Basics

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

Giving information

Attachments Asking for information

Requests

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

Final comments

Close

Looking forward to ... (+ ing) Best wishes to .. Speak to/see you soon. Bye (for now)/All the best

. forget my last email. The main thing for me is . I’m sorry that we couldn’t use your services this time.. I’ll be in touch again soon with more details.) Okay.... but I may be wrong.. Get back to me if there’s anything else...? Can you give me some more information about ..... Sorry.. I’m not sure what you meant by ..? could you clarify? Which .. Checking understanding Technical problems Did you get my last message sent on . Did you mean to send this? I don’t want to open it in case it’s got a virus. (but ....? Sorry.? What about if we ..... Can you explain in a little more detail? Are you sure about that? Sorry.. but I hope there will be another opportunity. Let’s talk next week and see how things are going.. We would be prepared to .... E-mails phrase bank 2 I look forward to working with you... (if .? I understand what you’re saying about ..) I am willing to .. I’m happy with that for now. but . I thought .. Asking for clarification Giving clarification Close . The correct information is given below.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 .. Please amend your records accordingly... I hope this clarifies the situation.. That’s fine. How do you think we should deal with this? What do you think is the best way forward? Why don’t you . Can you send it again? I got your email.. not . do you mean? I don’t understand this point. (if . You’re right. but I can’t open the attachment...? Would you be able to . I’ll check and get back to you.. you forgot to attach the file. ) I can see what you’re saying.. what I meant was .? Do you think you could ....? My main concern at this stage is .

. Please prepare . before the meeting. I’ll get back to you if there’s a problem.. Invitations Inviting Formal / Neutral Informal We would be very pleased if you could come I’m writing to invite you to ... Good luck with the meeting! Prepare Accepting Thank you for your kind invitation.. I look forward to meeting you in Brussels.. Thanks a lot for the invitation. I will call/email you tomorrow to confirm the details. I have something else in my schedule on that day. This is to let you know that I will not be able to attend the next meeting next Thursday..? I would like to invite you to . Unfortunately.... Please bring to the meeting . I am sure it will be very useful....? I apologize for any inconvenience caused.. Any time after that would be fine. Please let me know if you will be able to attend. How about . Thursday is good for me.. Confirming Changing arrangements Close See you in Brussels. instead? Sorry for the inconvenience. It sounds like a great idea.. Re our meeting next week. Please accept my apologies. Would you like to come to . Thanks a lot for your kind invitation. Refusing Thank you for your kind invitation. Before the meeting it would be useful if you could prepare . I have another appointment on that day. The date’s fine for me.. I hope we can meet up soon. That’s fine. I wonder if we could move it to .. It would be helpful if you could bring . I would be delighted to attend the meeting. Any time after hat is okay. The date you suggest is fine. Unfortunately. I’m afraid I can’t make Thursday. Please let me know if you can make it. Sorry... / attend our . I’d like to confirm . I’m afraid I can’t manage next Monday. I’m out of the office until 2pm. 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’d love to come to the meeting. I won’t be around until after lunch.. to .. That should be okay.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. I am sure that the meeting will be a great success.. Let me know if you need to change the arrangements.. I hope we will have the opportunity to meet on another occasion in the near future. . can’t make it next Monday. Give me a call if anything changes. E-mails phrase bank 3 Informal Just a quick note to arrange a time to meet. When would suit you? How about (day) at (time)? Are you free sometime next week? I’m free Thursday am.

Please accept our apologies for . I was wondering if you could .......? There is a problem.? Could I . I would be grateful if you could ...? Please could you ...? Why don’t we . I think it might be better to ........ That will be very expensive. With regard/reference to .. but ... I might . Don’t forget that ..... Wouldn’t it be better to ask Heidi? I can see what you’re saying.... That might be quite expensive.. Would you like me to .. Could you .. let me know.? You haven’t .? Shall I . ... It will be better to ask Heidi.. Won’t that be a bit expensive? I’m not sure we can do that. .. Please could you ....? I wonder if I could ..... Shall I ...Writing Styles Example phrases Formal / Neutral Thank you for your email received 12 Feb... We regret to advise you that ../In addition. That gives us very little time... .? But. I disagree. I’m sorry to tell you that .? Would you like me to . If you’d like more details... We note that you have not ... / Therefore... We would like to remind you that .. please do not hesitate to contact me. If you require any further information. It seems there is a slight problem.. It is necessary for me to .? I’m afraid there is a small problem.. Is it all right if . / Also. . 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 ... I need to ....... Don’t you think that .? To be honest.... Indirect: polite / diplomatic Could you . ....... (+ing)? Shall we .... See you next week. I’m sorry for ... We can’t do that .. Can I . 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.? What about .? I was wondering if you could ...... ... / So. Actually.? However. .? Can I . It is possible that I will . Re .? Perhaps we should .? Do you need any help with .. that doesn’t give us much time..

