Writing professional English emails: 10 phrases that always work

You're sitting at your computer. The cursor blinks. You need to write an email in English - to a client, a colleague, a supplier. And suddenly you're second-guessing everything: Should I say "Dear" or "Hi"? How do I sound polite without being too formal? How do I come across as professional without sounding stiff?

If you've ever spent twenty minutes crafting an email that would have taken you two minutes in your native language, you're in the right place.

In this article, I'll share 10 universal phrases for English emails that work in almost any business situation - plus common mistakes to avoid, and a complete example email at the end.

Why English emails take so much time

The problem isn't your English skills. The problem is overthinking.

Many of my students tell me the same story: They translate mentally from their native language into English. They google every other phrase. They revise sentences three times because they're uncertain. And in the end, the email sounds... awkward.

Here's the truth: You don't need complicated phrases. You need a handful of reliable expressions you can use again and again - for requests, responses, scheduling, complaints, and follow-ups.

The anatomy of a good business email in English

Before we dive into specific phrases, here's the basic structure:

Greeting - formal or informal, depending on your relationship

Opening - brief introduction, possibly referencing previous communication

Main body - your request or message, clear and structured

Call-to-action - what do you expect as the next step?

Closing - polite concluding phrase

Sign-off - matching the tone of your greeting

Sounds simple? It is. Yet many people stumble over the details.

10 phrases that work in every English email

1. The greeting: "Dear" vs. "Hi" vs. "Hello"

Which greeting when?

• "Dear Mr/Ms [last name]," - first contact or very formal situations
  (And yes, it's correct to omit the period after Mr and Ms in British English!)

• "Dear [first name]," - when you know each other but want to keep it somewhat formal

• "Hi [first name]," - established, casual contact

• "Hello [first name]," - neutral middle ground between formal and casual

Common mistake: "Hello Mr Schmidt" sounds odd. Either "Dear Mr Schmidt" (formal) or "Hi Thomas" (informal).

2. Opening: Reference previous communication

Rather than jumping straight into your topic, create context:

• "Thank you for your email."

• "Following up on our conversation..."

• "As discussed in our meeting..."

• "Further to your request..."

Why this matters: It shows you're tracking the conversation thread and creates continuity.

3. Making a polite request

Avoid direct commands. Frame requests politely:

• "Could you please send me...?"

• "Would it be possible to...?"

• "I would appreciate it if you could..."

• "Would you mind...?"

Common mistake: "Please send me the report" sounds too direct. Better: "Could you please send me the report by Friday?"

4. Providing information

When you're explaining or sharing news:

• "I'm writing to inform you that..."

• "I'd like to let you know that..."

• "Please note that..."

• "Just a quick update on..."

Tip: "I'm writing to..." is more formal; "Just a quick update" is more casual. Choose based on context.

5. Suggesting a meeting time

Scheduling is one of the most common email situations:

• "Would [date/time] work for you?"

• "I'm available on [days]. Please let me know what works best for you."

• "Could we schedule a call/meeting for...?"

• "Let me know if you'd prefer a different time."

Common mistake: "We can meet on Monday" sounds too definitive. Better: "Would Monday work for you?"

6. Requesting confirmation

Need a response? Here's how to ask politely:

• "Please confirm receipt of this email."

• "Could you please let me know if this works for you?"

• "I'd appreciate your confirmation by [date]."

• "Looking forward to your reply."

7. Apologizing (professionally)

Mistakes happen. Here's how to apologize appropriately:

• "I apologize for the delay."

• "Sorry for any inconvenience caused."

• "I'm sorry for the confusion."

• "Thank you for your patience."

Common mistake: Over-apologizing seems unprofessional. One clear, brief apology is enough.

8. Following up

No response yet? Here's how to follow up politely:

• "I'm following up on my previous email regarding..."

• "Just checking in to see if you had a chance to review..."

• "I wanted to circle back on..."

• "Have you had a chance to...?"

Tip: Wait at least 2-3 business days before following up.

9. Expressing gratitude

Showing appreciation is always a good idea:

• "Thank you for your prompt response."

• "I appreciate your help with this."

• "Thanks for taking the time to..."

• "I'm grateful for your support."

10. The sign-off

How to end an email professionally:

• "Best regards," / "Kind regards," - universal, professional, neutral

• "Best," - slightly more casual but still business-appropriate

• "Thanks," - informal, when you know each other well

• "Sincerely," - very formal, typically for first contact

Common mistake: "Regards" alone feels cold. "Best regards" or "Kind regards" are better.

The 5 most common email writing mistakes

1. Too formal or too casual

Non-native speakers often swing between overly stiff ("I am writing to request...") or too casual ("Hey! Need that report!"). Find the middle ground.

2. Direct translation from your native language

Word-for-word translation rarely works. Think in English, not in your mother tongue.

3. Overly long sentences

Complex sentence structures from other languages don't always work in English. Keep sentences short and clear.

4. Missing politeness markers

English business communication is often more indirect than other languages. "Send me the file" sounds rude. "Could you please send me the file?" is better.

5. No clear Call-to-action

What do you expect from the recipient? Make it explicit: "Please confirm by Friday" or "Let me know if you need any further information."

Example: A complete business email in English

Here's a full email that combines all the elements:

Subject: Follow-up: Meeting Request for Q1 Planning

Dear Sarah,

Thank you for your email last week regarding the Q1 planning session.

I'd like to follow up and suggest a few dates for our meeting. Would any of the following work for you?

• Tuesday, 12 March, 10:00am

• Wednesday, 13 March, 2:00pm

• Thursday, 14 March, 11:00am

Please let me know which date suits you best, or feel free to suggest an alternative time.

I'd appreciate your confirmation by Friday so we can send out the agenda to the team.

Thank you for your time, and I look forward to our discussion.

Best regards,
Linda

What makes this email effective?

• Clear subject line

• Polite greeting

• Reference to previous communication

• Specific meeting options

• Clear deadline for response

• Professional but not stiff language

• Appropriate sign-off

Your email Cheat Sheet: Essential phrases at a glance

Making requests:

• Could you please...?

• Would it be possible to...?

• I would appreciate if you could...

Providing information:

• I'm writing to inform you that...

• Just a quick update on...

• Please note that...

Scheduling:

• Would [date] work for you?

• I'm available on...

• Could we schedule a meeting for...?

Following up:

• I'm following up on...

• Just checking in to see if...

• Have you had a chance to...?

Expressing thanks:

• Thank you for your prompt response.

• I appreciate your help.

• Thanks for taking the time.

Closing:

• Looking forward to your reply.

• Please let me know if you need anything else.

• I'd appreciate your confirmation by [date].

Practice is good - Feedback is even better

You can memorize every phrase in the world, but real improvement happens when someone reads your emails and tells you: "This sounds awkward" or "Something's missing here."

That's why I recommend: Write your emails, but occasionally have them checked by someone with advanced English skills. This could be a colleague, a language teacher, or a professional proofreading service.

At Linguages, I offer exactly that: I review your business emails, provide feedback on phrasing, tone, and structure - and help you avoid typical mistakes that non-native speakers make.

Your next step: Use these phrases in your next email

Choose one of the 10 phrases from this article and use it in your next English email. You'll notice: it goes faster, sounds more natural, and feels more confident.

And if you regularly write English emails, save your favorite phrases as templates. You'll save time and build confidence.

Need support with your English emails?

At Linguages, I've been helping professionals communicate more effectively in English for over 25 years -whether in emails, meetings, or presentations.

Book your free consultation now and let's work together on your email communication.

What email situation do you find most challenging in English? Making requests? Complaints? Follow-ups? Share in the comments!