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Phrases for emails - formal

In general, longer phrases and words of Latin origin make

English more formal.

Salutation

Dear Mr / Mrs / Ms / Dr Onions.

Introducing yourself

My name is Alfredo Partridge.

I work in the HR department.
I am the new IT team leader.

Saying why you are writing

I am writing to thank you for the documents.

I am writing to request the following information:
I am writing to apologise for the delay in processing
your order.
I am writing to enquire about your availability in
March.
I am writing to confirm the arrangements for your
visit.
I am contacting all our employees worldwide.
I am contacting you to ask for some information.

Making reference

Further to your email of 13 September, ...

Further to our telephone call yesterday, ...
Further to our meeting on 8 June, ....
As requested, I have made a hotel booking in your
name.
Thank you for your quick response.

Making a request

I would be grateful if you could confirm that you are

available on the dates below.
I would appreciate it if you could give me some
indication of the completion date.
I was wondering if you could attend a meeting on 12
February.
Would you be able to give a presentation at the
board meeting tomorrow?

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I would like to know if you could provide us with the

complete report.

Making a suggestion

I propose we hold the meeting at our offices in

Manchester.
I suggest you postpone the start until after the
Christmas break.

Making a recommendation

I would recommend that you secure the services of a

good lawyer.
You are recommended to implement these changes
at the earliest possible date.
In our opinion you should consider updating your
entire system.

Promising

I will collect you from reception and take you to the

meeting room.
I will do my best to provide the information you
require.

Attaching documents

Please find attached the invoices dated 1 to 31

October.
The attached is my expenses form for February.

Apologising

I apologise for not providing you with this

information earlier.

Giving bad news

Unfortunately I will be unable to attend the meeting

on 11 April.

Giving a deadline

Your tax return needs to be submitted by the 31

January.

Making arrangements

I was wondering if you would be available for a

meeting next week.
I would welcome the opportunity to meet you and
discuss our requirements
I am available for a meeting on Wednesday in the
morning.
Would this be convenient for you?

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If you could confirm the suitability of this date, then

we can make all the necessary arrangements.
10.30 Tuesday 19 April suits me fine.

Complaining

We are not happy with this situation.

Giving a reason

This is due to an administrative failure on our part.

Due to prior engagements, I am unable to attend
the meeting on Thursday.
In order to assess the viability of the proposed
system, we require your feedback
Since we paid for next-day delivery, we are not
happy that our order has not yet arrived.

Offering further help

Please do not hesitate to contact me again if you

require any further information.
If you have any questions, do not hesitate to contact
me again.

Referring to future contact

I look forward to seeing you at the meeting.

I look forward to hearing from you soon.
I look forward to meeting you next week.
I look forward to receiving your reply.

Thanking in advance

Thank you in advance for your co-operation.

Thank you in advance for your help.

Closure

Best regards
Kind regards
Yours sincerely

Copyright © marcus evans linguarama 2012

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