Business Email Writing Cheat Sheet
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Parts of an Email
Basically, we have 6 parts of an email. The only really necessary one is #4, but all are important for sounding professional, thoughtful and complete.
1 – greeting
2 – social line
3 – opening line
4 – main point(s)
5 – closing line
6 – closing greeting
Useful phrases for opening emails
Opening greeting to one person
- Dear Gabby,
- Hello Gabby,
- Hi Gabby,
- To Whom it May Concern;
Opening greeting to more than one person
- Hello all
- Hi new students,
- To: All faculty members,
Social opening line / Friendly opening line
- How’s it going?/ How are things?/ How are you doing? How are you?
- (I) hope you had a good weekend/ a good evening/ a good trip (to…)
- I hope you (and your family) are (all) well.
Useful email opening lines
Opening line mentioning the last contact between you
- I got your contact from (person).
- It was so nice / a pleasure to meet you (at (place) (day)).
- Thanks for your phone call this morning / the information about / your interest in / your help with…
- I would like to follow up with you about / regarding
- Thank you for your email (yesterday) about…
- Thanks for your quick reply. / Thanks for getting back to me so quickly.
- Thanks for sending me / for contacting me about / for attending / asking us about / informing us / giving us feedback on / inviting me to / talking to me about…
- (I) just read your email about / (I) just got your message about / (I) just got your request for…
- Sorry for my late reply / Sorry it took me so long to get back to you / Sorry not to reply sooner (but/ but I had to…) / Sorry for the delay responding…
- Sorry it’s been so long since I was last in touch/ since my last email.
Opening line with the subject of the email
- I’m reaching out to you because (purpose of email)
- I am writing to you in connection with / with regards to / in relation to / regarding / concerning…
- I’m writing to you about the meeting next week / about your presentation yesterday / about…
- I’m writing (in order) to ask / to enquire / to confirm / to check / to inform you / to follow up on / to let you know / to tell you / to thank you / to invite you to / to update you on / to announce that / to ask for a favor / to…
- (This is) just a quick note to say…
- As promised/ As we discussed, I’m writing to send you/ to…
- I’m writing (to you) because I have just found out that / because I thought you’d like to know that / because I need / because…
- Sorry to write out of the blue, but…
- Sorry to write again so quickly, but/ Sorry to bother again so soon, but…
- Sorry, in my last email I forgot to…
Useful phrases for the main body of the email
Mentioning attachments etc/ Mentioning information elsewhere
- (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…).
- I’ve pasted in the table below. / I’ve copied in an image below. / I’ve put a copy of the information 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://…
Highlighting important information
- Please note that…
- Important: ….
- Could you (possibly)…?
- Would you mind sending me (something)?
- I was wondering if you could / if you would be able to…
- I’d be very grateful if you could take action in the next few days / if you could…
- I’d really appreciate (some help with)…
Enquiries/ Asking for information
- 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.
Answering questions/ Giving information
- 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/ Changing arrangements/ (Re) scheduling
- 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…
- 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…
Apologizing / Replying to complaints
- I was sorry to hear about…
- (First of all) I would like to apologize for…
- Please accept our (sincerest) apologies for the inconvenience caused / for any inconvenience caused/ for…
Instructions/ Commands/ Demanding action
- 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 / tell you that…
- We are sorry to say / announce that…
- I/ We would like to inform you that…
Useful phrases for closing emails
Closing line talking about the next contact between you
Closing line when you need a reply
- I look forward to hearing from you (soon / by deadline). / (I’m) looking forward to hearing from you (soon).
- Please let me know if that’s okay / if that is acceptable with you / if that sounds okay / if you can / if you can help / if you need an extension / if you need to reschedule.
Closing line offering more communication if needed
- (In the meantime) if you need any more information,… / If you require any further information (about/ in order to/ before you/ to help you… / If you need (any) more info, please let me know.
- If you have any (more) questions (about…),…
- … please do not hesitate to contact me. /… please contact me. / … please feel free to contact me. / please get in touch. / … just let me know. / … just drop me a line (at any time).
Closing line mentioning the next (face to face) meeting
- I look forward to seeing/ meeting you then.
- See you on Monday. / next week / next… / See you at (place).
- (I) hope we have the chance/ opportunity to meet again soon.
Other closing lines mentioning the next contact between you
- Speak to you soon / then (referencing a time or place). / on Monday / on…
Closing lines with apologies/ Closing lines when responding to complaints
- Let me know if that works for you. / I hope that is acceptable. / (I) hope that is okay (with you).
- Once again, please accept our apologies for any inconvenience caused / for the inconvenience caused / for any inconvenience this may have caused. / for the delay/ for…
- Thanks for your patience./ Thank you for your patience.
- Thanks for your understanding./ Thank you for your understanding.
Social closing lines/ Friendly closing lines
- Have a good evening / day / weekend / holiday / vacation / break / trip /…
- Say “Hi” to John from me. / Please send my (best) regards to John.
Other closing lines
- Thanks again (for all your help/ for the info/ for bringing this matter to my attention/ for…)
- (I) hope that helps.
- Sorry I couldn’t be more help.
- (I) hope that answers all your questions/ that’s clearer now/ that’s some help/ that meets with your approval/ that…
Useful closing greetings for emails
- Best regards / Regards,
- Thank you / Thanks,
- Best wishes
- All the best / My best
- Best wishes
How are you? I’m reaching out because our mutual friend Steve said I could ask you about your experience studying at Harvard University. I have just been accepted to study there and I wanted to speak to a few former students to find out how to make the most of the experience. Could you give me a few tips on that? If you have time, I’d love to schedule a time to talk with you on the phone. Let me know if that would work for you.
How’s it going? Congratulations for being accepted to Harvard! Sure, I would be happy to share as much as I can about my experience studying there.
I’m available at the following times:
- Wednesday at 2pm
- Thursday at 12pm
Let me know if one of those works for you and send me your phone number. I look forward to talking with you.
I hope you had a good weekend! Thanks so much for making time to talk with me. The best time for me would be Thursday at 12pm. My phone number is 321-123-4321. I look forward to “meeting” you on the phone then.
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