considerable inconvenience. The product I received was well below the standard expected... I hope you will accept my apologies for the inconvenience caused.. to draw your attention to the negative attitude of some people in your customer services section Our order dated 16 September clearly stated that we wanted 1. to complain about the quality of a product I bought from your website. in connection with my order FS690 which arrived this morning.. . There seems to be an error in the invoice /a misunderstanding.. I can assure you that this will not happen again.. Complaint Request for action Close Apologizing (supplier) Open Apologizing Denying responsibility Promising action I am writing in relation to your recent complaint.E-mails phrase bank 7 Complaints and Apologies Complaining (customer) Open I am writing . We will send replacement items / give you a refund immediately. I would like to apologize for the inconvenience you have suffered. I was very concerned to learn about . The equipment I ordered has still not been delivered. we would like to offer you . and ... If you have any further queries. We must insist on an immediate replacement / full refund.. Personal . We’re having a temporary problem with . Please accept my assurance that it will not happen again.. To make matters worse.
. ... In fact.. Frankly. Luckily... . I think it might be a good idea to . but surprising Something is obvious or already known Good/ bad fortune Saying what you really think Going back to a topic Changing the topic Summarizing with the most important point It seems that . (+ing) I hope I’ve helped a bit. Anyway.... Anyway. .. (+ing) I hope I have been of some help..... . What about .. .. Suggestions . Giving advice Open Giving advice Result Options Close Formal/Neutral I was sorry to hear about your current difficulties.E-mails phrase bank 8 Being Friendly You heard something. Well. . Have you thought of . (+ing)? That way.. Do you have any ideas about ... .. ... By the way. Informal I’ve got a bit of a problem.. To be honest... Anyway. .. (+ing)? This would mean that ... .. I think this option would be preferable to .. So. but you are not sure Something is true. . I think it’s better than . Unfortunately.. . Basically.... So. Obviously... Apparently... . .... Asking for advice Open Asking for advice Close Formal/Neutral I’d like your advice about a problem I have I was wondering if you had any ideas about . ... Informal I’m sorry you’re having such a hard time at the moment. . Of course .....? What should I do? Please email me when you get the chance.... Actually... .. I think you should .? What would you advise me to do? Please write back when you have the time and let me know what you think....
I was so sorry to hear about . It might be worth trying... and the other is from .. I am 26 years old and am currently studying for a degree in .... one is . You will also notice that ./ by phone any weekday afternoon. website. but I can see one or two problems. .. I am interested in applying for the post of... It sounds like a good idea...E-mails phrase bank 9 Making a suggestion I think we should / I suggest that we / Let’s go to ... You will notice that I . I am available for interview in .. University.. I feel that I would be well-suited for this job/have a lot of experience in . at .? I suggest. . Accepting Rejecting Special situations Thanks Good luck Congratulations Just a quick note to say many thanks for ..... but I don’t think it would work in practice. Many congratulations on your promotion / new job. at ... I look forward to hearing from you soon... I was delighted to hear the news about .. I was really sorry to hear you’re not well . Yours faithfully Close . For the last two months I have been working as a ... I would be grateful if you would consider my application... as well as .. It sounds like a good idea.. ...... Good luck with .? It’s a great idea! I think your idea would work really well. I have attached my CV as a Word document. Shall we / Perhaps we could/Why don’t we go to ... and you can email me or telephone me on the number below...I would like to take this opportunity to wish you every success in the future. I’m not so sure about your idea. If there’s anything I can do to help.... /How about going to . You will see from my CV that two people can be contacted as references.. .Hope you feel better soon... I am interested in this job because . let me know. I really appreciate everything that you have done. Best wishes Bad news Job Application Greeting Reason for writing Your background and experience The job itself Referring to your CV Final comments Dear Sir/Madam With reference to your advertisement on the .. Well done! Please give my best wishes/regards to ...
..g. balanced style . Linking words Sequence Talking generally Contrast Adding another point Examples Alternatives Real (surprising) situation Something is obvious Most important point Rephrasing Result/consequence New topic Firstly / secondly / finally In general / usually / on the whole However / nevertheless / on the other hand In addition / moreover / on another point For example / for instance / e..... Closing comments Please have a look at the report and let me have your comments.. .. .. here is my report.. As can be seen in table 1 / section 2 / figure 3.and I will discuss this in more detail below /in section 3.. Either . The graph/table shows that . It appears that . This has led to a situation where . Recommendations My specific recommendations are as follows.Reports Report structure Introduction / Background E-mails phrase bank 10 As requested at the Board meeting of 18 April. In fact.e. or .. Findings Signposts Conclusion / I (would like to) suggest /recommend that ... I have divided the report into three sections...2. / as a matter of fact Clearly / obviously / of course Especially / above all / in particular In other words / that is to say / i.. The findings / figures / results / investigations show that ... / alternatively / instead of . Please feel free to contact me if you have any questions.... see below... As mentioned above. / ... / actually... The report will discus / consider / describe / analyze / review . As a result / therefore / for this reason In relation to / regarding / with reference to Careful. The report is based on .. . .
Taking all the above points into consideration.. Substantially / considerably / much (+ comparative adjective) Significantly / relatively (+ comparative adjective) Marginally / slightly (+ comparative adjective) On balance. tends to be... Many / some . ...E-mails phrase bank 11 Giving both sides of an argument Making a statement less general Making a statement less certain In general . Making a comparison less strong Concluding .... On the whole .... ....... but . It seems / appears that . however ...... Usually / typically / often .. .... It is possible / probable that .
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