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Business Email Phrase Bank
40 ready-to-use phrases, sorted by situation. Keep it next to your inbox and never stare at a blank email again — from the opening line to the sign-off.
How to use it: pick one phrase per situation that fits your tone, and reuse it. Most phrases are neutral-to-formal, safe for clients and colleagues alike. Swap the bracketed parts for your own details.
1 · Opening
Neutral / formal
- I hope this email finds you well.
- Thank you for your email of [date].
- It was a pleasure meeting you at [event].
- I am writing with regard to …
2 · Stating your purpose
Neutral
- I am writing to enquire about …
- The reason I am contacting you is …
- I would like to follow up on …
- Just a quick note to let you know …
3 · Making a request
Polite / formal
- Could you please send me …?
- I would be grateful if you could …
- Would it be possible to …?
- We would appreciate it if you could confirm …
4 · Good news
Neutral / warm
- I am pleased to inform you that …
- We are happy to confirm that …
- Good news — …
- I am delighted to let you know that …
5 · Bad news
Diplomatic / formal
- Unfortunately, we are unable to …
- I regret to inform you that …
- I am afraid there has been a delay with …
- After careful consideration, we have decided …
6 · Attachments & references
Neutral
- Please find attached …
- I have enclosed … for your reference.
- As mentioned in my previous email, …
- Please refer to the document below.
7 · Arranging a meeting
Neutral
- Would [Tuesday at 3 pm] suit you?
- Please let me know your availability next week.
- Shall we schedule a call to discuss this?
- I am available at your earliest convenience.
8 · Apologising
Sincere / formal
- Please accept my apologies for …
- I apologise for any inconvenience caused.
- Sorry for the delay in getting back to you.
- Thank you for your patience regarding …
9 · Following up / chasing
Polite
- I wanted to gently follow up on …
- Just checking in to see if you had any thoughts on …
- I look forward to your reply.
- Please let me know if you need anything further.
10 · Closing & sign-off
Neutral / formal
- Thank you in advance for your help.
- Do not hesitate to contact me if you have questions.
- Kind regards, / Best regards, (neutral)
- Yours sincerely, (formal, named recipient)
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