10 Incredibly Useful Phrases for Business Emails and Letters

What is English for Business Correspondence?

These useful phrases for business emails and letters can be helpful when using English for Business Correspondence.

English for business correspondence is a set of special words and expressions commonly used to communicate in a business in a professional setting. They may be well known and understood in a business context but rarely used in everyday English. These useful phrases for business emails and letters provide simple ways to elevate the tone and delivery of your business communications.

Written business correspondence is any communication that is carried out as part of our jobs. Business correspondence includes;

• Emails
• Memos
• Letters

We have put together ten of the most useful phrases for business emails, memos and letters to get you started.

Dear Dr. Smith,

I am writing in regard to our meeting last week…

Dear Ms. Jones, / To: Sara Jones

Dear {Title} {Surname}, is the standard greeting used to address the recipient of correspondence. It is used in written correspondence including formal emails and letters.

If you are familiar with your recipient or you have written to them before, note how they refer to themselves and use this name or title in your greeting.

For less formal correspondence you can start you letter or email with:

• Good Morning / Good Afternoon / Good Evening Hello / Hi / Hey {First Name},

To: {First Name} {Surname}, is the standard way to address an internal memo.

I hope this letter finds you well…

A standard and polite way to open up an email or letter and establish a friendly tone. While this opener is a standard and a safe choice in any situation, it can also seem a bit formal, dated and insincere. Other useful phrases for business emails and letters to begin written correspondence could include:

• I hope you are well…
• I hope you are having a great week…
• How is… / the family / the weather in London / business going? – If you are familiar with the recipient reference something you know about their life.
• Congratulations on your recent… promotion / business success / puppy. – reference some achievement or moment you know about the recipient. Make sure you don’t make it too familiar. If you do not know the recipient personally stick to public information.
• Happy Friday! – a very informal beginning to a friendly email.

I am writing in regard to…

This is a useful phrase for business emails and letters to introduce the topic or reason for your message. Other useful phrases include:

• I am writing to let you know…
• This letter/email concerns…
• I am enquiring about…

I refer to our previous correspondence…

This useful phrase can be used in written communication when referencing or reminding the recipient of a previous conversation, letter or email. Other useful phrases for business emails and letters include:

Formal:

• I refer to my letter dated 10/10/2010…
• As per our telephone conversation on Friday Morning…
• As discussed at the board meeting this Morning…
• Regarding the discussion we had last Tuesday the 10th of October…

Less Formal

• I wanted to touch base about our chat the other week…
• I’m following up on your email from Monday…
• I have a question about our meeting earlier…

You will be pleased to know…

This set of useful phrases for business emails and letters can be used to introduce a piece of good news.

• We are delighted to inform you…
• I wanted to share some exciting news…
• Things are progressing well…

We regret to inform you…

When you need to relay some disappointing news, prime your reader with these useful phrases for business emails and letters.

• Regrettably…
• Disappointingly…
• I am afraid that…
• Unfortunately…

Please find attached / enclosed…

Use this phrase to direct the recipient of your written communication to find the extra documentation or information attached to the email, or enclosed with a letter. You could also say:

• See attached. / See enclosed.
• Attached to this email is…
• Enclosed with this letter you will find…

Please let me know if you have any questions or comments about the above.

A friendly addition to any letter or email inviting the recipient to continue the conversation. Other options include:

• Please advise if I can be of further assistance in the matter.
• Please reach out if you need anything else from me.
• I look forward to discussing the matter further.

Thank you in advance for your prompt attention on this matter…

Thank the recipient in advance for there attention, assistance and timely response. Hopefully this polite gratitude and friendly reminder will prompt your reader to act on your request or information.

• Thanks in advance.
• We look forward to your reply.
• We appreciate your prompt reply.
• Please let me know at your earliest convenience.
• Your urgent attention is greatly appreciated. – An urgent matter is one of high importance that requires immediate attention. Only use this when you require an immediate response.

Yours Sincerely,

This classic sign off can be used to end letters and more formal emails.

If you feel comfortable you can also try some of these popular phrases.

• Sincerely,
• Regards,
• Best regards,
• Warm Regards,
• Kind Regards,
• Best,
• Many thanks,

Are you ready to take the next step in improving your English for business? Book a risk-free consultation and discover how SpeakWell English for Business can help elevate your business English to help reach your professional goals.

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Looking for more great tips for business English? Check out the Oxford Handbook of Commercial Correspondence