Mastering Business English: Essential Phrases for Meetings, Emails, and Negotiations #02

Mastering Business English: Essential Phrases for Meetings, Emails, and Negotiations

Part 2: Essential Phrases for Professional Emails

Writing professional emails requires clarity, politeness, and the right tone. Whether you’re making a request, following up, or responding to a colleague, using the right phrases helps you maintain professionalism and efficiency in business communication.

1. Starting an Email Politely

The way you start an email sets the tone for the entire message.

• “Dear [Name], I hope this email finds you well.”

• “I hope you’re having a great start to the week.”

• “I hope you’re doing well.”

• “I am writing to follow up on…”

• “I wanted to reach out regarding…”

Mini-Dialogue (Email Example):

Subject: Follow-up on Marketing Proposal

Dear Sarah,

I hope this email finds you well. I am writing to follow up on the marketing proposal we discussed last week. Please let me know if you have any updates.

Best regards,

James

2. Making a Request Politely

When asking for something, being courteous increases the chances of getting a positive response.

• “Could you please provide an update on…?”

• “Would you be able to send me the report by Friday?”

• “I would appreciate it if you could…”

• “When you have a moment, could you…?”

Mini-Dialogue (Email Example):

Subject: Request for Updated Sales Report

Dear Michael,

I hope you’re doing well. Could you please provide an update on the sales report? If possible, I’d appreciate receiving it by Wednesday.

Thank you in advance.

Best,

Anna

3. Responding to Emails Professionally

Whether you’re accepting a request, declining politely, or asking for clarification, your response should remain professional.

• “Thank you for reaching out. I will review this and get back to you soon.”

• “I appreciate your email. Unfortunately, I won’t be able to meet that deadline, but I can deliver it by Monday.”

• “That sounds great. Please let me know if you need any additional details.”

• “Just to clarify, are you referring to…?”

Mini-Dialogue (Email Example):

Subject: RE: Meeting Agenda

Dear Mark,

Thank you for reaching out. I’ll review the agenda and share my comments by the end of the day. Please let me know if you need anything else in the meantime.

Best regards,

Lisa

4. Following Up Politely

If you haven’t received a response, a polite follow-up can help move things forward.

• “Just checking in to see if you had a chance to review my previous email.”

• “I wanted to follow up on my last message regarding…”

• “I understand you’re busy, but I wanted to see if there are any updates.”

• “When you get a chance, could you please provide an update?”

Mini-Dialogue (Email Example):

Subject: Follow-up on Contract Review

Dear Tom,

I hope you’re doing well. I wanted to follow up on the contract review we discussed last week. Please let me know if you need any additional information.

Looking forward to your response.

Best,

Rachel

5. Closing an Email Politely

Ending an email on a positive note leaves a good impression.

• “Looking forward to your response.”

• “Thank you for your time and assistance.”

• “Please let me know if you have any questions.”

• “Best regards,” / “Kind regards,” / “Sincerely,”

Mini-Dialogue (Email Example):

Subject: Confirmation of Meeting

Dear David,

Thank you for your email. I confirm our meeting for Thursday at 3 PM. Please let me know if you need anything else before then.

Best regards,

Emily

Final Thoughts

Writing professional emails requires both clarity and politeness. These essential phrases will help you communicate effectively and maintain professionalism in all your business correspondence.

In the next post, we’ll discuss key phrases for successful business negotiations. Stay tuned!