A good work email in English needs five kinds of phrases: an opener (“As discussed…”), a clear request (“Could you send…by Thursday?”), context (“For context…”), a follow-up line (“Just checking in on…”) and a sign-off that matches the relationship (“Thanks” for colleagues, “Kind regards” for formal contacts). Swap stiff phrases like “Please find attached” for “I’ve attached”.
Most work emails are built from the same small set of moves: open, ask, give context, follow up, close. If you have two or three good phrases for each, you can write almost any email quickly, and in the right tone.
Opening lines
With colleagues, skip the ceremony and get to the point. With first contacts and formal readers, one polite line is enough.
| Phrase | Tone | Example |
|---|---|---|
| As discussed, | Neutral | “As discussed, I’ve moved the review to Thursday at 2 p.m.” |
| Following up on… | Neutral | “Following up on yesterday’s call, here are the three options.” |
| Quick question: | Informal | “Quick question: do you want the slides in PDF or PowerPoint?” |
| I hope this finds you well. | Formal, first contact | “Hi Dr. Patel, I hope this finds you well. I’m writing about the research partnership.” |
| I’m writing on behalf of… | Formal | “I’m writing on behalf of the whole team to thank you.” |
“I hope this finds you well” is fine for a first email. With people you write to every week it feels stiff.
Making a clear request
The most useful rule in email: say exactly what you need and by when. Politeness comes from the structure, not from extra words.
- “Could you send me the numbers by Thursday?” Clear and polite.
- “Would you mind reviewing my slides before the call?” “Would you mind” is followed by “-ing”. If they answer “Not at all”, that means yes.
- “I’d appreciate it if you could confirm by noon.” A little more formal.
- “Action required: please approve your expenses by Thursday.” Use it in the subject line.
ASAP
Short for “as soon as possible”.
“We need the signed form ASAP or the payment will be delayed.”
How to use it: It can sound demanding. A specific deadline (“by 3 p.m. today”) is clearer and more polite.
Giving context and sharing information
- “For context, this client churned last year and just came back.” Background without a long story.
- “For your reference, I’ve added last year’s numbers at the bottom.” No action needed.
- “Adding Tom for visibility, since this affects his roadmap.” Explains why someone was added.
- “Just a heads-up: the office will be closed on Monday.” An early warning.
- “TL;DR: we’re delaying the launch by one week.” A one-line summary at the top. Internal only.
- “I want to flag that the vendor hasn’t signed the NDA yet.” A calm way to raise a risk.
Attachments and links
“Please find attached” is correct but old-fashioned. These sound more natural today:
- “I’ve attached the Q3 budget.”
- “Attached is the signed agreement.”
- “The file is too large, so here’s a link to the folder instead.”
Always name the file. “The attachment” makes the reader open it to find out what it is.
Following up and reminding
This is where tone goes wrong most often. Compare:
| Sounds impatient | Sounds professional |
|---|---|
| Per my last email… | As I mentioned on Monday… |
| I’m still waiting for… | Just checking in on the design files. Are we still on track for Friday? |
| Please advise. | How would you like to proceed? |
| Reminder!! | Gentle reminder that timesheets are due by noon today. |
| Why haven’t you replied? | Just bumping this up in case it got buried. |
Wait a few working days before you follow up, reply in the same thread, and end with a question that is easy to answer.
Apologizing without over-explaining
- “Apologies for the delay. The report is attached now.” Short, then deliver.
- “Sorry for the confusion. The correct link is below.”
- “I’m swamped this week. Could we move the review to Monday?” Honest, with an alternative.
- “I’m heads down on the audit today, so I’ll reply to messages tomorrow.”
Closing lines and sign-offs
| Closing line | Use it when |
|---|---|
| Let me know if you have any questions. | You’re genuinely available to answer. |
| I look forward to hearing from you. | Formal emails and applications. Note: “to hearing”, not “to hear”. |
| Happy to jump on a call if it’s easier. | A thread is getting long. |
| Thanks in advance. | Common, though some readers feel it assumes a yes. “Thanks for considering this” is softer. |
| I’ll get back to you by tomorrow afternoon. | You need time. Always add a time frame. |
For the sign-off itself: Best regards is safe almost everywhere, Best is a bit more casual, Thanks is natural with colleagues, and Kind regards suits formal or first contacts. Cheers is friendly but informal.
Chat is not email
Slack and Teams have their own register. “Ping”, “DM”, “huddle” and “FYI” are normal in chat and can feel too casual with senior external contacts by email. Keep decisions in public channels, reply in threads, and @-mention only the person who needs to act.
The free Email deck in WorkWords has 75 of these phrases, each with a real example and a note on when it sounds right. If your emails often follow a meeting, pair this with our list of business English phrases for meetings.
Frequently asked questions
Is “Please find attached” still correct?
It’s correct but old-fashioned. “I’ve attached the Q3 budget” or “Attached is the Q3 budget” sound more natural today, and naming the file saves the reader a click.
Is “Per my last email” rude?
It often reads as impatient or passive-aggressive. “As I mentioned on Monday” or simply restating the key point is softer and clearer.
How do I follow up on an email with no reply?
Wait a few working days, reply in the same thread and keep it short: “Just bumping this up in case it got buried. Could you confirm the date by Friday?” Make the question easy to answer.
What is the safest email sign-off?
“Best regards” works for almost any professional email. “Best” is a little more casual, “Thanks” is natural with colleagues, and “Kind regards” is good for formal or first contacts.
The team behind WorkWords, the vocabulary app for English at work. Every phrase is checked against real workplace use and written with a usage note.
