Boost Your Emails with Simple Phrases for Better Impact

In today’s global business landscape, crafting emails in English has become an essential part of everyday communication for employees working in international companies.

It’s essential for everyone to master the art of writing emails in English, which encompasses not only proper grammar but also the appropriate vocabulary for crafting effective messages.

You never know when an exciting opportunity with a foreign or international company might come your way! To help you seize that moment, we’ve compiled a handy list of essential email phrases tailored for different situations. Being prepared can make all the difference!

Just a note: You can find an experienced tutor in business English here.

Simple Phrases to Make Your Emails More Readable

Let’s dive into our topic! I’m excited to share some essential phrases that will enhance your email writing in English.

Phrases about attachments

Quite often, we need to attach an important file – a document or an image – to an email.

In order to notify the recipient about the attached files, use the phrase Please find attached.

The word “attachment” refers to the document or image that you have included in the email.

For example:

•         Please find attached my resume.
•         Please find attached photos from the conference.

This phrase is usually written near the end of the email.

Phrases about forwarding messages

When you share a message or file that you received with others, simply say, “I have forwarded [something] to [someone].” This clearly communicates that you’re passing along information.

The verb “forward” means to send something that you have received to someone else.

•         I’ve forwarded Bill’s resume to you.
•         I’m forwarding John’s email to you.

In casual communication, it’s common to use contractions like “I’ve” or “I’m” when forwarding files or emails to friends and colleagues. However, in professional settings, it’s advisable to opt for the full forms: “I have” or “I am.” This small adjustment can enhance the formality and clarity of your business correspondence.

Phrases about CC’ing messages

The terms “cc’d,” “cc’ed,” or simply “copied” may sound a bit odd at first, but they serve an important purpose. These contractions stand for “carbon copy” and signify that you’ve included an additional recipient in your email, keeping them in the loop on the conversation.

To let the primary recipient know that you’ve included others in the email who may find the information helpful, simply say, “I have cc’d [name(s)].” This approach keeps everyone in the loop while ensuring the main recipient is aware of the additional parties involved.

Business people – as well as busy people – prefer brevity in emails, so such abbreviations are commonly used.

For example:

•         I’ve cc’ed Lisa on this email.
•         I’ve copied Jim on these emails.

Here’s another valuable expression: “to keep someone in the loop.” This phrase means to ensure that someone is updated on the latest developments or progress regarding a specific issue. Understanding this expression can enhance your communication skills.

Phrases about asking for more details

You can wrap up your email gracefully in English by using the phrase “For further details.” This expression invites the recipient to seek additional information or more in-depth insights about a specific topic.

For example:

•         For further details, contact us anytime.
•         For further details, write to our HR-manager.

A great way to wrap up your email is by saying, “If you have any questions, feel free to reach out!” This friendly invitation encourages communication and shows your willingness to assist.

The word “hesitate” in this context means “to wait” or “to feel uncomfortable” about doing something.

Phrases about expecting a reply

When you’re anticipating a response to your email, consider using the phrase “I look forward to your reply” or “I look forward to hearing from you.” This courteous expression conveys that you are eagerly awaiting their response.

This phrase can be written at the end of the email.

Phrases for ending an email

When crafting an effective email in English, it’s essential to start and conclude with specific phrases that set the right tone. These expressions help convey your message clearly and professionally.

For example, these phrases can be used to conclude the email:

•         Regards,
•         Sincerely yours,
•         Yours truly,
•         Kind regards,
•         Yours faithfully, (if you don’t know the name of the person (s) to whom you are writing)

If you are writing to a colleague or friend:

•         Best wishes,
•         Warm wishes,
•         Best regards,

Then write your name and job title.

When crafting a business email, remember to keep it concise, focused on the topic, and appropriately styled. Match the tone of your correspondence to the previous email—if the last message was formal, maintain that formality, especially when delivering bad news or offering an apology. Additionally, ensure that your closing is consistent with your greeting; for instance, if you opened with “Dear Sir or Madam,” conclude on a similarly formal note.

Reread your email several times before you send it. Be sure to correct any grammatical or typographical errors.

Writing letters in English, just like verbal communication, shows your level of education and knowledge of business etiquette.

Wishing you the best of luck! If you’re interested in enhancing your English skills alongside your colleagues, be sure to explore our corporate language training programs designed specifically for international teams.