The Most Useful English Phrases & Expressions for Emails

The Most Useful English Phrases & Expressions for Emails

Email writing is an essential skill for both students as well as working professionals. It is one of the important & effective modes of communication. In this post, you are going to learn the most useful English phrases which will help you to write your email more effectively & get your message across in the right tone.

These English phrases & expressions are useful for formal as well as semiformal style of emails.

Before I write about the useful English phrases let’s look at the underlying structure of an email.

  • Subject line & opening salutation
  • Opening Sentences
  • Body of the email
  • Closing lines/conclusion
  • Signature

You can learn more about the email structure & top tips to improve your email writing skills here.

Now, here are the most useful email phrases:

Opening Salutation Phrases:

  • Dear Mr/Mrs/Ms (surname of the recipient, e.g. Mr. White)
  • Dear Sir/Madam (if you don’t know the name of the recipient)
  • Hello (Name)
  • Hi (Name)
  • Hi team (If the email is written to the entire team. Remember, the letter ‘T” will be in lower case & not the upper case)
  • Hi all (letter” A will be in lower case)
  • Good morning (Name)

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After addressing the recipient, you need an appropriate opening line that will not only indicate the context of the email but also it must coincide with the subject line.

Email Opening lines:

  • I am writing with regard to… (email subject)
  • I am writing in connection with… (email subject)
  • I am writing in reference to…
  • Thank you for taking the time to (write to us/give us some feedback etc )
  • Thank you for your email on (date)
  • This email is to confirm that…
  • I am writing to you about our last meeting/your presentation yesterday/our next event…
  • I am writing you to follow up on…
  • This is just a quick note to…
  • With reference to our conversation/meeting last week/month…( A reply to the previous email)
  • Thanks for your email this morning/yesterday/on Wednesday/last month…( A reply to the previous email)
  • Thanks for your feedback on/your invitation/your suggestion…( A reply to the previous email)
  • I regret/apologize for the delay in replying…( If you took long to respond to the previous email)
  • I’m sorry for taking so long to get back to you…( If you took long to respond to the previous email)
  • I’m delighted to tell you that…( When you deliver any good news)
  • We are excited to inform you that…( When you deliver any good news)
  • You will be pleased to learn that…( When you deliver any good news)
  • I regret to inform you that…(When you deliver any bad news)
  • I’m afraid that…(When you deliver any bad news)

After establishing your context of the email, you should proceed with an initial draft for the body of the email. As there are no formulas for the body of the text. It varies according to what you have to communicate. Therefore, after writing the initial draft you can come back & proofread your email.

You can write the closing line based on the message you are communicating:

  • I look forward to hearing from you soon
  • Thank you in advance
  • For further information, please do not hesitate to contact me
  • Please let me know if you have any questions
  • Thanks for your attention
  • Do not hesitate to contact us again if you need any further information
  • Let me know if there’s anything else I can help you with
  • Please feel free to contact me if you have any questions
  •  If you require any further information, feel free to contact me
  • Should you have any questions, feel free to connect with me
  • Any feedback you can give me on this would be greatly/highly/much appreciated
  • I would appreciate your help in this matter
  • We enjoyed working with you and look forward to… 
  • I would be happy to have an opportunity to work with your firm

Here are some most common phrases to end your email:

  • Best regards
  • Kind regards
  • Yours faithfully (if you began the email with ‘Dear Sir/Madam’ because you don’t know the name of the recipient)
  • Yours sincerely (if you began the email with ‘Dear Mr/Mrs/Ms + surname)
  • Regards

Note: There is a very common way to end your email with “Thanks & Regards”. However, that is an incorrect phrase to end your email with. You can end your email with either “Regards” or “Thanks” but not with both.

After writing ending lines, perhaps you wonder about the signature. The signature format shown below will work just fine in any style of email.

  • name and surname
  • job title
  • relative details about your company (name, address..)
  • link to the company website

Would you like personalized training on Business emails? Contact me at 9718743558 to learn email writing etiquette.

Here’s a useful link to know more about email writing.