66 example expressions to make your emails clearer.

66 Expressions for Quicker and Better English Emails

Structure is important in so many things we do — even email! If you’ve ever seen the movie Inception, then you may remember that the crew could only enter your dreams if they communicated with precision. By using a structured language, they can deliver their message in the target’s mind and not just everywhere else. As a marketer, it’s important to use this type of structure when writing emails to avoid going on a tangent or repeating yourself in a different way. Using a conversational tone and varied structure ensures that you make the most of your email marketing campaigns by getting your message across clearly while also maintaining brand consistency.

For better organization, you will find the 67 expressions categorized by topics. Topics are divided by the beginning, middle, and end sections of an email. Within each topic, the expressions are in order of formality (1st – more formal. Last – more informal).

All expressions are suitable to use in a work/business context.

Beginning Section

Opening the email

1. To whom it may concern: (Use a colon after this phrase. Not a comma.)
2. Dear Sir/Madam,
3. Dear John,
4. Hi John,

Thanking the recipient

5. Thank you for your prompt reply.
6. Thanks for your email.
7. Thanks for the update.
8. Thanks for getting back to me.

Reasons for writing

9. I am writing with regard… to my purchase of… / to the complaint you made yesterday.
10. I am writing to… apply for the position of… / to ask for further information about…
11. I am writing to inquire about… (note: “inquire” is more common in American English)
12. I am writing in reference to…
13. Just a quick note to tell you that…
14. I wanted to… let you know that… / tell you about… / ask you if…

Middle Section

Requesting information

15. I would greatly appreciate it if you could provide me with ABC as it will help me in the report I am writing for XYZ.
16. Could you kindly let me know whether you can send…?
17. This is just a friendly reminder to ask you to send…
18. Could you please send me…?
19. Could you send me…?
20. Is there any chance you could send me…?

Status updates

21. The purpose of this email is to update you on the status of the packaging for your product…
22. I am pleased to inform you that your order is ready.
23. I’m contacting you regarding the analyst position…
24. I’m writing to let you know about sales results for this quarter…
25. I wanted to update you on…
26. I have some information for you about…

Apologizing

27. We would like to apologize for any inconvenience caused.
28. Please accept our apologies for…
29. We are extremely sorry for…
30. I’m afraid I will not be able to attend the opening day due to…
31. Apologies for taking a long time to get back to you.
32. I’m sorry for the delay.
33. I’m sorry, but I can’t make it to the meeting.

Asking for clarification

34. I’m afraid I don’t understand what you mean by XYZ. Could you please provide more details?
35. Regarding the new proposal, are you saying that we should omit the free add-ons?
36. Thanks for the email, David. I understand ABC, but could you please clarify what you mean concerning XYZ?
37. Everything’s clear on ABC, but you’ve lost me on XYZ. Any additional information would be greatly appreciated.

Confirming

38. As agreed, we will schedule the XYZ delivery between 9 and 11 am.
39. I’m just writing to confirm the time of our meeting…

Praising Performance

40. Thank you very much for taking the initiative to find a solution to the problem.
41. You can take pride in the work you have put into this project.
42. You have made a great contribution to the project.
43. The design work you did for the site was outstanding.

Congratulating somebody on a new job or position

44. I hear congratulations are in order.
45. I just heard you got the Manager’s job. Congratulations on the new position.
46. Congratulations on getting the new Manager position.
47. Well done for getting promoted.

Good luck wishes

48. I’d like to wish you all the best for…
49. I hope everything goes well with…
50. Good luck with…

End Section

Closing remarks

51. I would appreciate your immediate attention to this matter.
52. If you require any further information, feel free to contact me.
53. If you have any questions or concerns, don’t hesitate to let me know.
54. I look forward to hearing from you soon.
55. I look forward to meeting you again next week.
56. Please let me know if you have any questions.
57. Let me know if you need anything else.

Ending the email

59. Regards,
60. Best regards,
61. Kind regards,
62. Warm regards,
63. Best wishes,
64. All the best,
65. Best,
66. Thank you,
67. Cheers, (Very informal)