We can delivery by . discounts... which I found through Google. We can offer a discount of ... Please send us information about your product range and prices.. I am attaching a document that gives full details of .. I am emailing you off your website.. and am sure that there is a market for your products here in Hungary. We can quote a price of .. In particular. Please send full details of your prices. is on special offer.. We would be grateful for some information about .... You will also note that .... We require payment by bank transfer / letter of credit.. We are interested in . You will see that ... I am attaching our current catalogue and price list as a pdf file.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. (date) / within . I look forward to an early reply.. Could you also say whether there is any minimum order.. We dispatch the goods within 24 hours of a firm order. and we need .. We are a manufacturer / supplier / provider of . Our experience in this field includes . However. You will note that our line of . My direct line is... We feel sure that . We are a Turkish company exporting to the EU.... on orders over . (period of time) The goods will be shipped 3 days from receipt of a firm order. please do not hesitate to contact me. .. terms of payment and delivery times.. May I suggest that I call you at your convenience to discuss the matter further? If you need any further information...... Close Giving information (supplier) Thanks Giving factual information Thank you for your email of 4 June inquiring about . Our normal terms for first-time customers are . We can supply the items you require directly from stock.000.. and for first-time customers our minimum order is $ 1.. we would like to know ...... An early reply would be greatly appreciated. CIF / FOB Istanbul.. I am afraid that model is no longer available... Our normal procedure is to . Saying what you are attaching Highlighting one or two key points Answering specific questions Close . .

amounting to $4. we shall have no alternative but to take legal action to recover the money. Due to exceptional demand these items are temporarily out of stock. your existing credit facilities have been suspended. I wish to draw your attention to my previous emails of (dates) about the overdue payment on your account. We are very concerned that the matter has not yet received your attention.. According to our records.500. First reminder – action Second/third reminder – open Second/third We need a bank transfer in full settlement without further delay. Final demand – open Following my emails of (dates) I must inform you that we have still not received payment for the outstanding sum of $4. We hope to be able to ship your order within .500. We could appreciate your cooperation in resolving this matter as soon as possible. this situation cannot be allowed to continue.. We apologize for any inconvenience this may cause. and we accept your quotation. either by email or phone Close Asking for payment (supplier) First reminder – open We are writing concerning a payment of $12. A copy of the invoice is attached. and we give full bank details below. Our completed order form is attached. reminder – action Clearly.Making an order (customer) Open Close E-mails phrase bank 6 Thank you for your recent email. Unless we receive payment within seven days. We can confirm that your goods have been shipped. Please acknowledge receipt of this order. I attach copies of both emails. In the meantime. please do not hesitate to contact me.600 for invoice number KJ678 which is now overdue. May we please remind you that this amount is still outstanding. We are very concerned that the matter has not yet receive your attention.500 is still outstanding on your account Please send a bank transfer to settle the account. If you have already dealt with this matter. please do not hesitate to contact me. This sum is now two months overdue. Should there be any questions. Thank you for your cooperation. I wrote to you on (dates) regarding the balance of $12. On (date) I wrote to you regarding your company’s unpaid account . Final demand – action . Confirming an order (supplier) Open Your order has been received. We are confident that the goods will meet your expectations. and we must ask you to take immediate action to settle your account. or an explanation of why the balance is still outstanding. the sum of $4.600 on your account. If you have any queries on this mater. please disregard this email. You can track shipping details on our website. days and will keep you fully informed.

. Can you leave it with me? I’ll look into the matter and get back to you tomorrow. I can assure you that this will not happen again. We must insist on an immediate replacement / full refund. Complaint Request for action Close Apologizing (supplier) Open Apologizing Denying responsibility Promising action I am writing in relation to your recent complaint. Please replace the faulty goods as soon as possible. Please accept my assurance that it will not happen again.. I was very concerned to learn about . 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. I will have no choice but to cancel my order. Once again. but we cannot accept any responsibility in this matter.... If you have any further queries. I very much hope you will continue to use our services in the future. Unless I receive the goods by the end of this week. We appreciate that this has caused you considerable inconvenience. I would like to apologize for the inconvenience you have suffered. we would like to offer you . I hope you will accept my apologies for the inconvenience caused. Compensation To compensate for the inconvenience. The goods were faulty / damaged / in poor condition. to complain about the quality of a product I bought from your website. There seems to be an error in the invoice /a misunderstanding...... please do not hesitate to contact me on my direct line. when I called your company staff . We will send replacement items / give you a refund immediately. Close Thank you for bringing this matter to my attention. Personal . I have looked into the matter and . however you . The product I received was well below the standard expected.. despite my phone call you last week to say that it is needed urgently. to complain about the poor service we received from your company... I have spoken to the staff involved.E-mails phrase bank 7 Complaints and Apologies Complaining (customer) Open I am writing . To make matters worse. The equipment I ordered has still not been delivered.. .000 items.. I hope that you will deal with this matter promptly as it is causing me considerable inconvenience.. Please accept my sincere apologies. and . We’re doing everything we can to sort it out. We’re having a temporary problem with ... in connection with my order FS690 which arrived this morning.

