Given below are the ready-to-use phrases that you can safely use in your written communication, particularly in your email communication without having to spend your time in thinking about what and how to write in a specific situation or setting. The typical phrases that can be used are given for formal as well as informal email communication.
In this post, the ready reckoner of the email phrases pertains to following types of email communication:
Email communication for arranging meetings
Email communication on invitations
Email communication on business deals/projects
Email communication on seeking/giving clarifications
Basics of Email Communication
Dear Mr/Ms/Mrs Homer
Bart, (or no name at all)
Thank you for your email of ...
Further to your last email, ...
I apologize for not getting in touch with you before.
Thanks for your email.
Re your email, ...
Sorry I haven’t written for ages, but I’ve been really busy.
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 ...
Just a short note about ...
I’m writing about ...
Here’s the ... you wanted.
I got your name from ...
Please note 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 ...
Just a note to say ...
We can confirm that ...
Attachment(s) to Email
Attached is my report.
I’m sending you ... as a PDF file.
I’ve attached ...
Here is the ... you wanted.
Could you give me some information about ...
I would like to know ...
I’m interested in receiving/finding out ...
Can you tell me a little more about ...
I’d like to know ...
Please send me ...
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.
Please could you ...
Could you ...?
Can I have ...?
I’d appreciate your help on this.
I will ...
I’ll investigate the matter.
I will contact you again shortly.
I’ll look into it.
I’ll revert to you soon.
Would you like me to ...?
If you wish, I would be happy to ...
Let me know whether you would like me to ...
Do you want me to ...?
Shall I ...?
Let me know if you’d 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 ...
Thanks again for ...
Let me know if you need anything else.
Just give me a call if you have any questions. My number is ...
I’m looking forward to ...
Give my regards to ...
Looking forward to ...
Best wishes to …
Speak to/See you soon.
Bye (for now)/All the best
Email Communication for Arranging Meetings
Purpose of Communication
I’m writing to arrange a time for our meeting.
What time would be convenient for you?
Just a quick note to arrange a time to meet.
When would suit you?
Venue and Time of Meeting
Could we meet on (day) in the (morning) at (time)?
How about (day) at (time)?
Are you free sometime next week?
I would be able to attend the meeting on Wednesday morning.
I’m out of the office until 2pm. Any time after that would be fine.
I’m afraid I can’t manage next Tuesday.
I’m free Wednesday ...am.
I won’t be around until after lunch. Any time after that is okay.
Sorry, can’t make it next Monday.
I’d like to confirm ...
That’s fine. I will call/email you tomorrow to confirm the details.
Wednesday is good for me.
That should be okay. I’ll revert to you if there’s a problem.
Request for Reschedule
This is to let you know that I will not be able to attend the next meeting next Thursday. I wonder if we could move it to ...? I apologize for any inconvenience caused.
Re our meeting next week, I’m afraid I can’t make Thursday. How about ... instead? Sorry for the inconvenience.
I look forward to meeting you in Los Angeles. Let me know if you need to change the
See you in LA. Give me a call if anything changes.
Email Communication on Invitations
Sending an Invite
We would be very pleased if you could come to ...
I would like to invite you to ... /to attend our ...
Please let me know if you will be able to attend.
I’m writing to invite you to ...
Would you like to come to ...?
Please let me know if you can make it.
Before the meeting it would be useful if you could prepare ...
It would be helpful if you could bring ...
Please prepare ... before the meeting.
Please bring to the meeting ...
Thank you for your kind invitation.
The date you suggest is fine.
I would be delighted to attend the meeting. I am sure it will be very useful.
Thanks a lot for the invitation.
The date’s fine for me.
Thank you for your kind invitation. Unfortunately, I have another appointment on that day. Please accept my apologies. I hope we will have the opportunity to meet on another occasion in the near future. I am sure that the meeting will be a great success.
Thanks a lot for your kind invitation. Unfortunately, I have something else in my schedule on that day. I hope we can meet up soon. Good luck with the meeting!
Email Communication on Business Deals/Projects
What are your usual charges (fees/rates) for ...?
Can you give me some more information about ...?
Do you think you could ...?
Would you be able to ...?
Highlighting a Point
My main concern at this stage is ...
The main thing for me is ...
How do you think we should deal with this?
What do you think is the best way forward?
Why don’t you ...?
What about if we ...?
Being Firm while Negotiating
I understand what you’re saying about ... (but ... )
I can see what you’re saying, but ...
We would be prepared to ... (if ...)
I am willing to ... (if ...)
Okay, I’m happy with that for now.
I’ll be in touch again soon with more details.
Let’s talk next week and see how things are going.
I look forward to working with you.
I’m sorry that we couldn’t use your services this time, but I hope there will be another opportunity.
Email Communication on Seeking/Giving Clarifications
Concerning Faulty Email Transmits
Did you get my last message sent on ...?
Sorry, you forgot to attach the file. Can you send it again?
I got your email, but I can’t open the attachment.
Did you mean to send this? I don’t want to open it in case it’s got a virus.
I’m not sure what you meant by ...? could you clarify?
Which ... do you mean?
I don’t understand this point. Can you explain in a little more detail?
Are you sure about that?
Sorry, what I meant was ..., not ...
I thought ..., but I may be wrong.
I’ll check and get back to you.
The correct information is given below. Please amend your records accordingly.
Sorry, forget my last email. You’re right.
I hope this clarifies the situation.
Get back to me if there’s anything else.
Stay tuned.....will soon be back with more inputs........