WRITING EMAILS BCFE

USEFUL PHRASES AND VOCABULARY

Salutations Giving a reason:

When you don’t know the name: I’m writing to ……. clarify….

Dear Sir/Madam Just a (quick) note to……. confirm….

To whomsoever it may concern Just a short email to …….. inform you…..

Hello (no salutation) Just a short email to …… inform you…..

When you know the name: follow up on….

Dear Mr, Mrs, Ms… let you know …..

Dear John reply to ……

Hello Ram request …..

Hey Sanjay tell you ….

Reema (no salutation) thank you ….

When writing to a group: update you ….

Dear all Attaching files

Hi everyone I’m sending you/attaching ….

Opening Sentence I’ve attached ….

Replying to an email: Please find attached ….

Thank you very much for your email. I’m sending you the price list/document as an attachment.

This is to say thanks for your email. When things go wrong:

I’m afraid you forgot to attach the file/…

Prof. Ramola Page 1

I’m afraid I can’t open the file/document. Can/Could you send it again in ……format, Your request is being processed.
please?
We are working on your request.
Making Enquiries
Informing
I am interested in receiving/finding out …..
I’d like to inform you of ….
I would like to receive …
Just a few comments about your last mail:
We would be grateful if ….
I’m writing to tell you about/let you know …
Could/Can you please send me ..?
Just a note to say ..
Please send me …
Here’s the low – down on …
Would you be able to (help) ….?
Just to update you on …
Can you help …?
FYI: This is to let you know …
I’d appreciate a reply asap.
Hope this helps.
Please answer asap.
Let me/us know if you need anything else.
Replying to an enquiry
Requesting action
Thank you for your interest.
Have you ……. yet?
I’m pleased to send you …
Can you send ……to me by Friday, please?
I’m sending you …. (in an attachment)
I need ……by Thursday.
Please find the requested information attached.
Please get/keep in touch.
We hope you find this satisfactory.
Keep me posted.
We hope you are happy/satisfied with this.
Replying
Thanks for choosing ….
Thanks for your email ….
When there will be a delay:

Prof. Ramola Writing Emails Page 2

In reply to your email, here are …. This is to let you know that I’ve had to put off/postpone ….

You’ll find the information attached. I’m writing to call off/cancel ….

I’ll get back to you asap … I’m afraid I can’t make/manage Friday. How about …… instead?

I’ll follow up the points mentioned in your email … Giving good news

Making arrangements I am/We are pleased to inform you ….

Just a quick note to arrange a time to meet. I’m happy to tell you ….

I’m writing to set up/arrange …. You’ll be happy/delighted to hear that …..

How/What about Thursday? Giving bad news

Is….. OK? We regret to tell/inform you …

Where should we meet? I’m sorry, but ….

Should I pick you up at/from ….? I am afraid that …

Could you collect me at ..? Unfortunately, ….

Confirming arrangements Complaining

I’d like to confirm …. I’m writing to complain (about….)

Just writing to confirm …. We’re not happy with ….

Tuesday is good for me. I was disappointed to find/hear …

Please send me an email by 5 pm today to confirm this. I’m afraid that …

Looking forward to seeing/meeting …. Unfortunately, …

Changing arrangements Apologizing

I’m sorry but I can’t do/make Tuesday. For a delay in answering:

Prof. Ramola Writing Emails Page 3

I do apologize for the delay in replying. Feel free to get in touch ….

Sorry for the delay in getting back to you. if you have any other questions

Sorry this is so late. if you need more help.

For not being able to help: with any questions.

Sorry, I don’t know. Let me know if you need anything else/if I can help you further.

I’m afraid I can’t help you. General:

For something more serious: Thanks for your help/cooperation.

We must apologize for … Hope all is well with you.

We deeply regret …. Have a nice day/weekend!

My sincere apologies Close

We apologize for any inconvenience caused. Yours sincerely

Please accept our apologies. Kind/Best regards

I’m so sorry … Regards

Friendly ending Best wishes

When you want a reply: All the best

I look forward/Looking forward to hearing from you/to your reply. Best

Hope to hear from you soon. See you (soon)

I’d appreciate a reply asap. Take care

Offering more help: Bye (for now)

Do not hesitate to contact us if you need any assistance.

Prof. Ramola Writing Emails Page 4