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E-MAIL LIKE A BOSS-Formal style

#1 Opening


1.a Being social

By adding these at the beginning of your emails you will sound more friendly and social.

  • I hope you had a good weekend.

  • I hope you had a great trip.

  • Hope you had a nice break.

  • I hope you are well.

  • I hope all is well.

  • Hope you're enjoying your holiday.

  • I hope this email finds you well.

  • I hope you enjoyed the event.

  • I'm glad we had a chance to chat at the convention.

  • It was great to see you on Thursday.

  • It was a pleasure to meet you yesterday.

1.b Reason of the email

Tell them why you're writing this email.

  • I am writing to you about our last meeting/your presentation yesterday/our next event.

  • I am writing to you with regards to/regarding/concerning/in connection with...

  • I am writing to ask/enquire/let you know/confirm/check/invite you to/to update you on/ask for a favor...

  • I am writing you to follow up on...

  • I am contacting you to inform...

  • I am reaching out because...

  • This is just a quick note to...

  • This is just a quick reminder...

  • I wanted to let you know that...

  • Might I take a moment of your time to... (very formal)

  • It's [Your Name] from [Your Company].

  • This email is just to let you know that...

1.c Replying

  • I just got your request for...

  • I just read your email about...

  • As we discussed, I would like to send you...

  • Thank you for your email about...

  • Thanks for your email this morning/yesterday/on Wednesday/last month...

  • Thanks for your feedback on/your invitation/your suggestion

  • Thanks for sending/asking about/attending

  • Thanks for your quick reply.

  • Thanks for getting back to me so quickly.

  • Thank you for reaching out (to me).

1.d Apologizing

  • Sorry for my late reply.

  • Sorry that it took me so long to get back to you.

  • I apologize for the late response.

  • Sorry it’s been so long since my last email.

  • I was sorry to hear about...

  • Please accept our apologies for any inconvenience caused.

#2 Body Lines

2.a Attachments and information

  • I’ve attached…

  • Please find [file] attached.

  • I'm enclosing [file].

  • Please see the information below for more details about...

  • The parts in bold/in red/in blue are my comments/are the changes we made.

  • Here's the document that you asked for,

  • I’ve attached [file] for your review.

  • I'm sending you [file] as a pdf file.

  • The attached file contains...

  • Could you please sign the attached form and send it back to us by [date]?

  • Here’s the [document] we discussed.

  • [file] is attached.

  • Please take a look at the attached file.

  • Take a look at the [file] I've attached to this email.

  • I've attached [file].

1.b Requests and inquiries

  • Could you please...?

  • Could you possibly tell me...?

  • Can you please fill out this form?

  • I'd really appreciate it if you could...

  • I'd be very grateful if you could...

  • It would be very helpful if you could send us/me...

  • I was wondering if you could/if you would be able to...

  • If possible, I'd like to know (more) about...

  • Please find my two main questions below.

2.c Asking for clarifications

  • I didn't/don't fully understand [something]. Could you please explain that again?

  • I didn't quite get your point about [something]. Could you be more specific?

  • Could you repeat what you said about...?

  • Could you give us some more details on...?

  • If you could please shed some light on this topic, I would really appreciate it.

  • Could you please clarify [something]?

  • Could you please clarify when you would like us to finish this?

  • When exactly are you expecting to have this feature?

  • Here are the details on...

  • Could you please clarify what you would like us to do about...?

  • If I understood you correctly, you would like me to...

  • What exactly do you mean by [something]?

  • Could you explain what you mean by [something]?

  • In other words, would you like us to...

2.d Sharing information

Use these helpful phrases when need to give or receive some information (or when you already did).

  • Thank you for letting me know.

  • Thank you for the heads up.

  • Thank you for the notice.

  • Please note...

  • Quick reminder...

  • Just a quick/friendly reminder that...

  • Thank you for sharing.

  • I'd like to inform you that...

  • Just a quick heads up -

  • Thanks for keeping me in the loop.

  • Please keep me informed/posted/updated/in the loop.

2.e Getting and giving approval

  • Please let me know if this is OK with you.

  • What are your thoughts (on this)?

  • What do you think?

  • Please let me know what you think.

  • We just need the thumbs up/the green light. (=we're waiting for approval)

  • You (totally) have the green light!

  • He approved of it, so you can go ahead with the project.

2.f Scheduling

  • I'd like to schedule a meeting on [day] if you are available/free then.

  • I am available on [day], if that's convenient for you.

  • Would you be available on [day]? If so, I'll send you an invite shortly.

  • Can you make it on [day]? If so, I'll book accordingly.

  • I'm afraid I can't make it on [day]. How about...?

  • (Due to...) I'm afraid we need to reschedule/delay/postpone/put back/cancel/call off/move/rearrange our meeting.

  • We are sorry to inform you that the interview/meeting scheduled for [day] will have to be rescheduled.

2.g Giving bad news

  • Unfortunately, ...

  • Unfortunately, we cannot/we are unable to ...

  • I'm afraid it will not be possible to...

  • Unfortunately, I have to tell you that...

  • I'm afraid that we can't...

  • We regret to inform you that...

  • I regret to inform you that (due to...) ...

  • After careful consideration, we have decided (not) to ...

  • Due to [reason], it won't be possible to...

  • It's against company policy to...

  • I tried my best, but...

  • Despite my best efforts, ...

  • I can't see how...

  • I'm sorry but it's out of my hands.

  • I'm afraid I won't be able to...

  • I'm sorry to tell you that...

#3 Closing Lines

3.a When something is expected

Do you need a reply? Are you asking for a favor or you are meeting soon? These sentences are perfect for those moments!

  • Looking forward to hearing from you soon.

  • I look forward to hearing from you soon.

  • Please let me know if this works/if you are available/if that sounds good/if you can/if you can help/if you need to reschedule...

  • I look forward to seeing/meeting you.

  • See you on Thursday/next week.

  • Thanks.

  • Thank you in advance.

  • Thank you for everything.

  • Cheers.

  • Any feedback you can give me on this would be greatly/highly/much appreciated.

  • If you could have it ready by tomorrow/the end of next week, I would really appreciate it.

  • I would appreciate your help in this matter.

3.b Offering help or information

  • I hope you find this helpful.

  • I hope it's clearer now.

  • I hope that answers all your questions.

  • If we can be of any further assistance, please let us know.

  • Let me know if you need any help.

  • For further details...

  • If you have any (more) questions (about)...

  • In the meantime, if you need any more information,

  • If you need more information/more info/further information,

  • I know that's a lot to take in, so let me know if anything I've said doesn't make sense.

  • ... please do not hesitate to contact me.

  • ... please feel free to contact me/to get in touch.

  • ... please let me know.

  • ... drop me an email/drop me a line.

3.c Apologizing (again!)

  1. Thank you for your understanding/for your patience.

  2. Thanks again for your understanding/for your patience.

  3. Once again, please accept our apologies for any inconvenience caused/for the inconvenience caused/for the delay/for the misunderstanding.

  4. I hope this is okay with you.

  5. I really hope we can find a solution soon.

  6. I hope you can understand.

  7. Sorry I couldn't be of more help.

3.d Friendly ways to say 'bye'

  • Best regards,

  • All the best,

  • Best wishes,

  • Cheers, (*common in the UK and Australia, informal in other countries)

  • Have a great weekend!

  • Have a wonderful day!



Hi, thanks for stopping by!

My name is Joanna Tsompanidou.

I'm a teaching&learning enthusiast!

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