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90 Email Communication Phrases for Business Professionals

90 Email Communication Phrases for Business Professionals

A fast and efficient way to communicate with clients is to email colleagues, partners, and stakeholders. Thus, a well-written email can convey your message clearly and professionally, while a poorly written one can leave a bad impression on the recipient.

 

This article will highlight the significance of using suitable email communication phrases for business professionals to use in sales closing techniques.



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How do you write a professional email phrase?

Step 1. Greeting

Start your email with a respectful greeting, such as “Dear [Name],” “Hello [Name],” or appropriate time-related greetings.

 

Step2. Introducing Yourself

Briefly introduce yourself if not well acquainted, providing key details like your name and purpose, e.g., “My name is [Your Name], and I am writing to inquire about…”

 

Step 3. State the Purpose

Clearly articulate the reason for your email in the opening sentences in engaging phrases, e.g., “I’m just checking in regarding our earlier discussion about…” or “I am writing to request your assistance with…”

 

Step 4. Provide Necessary Context

Give relevant background information to ensure a complete understanding, e.g., “As you may already know, our company is currently undergoing a rebranding process…” or “I recently came across your article on [Topic] and was interested in learning more about your perspective.”

 

Step 5. Be Specific and Concise

Keep the email brief, avoiding unnecessary details, especially online meetings. Be specific and to the point, e.g., “Could you please provide me with a timeline for when I can expect the project proposal?” or “I am writing to confirm our meeting on [Date] at [Time] in regards to the new marketing campaign.”

 

Step 6. Closing



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Conclude with a polite closing phrase, like “Thank you for your time and consideration. I look forward to hearing back from you.

 

Step 7. Signature

Don’t forget to add a professional signature with your full name, job title/position, and company name to enhance credibility.

 

Step 8. Proofread and Edit

Before sending, proofread the email for errors to maintain a professional tone.

 

Step 9. Follow Up if Necessary

If there’s no response, consider sending a polite follow-up email, e.g., “I hope this email finds you well. I just wanted to follow up on my earlier email about [Topic].”

 

Email communication phrases for business professionals

List of helpful email communication phrases that every business professional should know.

 

Greetings

1. Hello, [Name]!

phrases to start an email

2.Good morning/afternoon/evening, [Name].

phrases to start an email

3. Dear [Name],

phrases to start an email

4. Hi there, [Name]!



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phrases to start an email

 

Introduction

5. I’m writing to introduce myself.

phrases to start an email

6. Allow me to introduce myself.

phrases to start an email

7. My name is [Your Name], and I work for [Company Name].

phrases to start an email

8. I’m reaching out to you on behalf of [Company Name].

phrases to start an email

 

Request for Information

9. Could you please provide me with more information about…?

business email jargon

10. I was wondering if you could give me some details about…

business email jargon

11. I would like to know more about…

business email jargon

 

Follow-Up

12. Just wanted to follow up on my previous email.

communication phrases  

13. As a follow-up to our conversation/communication…

communication phrases

14. I’m writing to check in on the status of…

communication phrases

 

Clarification

15. Could you clarify what you meant by…?

phrases about communication  

16. I just want to make sure I understand correctly…

phrases about communication

17. Would it be possible for you to explain further about…?

phrases about communication

 

Thank You

18. Thank you for your prompt response.

phrases about communication

19. I appreciate your time and assistance.

phrases about communication

20. Many thanks for your help with…

phrases about communication

 

Apology

21. My apologies for any inconvenience caused.

Email Communication Phrases  

22. I’m sorry for the misunderstanding/miscommunication.

Email Communication Phrases

23. Please accept my sincere apologies for…

Email Communication Phrases

 

Confirmation

24. Just to confirm, our meeting is scheduled for [Date/Time] at [Location].

Email Communication Phrases

25. Can you confirm that the attached document is the correct version?

Email Communication Phrases

26. I just want to double check that you received my previous email.

Email Communication Phrases

 

Attached Documents

27. Please find attached [Document Name].

Email Communication Phrases  

28. Attached you will find [Document Name].

Email Communication Phrases

29. I have attached the requested information for your review.

Email Communication Phrases

 

Urgent/Important

30. This is a time-sensitive matter.

Email Communication Phrases

31. Your immediate attention is appreciated.

Email Communication Phrases

32. I’m writing to you urgently about…

Email Communication Phrases

 

Action Required

33. Please take action on this matter by [Date/Time].

Email Communication Phrases

34. Could you kindly provide me with your feedback by [Date]?

Email Communication Phrases

35. I would appreciate it if you could let me know your decision by [Date].

Email Communication Phrases

 

