English Phrases- Business Letters and E-Mails

Do you find it difficult, finding the right phrase to use in your business letters and e-mails? Here are 30 phrases for that you can use when you are writing a formal e-mail or letter or business correspondence.


Introducing the subject of the letter or e-mail:

• 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 you have taken a long time to reply to the previous letters or e-mail, you can use 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)

If your letter or e-mail is delivering some good news or bad news, here are some phrases for that you can use to introduce 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 an opinion or advice, you can use these sentences:

• 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 the most common ways to close a letter are:

• Sincerely,
• Regards, / Best regards,