Business Writing Tips

Useful phrases for the main body of the email

Once you have mastered how to open and close an email, you are ready to go one step further. Learn how to express the same message in different ways and ensure that always your emails are written just to the point!

10 frequent emails

It is frequent to receive emails that are templated. Maybe too formal? Definite too impersonal! The formality of the email will depend on the relationship you have with the reader. Whatever you write you should make sure that you use the same style and tone all over the email. The following sentences will help you to build the basis of your email so you can play around.

Attachments

Generally, people are pressed of their habit and end using always the same phrase. It would be good if you use to have more than one option so your emails do not sound always pre-defined.

  • (For your reference,) please find the information/ the document/ some data/… attached.
  • Please see (the information/ the website/ the diagram/ the…) below (for more details/ for…).
  • If you look at the first line/ bullet point/ paragraph/ section/ page of… (below), you will see that…
  • The parts in bold/ in red/ in green/… are my comments/ are my boss’s feedback/ are the changes in the second draft/ are…
  • I’ve pasted in…. below./ I’ve copied in…. below./ I’ve put a copy of… below.
  • I’ve attached…/ … is attached.
  • Here’s the… (that I promised/ that you asked for/ that I mentioned/ that…)
  • More information on this is available at http://…/ on the intranet/ in pg.. of our catalogue/…

Highlighting important information.

Please note that…/ NB…

Request

  • Could you (possibly) tell me…?
  • (First of all) I’d like to know…
  • My (first/ second/ third/ next/ last/ final) question is about…
  • I (also) have a question about…
  • (If possible) I (also) need to know…
  • My three (main) questions are below./ Please find my three (main) questions below.

Asking information or Answering questions

  • You (also) asked us about…
  • The answers to your question are below./ Please find my answers below.
  • In answer to your first/ second/ third/ last question…
  • To answer your question about…

Making arrangements

  • I’d like to meet on… if you are available/ free then.
  • I’m available on… , if that is convenient/ okay with you.
  • I’m afraid I can’t make… (because…) How about…?
  • (Due to…) I’m afraid we need to put forward/ delay/ postpone/ put back/ cancel/ call off/ reschedule/ move/ rearrange…

Making complains

  • I’m afraid I was not (very) happy with…
  • Unfortunately, … was not (really) what I expected.
  • I’m afraid I was not (completely/ fully) satisfied with…

Apologising

  • I was sorry to hear about…
  • (First of all) I would like to apologise for…
  • Please accept our (sincerest) apologies for the inconvenience caused/ for any inconvenience caused/ for…

Giving instructions

  • Just a (quick/ brief/ friendly) reminder that…
  • (In future/ From now on/ From next week) please make sure that you…/ Please ensure that you…

Giving bad news

  • We regret to inform you that…
  • We are sorry to announce that…

Making announcements

  • I/ We would like to inform you that…

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