Meeting/Call Request

36. Would it be possible for us to schedule a call/meeting to discuss this further?

Email Communication Phrases

37. I would like to set up a meeting with you at your convenience.

Email Communication Phrases

38. Could we arrange a time to meet and go over the details?

Email Communication Phrases

 

Availability

39. Are you available [Date/Time] for a call/meeting?

Email Communication Phrases

40. Please let me know what dates/times work best for you.

Email Communication Phrases

41. I’m flexible with my schedule, so I can accommodate your availability.

Email Communication Phrases

 

Rescheduling/Cancellation

42. Unfortunately, I have to reschedule our meeting/call for [Date/Time].

Email Communication Phrases

43. Due to unforeseen circumstances, I will need to cancel our appointment.

Email Communication Phrases

44. Can we reschedule our meeting/call? How about [Date/Time]?

Email Communication Phrases

 

Congratulations

45. Congratulations on your recent achievement!

Email Communication Phrases

46. I wanted to extend my congratulations for…

Email Communication Phrases

47. Well done on [Project/Task]!

Email Communication Phrases

 

Feedback

48. Do you have any feedback or suggestions on how we can improve?

Email Communication Phrases

49. I would appreciate your input on [Project/Task].

Email Communication Phrases

50. Your feedback is valuable to us. Could you take a few minutes to share your thoughts?

Email Communication Phrases

 

Referral

51. I was referred to you by [Name].

business phrases

52. A colleague of mine recommended that I reach out to you.

business phrases

53. I found your contact information through [Source] and thought you might be interested in…

business phrases

 

Invitation

54. You are cordially invited to attend our upcoming event [Event Name].

business phrases

55. We would love for you to join us for [Event Name].

business phrases

56. We would be honored if you could attend [Event Name].

business phrases

 

Collaboration

57. I believe our companies can benefit from collaborating on [Project/Idea].

business email phrases

58. Let’s discuss potential ways we can collaborate.

business email phrases

59. Would you be interested in exploring a partnership between our organizations?

business email phrases

 

Networking

60. It was a pleasure meeting you at [Event Name].

professional phrases

61. I enjoyed our conversation at the [Networking Event] and would love to connect further.

professional phrases

62. I’m looking to expand my professional network, and I believe we could benefit from staying in touch.

professional phrases

 

Introduction of Others

63. Allow me to introduce you to [Name], who works for [Company Name] and specializes in [Area of Expertise].

professional phrases

64. I’d like to introduce you to [Name], who I believe could be a valuable connection for you.

professional phrases

65. I wanted to connect you with [Name], who has a similar interest in [Industry/Topic].

professional phrases

 

Response to Request

67. Thank you for your request. Please find the requested information attached.

phrases about communication

68. Unfortunately, we are unable to fulfill your request at this time.

phrases about communication

69. I’m sorry, but we do not have the requested information.

phrases about communication

 

Forwarding

70. I am forwarding this email to [Name] who can assist you further.

Email Communication Phrases

71. For more information on this matter, please see the attached email from [Name].

Email Communication Phrases

72. Please refer to [Email Subject/Title] for details.

Email Communication Phrases

 

Update/Status Report

73. I just wanted to give you an update on the progress of [Project/Task].

Email Communication Phrases

74. Here’s a status report on [Project/Task].

Email Communication Phrases

75. I’m pleased to inform you that we have successfully completed [Project/Task]

Email Communication Phrases

 

Reminder

76. Just a friendly reminder that our meeting is scheduled for [Date/Time] at [Location].

Email Communication Phrases

77. As a reminder, please send me your feedback by [Date].

Email Communication Phrases

78. Don’t forget to submit your response by [Date/Time].

Email Communication Phrases

 

Confirming Receipt

79. I received your email and will review the information.

Email Communication Phrases

80. Thank you for sending over the requested documents. I have received them.

Email Communication Phrases

81. I confirm that I have received the requested information.

Email Communication Phrases

 

Closing

82. Thank you for considering my request.

Email Communication Phrases

83. I look forward to hearing back from you.

Email Communication Phrases

84. If there is anything else you need, please do not hesitate to let me know. Keep in touch!

Email Communication Phrases

85. Have a great day!

Email Communication Phrases

86. Best regards,

Email Communication Phrases

87. Thank you for your time and consideration.

Email Communication Phrases

88. I look forward to hearing back from you

Email Communication Phrases

89. Please confirm your availability for our meeting on [Date] at [Time].

Email Communication Phrases

90. Attached please find the requested document.

phrases to start an email

Takeaways

In conclusion, writing a professional email involves using appropriate greetings, introducing yourself, stating the purpose clearly, providing important context, being specific and concise, closing politely and professionally, including a signature and proofreading/editing before sending.

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