Email Phrases: Getting the Tone Right

Adapting your message

It can be difficult to know what email phrases to use in your business emails. This depends on whom your audience is, and if the business situation is formal or informal.  You don’t want your emails to make a business partner uncomfortable, so it is important to use the correct email phrases at the correct times.  Using an email phrase that is too formal can make you seem stiff or cold, while using one that is too informal can make you seem presumptuous or arrogant.  Here are some good phrases to use in certain situations for both formal and informal writing.

Email phrases for formal business situations

• Talking about the last contact:  I am writing in reference to your last email about…
• Giving the reason for writing:  I am writing concerning…
• Giving good news:  I am pleased to inform you that…
• Giving bad news:  I’m afraid that…
• Asking for something:  Could you please…
• Sending an attachment:  Please find attached…
• Offering help at the end of an email:  If you have any questions, please don’t hesitate to ask.
• Talking about the next contact:  I look forward to seeing you next week.

Email phrases for informal business situations

• Talking about the last contact:  Thanks for your email.
• Giving the reason for writing:  I’m just emailing to…
• Giving good news:  I am pleased to say that…
• Giving bad news:  Sorry, but…
• Asking for something:  Can you just…
• Sending an attachment:  I’ve attached…
• Offering help at the end of an email:  If you’ve got any questions, feel free to ask.
• Talking about the next contact:  See you next week.

Using good email phrases at the right time can help you build business relationships more effectively. Let us know of any other suggestions you might have in the comments area below.