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1. Career development
2. 100 Email Phrases To Improve Business Communication

100 Email Phrases To Improve Business

Communication
Indeed Editorial Team
Updated February 27, 2023
Nearly every job involves sending and receiving emails. Sometimes people
get hundreds of emails in their inbox each day, so the language we choose
must be friendly, concise and informative. Whether you are drafting an email
to a supervisor or applying for a job, you can benefit from knowing the words
and phrases you use in your subject lines and emails.

In this article, we explain how common business email phrases improve

communication and list 100 phrases to choose from for each stage of the
process.

How do business email phrases improve

communication?
An email is a professional tool, and people use it every day. Business email
phrases are the specific words that professionals use to help guide the
recipients of their emails. Using direct and polite language gives the person
clarity as they read your message. Whether you're writing an email to make a
request, inform someone of something or apply for a job, the words you use
must be clear and convey your intended meaning. Business email phrases
should be informative, concise, professional and considerate so that the
reader knows where to find information and are clear about what is expected
of them. This clarity improves communication between both parties.

Related: Business Emails (With Templates and Examples)

14 phrases for email subject lines

Here are 14 phrases to consider using in the subject line of an email when
making requests, scheduling meetings or applying to jobs:

Meetings

Here are four email subject line phrases for setting meetings:

1. "Meeting request regarding... "

2. "Meeting follow-up needed"
3. "Request for an informal meeting"
4. "Please see meeting availability"

Requests

Here are five email subject line phrases to use when making a request:

1. "One quick request"

2. "Inquiry regarding… "
3. "Important information enclosed… "
4. "Follow-up needed regarding… "
5. "Please acknowledge receipt of this email"

New jobs

Here are five email subject line phrases to consider when applying for a new
job:

1. "Application for… "

2. "Referred by… "
3. "Cover letter and resume regarding… "
4. "Position available as... "
 5. "Thank you in advance for reviewing my application"

Related: 55 Subject Lines for Networking Emails

27 phrases for the opening lines of your email

The opening line of your email sets the tone of your communication, and it
often lets the recipient know what is needed or expected of them. Here are 27
phrases to use for different types of email openers:

Informing or directing someone

Here are eight phrases for informing or directing someone in the opening lines
of your email:

1. "I am writing to you with regards to… "

2. "I am writing to you to follow up on… "
3. "I wanted to let you know that… "
4. "Your action is needed regarding… "
5. "Please see the following update"
6. "This is a quick note about… "
7. "Please acknowledge your receipt of this documentation by… "
8. "The following is to inform you of... "

Replying to an email

Here are seven phrases for using your opening lines to imply that your email
is a reply or response:

1. "Thank you for your email regarding… "

2. "Thank you for getting back to me so quickly"
3. "In response to your request for… "
4. "As per your request… "
5. "Thanks so much for your feedback on… "
6. "As requested, I am sending you… "
7. "I appreciate your email and... "

Apologetic phrases

Here are six phrases for apologizing in the opening lines of your email:

1. "My apologies for… "

 2. "I apologize for the delay in my response"
3. "I am so sorry to hear about… "
4. "My apologies for any inconvenience this may pose"
5. "Please accept my apology for... "
6. "I was out of the office earlier; my apologies for any delay"

Friendly greetings

Here are six social greetings you can use to start a friendly email:

1. "I hope this email finds you well"

2. "I hope all is well"
3. "It was great to see you on… "
4. "It was a pleasure meeting you… "
5. "I hope you are enjoying this lovely day"
6. "I'm so glad we had a chance to catch up during... "

Related: Top 11 Email Etiquette Rules to Follow for Professional

Communication

35 phrases for the body of your email

The body of your email often gives information and sometimes requires
action. Here are 35 phrases you can use for clear communication in any
situation:

Making a request

Here are five useful phrases for making a request in the body of your email:

1. “Please fill this form out by… ”

2. “Can you possibly… ”
3. “If possible, could you send me… ”
4. “It would be greatly appreciated if you could… ”
5. “Would you kindly respond by… ”

Asking direct questions

Here are six phrases to use when asking a direct question in the body of your
email:

1. “Please let me know what your thoughts are on this”

 2. “Is this course of action okay with you?”
3. “Please let me know if I have the green light on this”
4. “Would you please clarify… ”
5. “Could you please send me further details regarding… "
6. “Would you mind explaining that again?”

Sharing information or directions

Here are six email phrases to consider when sharing information or directions:

1. "Please note the following:"

2. "Quick heads up"
3. "I'm sending you a friendly reminder that… "
4. "It may serve you to know… "
5. "You may find this helpful:"
6. "When you… you'll need to... "

Attaching documents, forms or web addresses

Here are six phrases to use when attaching documents or websites in the
body of your email:

1. “Please see the following attachments”

2. “Review the attachments below”
3. “I've enclosed the [file name] below”
4. “Here are the documents we discussed earlier”
5. “Please find more information at the following website”
6. “I have attached a PDF file with all the information that you will need”

Scheduling

Here are six phrases to consider for scheduling appointments or phone calls
in the body of your email:

1. "Is it possible to postpone our meeting for the… "

2. "Would you be available for a phone call on… "
3. "Are you free on... "
4. "I'd like to schedule a meeting for… on… "
5. "The department will be meeting on… "
6. "Please join me for a group meeting on... "

Unpleasant news
Here are six helpful email phrases when delivering unpleasant news:

1. "I'm afraid I'm unable to… "

2. "Due to unforeseen circumstances… "
3. "Unfortunately, it goes against policy to… "
4. "Despite my best efforts, I was unable to… "
5. "Unfortunately, I regret to inform you… "
6. "Regretfully, I was unable to... "

Related: Written Communication Skills: Definitions and Examples

24 phrases for closing an email

Closing your email is important. It sets expectations and shows your
professionalism. Here are 24 email phrases to consider using:

Setting expectations

Here are 10 email phrases to use when setting expectations in your final
sentences:

1. "Please be advised this is a confidential email"

2. "Thank you in advance for your help with this"
3. "The information above is to be maintained on a need-to-know basis"
4. The expectation for you is to... "
5. "I would greatly appreciate it if… "
6. "I appreciate your cooperation in this matter"
7. "Your discretion regarding this matter is crucial"
8. "Your role in this project will be... "
9. "I look forward to hearing your thoughts about this matter"
10. "I'm excited to work with you on this project"

Apologetic remarks

Here are five phrases for apologizing in the closing lines of your email:

1. "Sorry that I couldn't be of more help"

2. "I appreciate your understanding in this matter"
3. "I apologize again for… "
4. "Once again, I appreciate your understanding… "
5. "I appreciate your patience and apologize for... "
Polite closing phrases

Here are nine polite phrases for at the end of an email:

1. “Be well,”
2. “Warm regards,”
3. “All the best,”
4. “Have a wonderful day!”
5. “Best,”
6. “Stay in touch!”
7. “With kind regards,”
8. “Regards,”
9. "Farewell,"