.? What should I do? Please email me when you get the chance. ... Well. . .. . Have you thought of .... ....? What would you advise me to do? Please write back when you have the time and let me know what you think... So. Apparently... Of course . So.. I think you should ... Giving advice Open Giving advice Result Options Close Formal/Neutral I was sorry to hear about your current difficulties. . To be honest. . Luckily.. I think it’s better than . 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 . Unfortunately. (+ing) I hope I’ve helped a bit... .. Suggestions . Anyway.. (+ing) I hope I have been of some help. Obviously.... ... In fact. Informal I’m sorry you’re having such a hard time at the moment.. Anyway... . but you are not sure Something is true.E-mails phrase bank 8 Being Friendly You heard something.. I think it might be a good idea to . Actually. (+ing)? That way.. .... Basically. .. (+ing)? This would mean that ... Informal I’ve got a bit of a problem... Do you have any ideas about .. . . I think this option would be preferable to .... 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 . By the way..... Frankly.... .. . Anyway... ... What about .

... Good luck with . I would be grateful if you would consider my application... let me know.. You will notice that I ... If there’s anything I can do to help. Many congratulations on your promotion / new job.... I’m not so sure about your idea... and the other is from .. I was really sorry to hear you’re not well .. I have attached my CV as a Word document.. /How about going to ... I am interested in this job because . I am available for interview in ....Hope you feel better soon... website.. I feel that I would be well-suited for this job/have a lot of experience in .. Well done! Please give my best wishes/regards to ... one is .. but I can see one or two problems. You will see from my CV that two people can be contacted as references. You will also notice that . . .? I suggest. It sounds like a good idea. ... University..... I really appreciate everything that you have done.. as well as . It sounds like a good idea.? It’s a great idea! I think your idea would work really well. Shall we / Perhaps we could/Why don’t we go to . I was delighted to hear the news about . I was so sorry to hear about . at . and you can email me or telephone me on the number below./ by phone any weekday afternoon...E-mails phrase bank 9 Making a suggestion I think we should / I suggest that we / Let’s go to . I look forward to hearing from you soon.. For the last two months I have been working as a .. Accepting Rejecting Special situations Thanks Good luck Congratulations Just a quick note to say many thanks for . 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 .I would like to take this opportunity to wish you every success in the future. I am interested in applying for the post of. at ... I am 26 years old and am currently studying for a degree in . but I don’t think it would work in practice.. It might be worth trying..... Yours faithfully Close .. ..

. In fact.... It appears that . .e.. As can be seen in table 1 / section 2 / figure 3. .. 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.and I will discuss this in more detail below /in section 3. / actually. or ... As mentioned above.. / alternatively / instead of . The graph/table shows that ..2..... .... / . see below. .. This has led to a situation where .... The report is based on . here is my report. I have divided the report into three sections. As a result / therefore / for this reason In relation to / regarding / with reference to Careful.. Findings Signposts Conclusion / I (would like to) suggest /recommend that . / as a matter of fact Clearly / obviously / of course Especially / above all / in particular In other words / that is to say / i. Either ...Reports Report structure Introduction / Background E-mails phrase bank 10 As requested at the Board meeting of 18 April. The report will discus / consider / describe / analyze / review . balanced style . The findings / figures / results / investigations show that ..g. Closing comments Please have a look at the report and let me have your comments.. Recommendations My specific recommendations are as follows... Please feel free to contact me if you have any questions..

... .. Substantially / considerably / much (+ comparative adjective) Significantly / relatively (+ comparative adjective) Marginally / slightly (+ comparative adjective) On balance.. . It seems / appears that ..E-mails phrase bank 11 Giving both sides of an argument Making a statement less general Making a statement less certain In general .... Usually / typically / often . Many / some . On the whole .. but ..... It is possible / probable that .. Making a comparison less strong Concluding . Taking all the above points into consideration.. tends to be.... however ...... ...

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