English phrases for business letters and e-mails


Business English Course

Do you have a hard time finding the right phrase to use in your business letters and e-mails? In today’s lesson, you’ll learn 30 phrases for business correspondence.

To introduce the topic of the letter or e-mail, you can say:

  • I’m writing in reference to… [topic]
  • I’m writing to inquire about… [topic about which you are requesting information]

If this letter or e-mail is a reply to previous correspondence, you can reference it:

  • Thank you for your letter/e-mail.
  • Regarding your message/request…
  • With reference to our conversation/meeting last week/month…

If it has taken you an unusually long time to respond to the previous correspondence, you can use one of these phrases:

  • I apologize for the delay in replying. (more formal)
  • I’m sorry for taking so long to get back to you. (more informal)

Maybe your letter or e-mail is delivering some good news or bad news. Here are some phrases for introducing the news:

  • I’m delighted to tell you that… [good news]
  • We are excited to inform you that… [good news]
  • You will be pleased to learn that… [good news]
  • I regret to inform you that… [bad news]
  • I’m afraid that… [bad news]
  • Unfortunately… [bad news]

Sometimes you need to call special attention to a particular point. You can do that with these phrases:

  • Please note that…
  • I’d like to call your attention to…
  • I’d like to emphasize that…

When you want to ask the other person’s opinion or advice, you can say:

  • How do you think we should deal with this?
  • I’d like to hear your thoughts.
  • What do you think is the best way to proceed?
  • What would you advise?

If you are including more information with your letter or e-mail, you can let the recipient know:

  • The information you requested is enclosed/attached.
  • Please find enclosed/attached…
    (use “enclosed” for letters and “attached” for e-mails)

To express that you need an answer quickly, use these phrases:

  • I’d appreciate if you could reply at your earliest convenience.
  • This is an urgent matter.
  • Please let me know as soon as possible.

In the closing of the letter or email, you might want to refer to future contact:

  • I look forward to hearing from you.
  • Do not hesitate to contact us again if you need any further information.
  • Let me know if there’s anything else I can help you with.
  • Please feel free to contact me if you have any questions.

There are many possible closings for a business letter/e-mail, but a couple of the most common are:

  • Sincerely,
  • Regards, / Best regards,

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