Professional Email Vocabulary in English

Q: How do I start a professional email in English?

If you know the person's name: 'Dear Mr/Ms/Dr [Surname],' (formal) or 'Hi [First name],' (semi-formal). If you don't know the name: 'Dear Hiring Manager,' / 'Dear Sir or Madam,' / 'To Whom It May Concern,' (very formal, use sparingly). Always follow the salutation with a comma and a blank line before the body. Match the formality level of the organisation you're writing to.

Q: What are the best professional email sign-offs in English?

Formal: 'Yours sincerely,' (when you know the name) / 'Yours faithfully,' (when you used 'Dear Sir or Madam'). Semi-formal: 'Best regards,' / 'Kind regards,' / 'With best wishes,'. Informal: 'Best,' / 'Thanks,' / 'Cheers,' (British informal only). Always follow the sign-off with a comma, skip a line, and write your full name. Include your job title and contact details in a professional signature.

Q: How do I write a polite request in a business email?

Soften requests with modal verbs and hedging: 'Could you please...' / 'Would it be possible to...' / 'I would be grateful if you could...' / 'I was wondering if you might be able to...' / 'If it's not too much trouble, could you...'. Avoid blunt commands like 'Send me the file.' The polite equivalents sound more professional and are more likely to get a positive response.

Q: What phrases do I use to apologise in a business email?

Apology phrases: 'I apologise for the delay in responding.' / 'I'm sorry for any inconvenience caused.' / 'Please accept my apologies for the confusion.' / 'I regret to inform you that...' / 'I'm afraid there has been an error on our side.' / 'I understand this may have caused difficulties and I'm very sorry.' Always state what you will do to resolve the situation after apologising.

Q: How do I follow up on an email in English?

Follow-up phrases: 'I'm writing to follow up on my previous email sent on [date].' / 'I wanted to check whether you had a chance to review my proposal.' / 'Just a gentle reminder about our meeting on Thursday.' / 'I appreciate you're busy — I just wanted to ensure this hadn't been overlooked.' / 'Could you let me know by [date] so we can proceed?' Follow up only once, then wait an appropriate period before contacting again.

Q: How do I attach a file and refer to it in an English email?

Attachment phrases: 'Please find attached the report you requested.' / 'I have attached the relevant documents for your review.' / 'Attached is a copy of the invoice.' / 'Please see the attached file for more details.' Avoid the outdated 'Enclosed herewith please find...' Also check: 'Please don't hesitate to contact me if you have any questions about the attachment.' Always mention the attachment in the email body — never send an attachment without explanation.

Q: What phrases can I use to ask for a meeting in English?

Meeting request phrases: 'I would like to arrange a meeting to discuss...' / 'Could we schedule a call at your convenience?' / 'I was hoping we could find a time to meet next week.' / 'Would you be available for a 30-minute call on Tuesday or Thursday afternoon?' / 'Please let me know which dates and times work best for you.' / 'I'll send a calendar invite once we've confirmed the time.'

Q: How do I decline an invitation or request politely in a business email?

Polite decline phrases: 'Thank you for the invitation — unfortunately I'm unable to attend.' / 'I regret that I won't be able to join you on that occasion.' / 'I'm afraid that date doesn't work for me. Could we look at an alternative?' / 'While I appreciate the opportunity, I don't think it's the right fit at this time.' Always thank the sender first, decline clearly but kindly, and offer an alternative where possible.

Q: What email phrases should I avoid in professional English?

Avoid: 'As per my last email' (sounds passive-aggressive), 'Kindly revert' (non-standard in British/American English), 'Do the needful' (regional expression, avoid internationally), 'Enclosed herewith' (outdated), 'Per our conversation' (impersonal), 'Hope this email finds you well' (overused). Better alternatives: 'As I mentioned in my previous email...', 'Please reply at your earliest convenience', 'As we discussed on Monday...', 'I'm writing to follow up on...'.

Business EnglishB1–C110 min readPublished 13 June 2026

Key Takeaways

Use "Yours sincerely" when you know the name; "Yours faithfully" when you used "Dear Sir or Madam".
Soften requests with modal verbs: "Could you..." / "Would it be possible to..." sound more professional than commands.
Always mention an attachment in the email body — never send it without explanation.
Avoid overused phrases: "Hope this email finds you well" and "As per my last email" are both better replaced.
Match your formality level to your relationship with the recipient and the organisation's culture.

Professional email writing in English is a critical skill for anyone working in an international environment. Unlike spoken communication where tone of voice and body language help convey meaning, emails rely entirely on the words you choose. The wrong phrase can sound rude, passive-aggressive, or unprofessional — even when you intended to be polite. This guide gives you a comprehensive phrase bank for every situation, from opening greetings to closing sign-offs.

1. Greetings and Salutations

Your greeting sets the tone for the entire email. Match your formality level to the relationship and context:

Formality	Greeting	When to use
Very formal	Dear Sir or Madam,	Unknown recipient, very formal organisations
Formal	Dear Mr/Ms/Dr Smith,	First contact, senior people, formal industries
Semi-formal	Dear John,	Known contacts, most professional contexts
Semi-formal	Hi John,	Established relationships, modern workplaces
Informal	Hey John,	Close colleagues, informal company cultures only

Note: In British professional English, "Ms" (pronounced "Miz") is now standard for women when you don't know their marital status. Use "Mrs" only if the recipient specifically uses it themselves.

2. Opening Lines

After the greeting, your first sentence should state your purpose immediately. Avoid "Hope this email finds you well" — it is overused and tells the reader nothing. Instead:

"I am writing to enquire about..."
"I am writing to follow up on our meeting on Monday."
"Thank you for your email of 10 June."
"Further to our phone call this morning..."
"I'm getting in touch regarding..." (semi-formal)
"I wanted to reach out about..." (modern, semi-formal)

3. Making Requests

The key to professional requests is using modal verbs and hedging to sound polite rather than demanding:

"Could you please send me the report by Friday?"
"Would it be possible to arrange a call next week?"
"I would be grateful if you could review the attached document."
"I was wondering if you might be able to help with..."
"If it's not too much trouble, could you..."
"I'd appreciate it if you could..."

Hedging tip

The past tense ("I was wondering", "I wanted to ask") makes requests sound softer and more tentative than the present tense. "I want to ask you for a favour" sounds more demanding than "I was wondering if you might be able to help me with something." Use past tense forms to sound more professional and polite in written requests.

4. Common Email Situations

Apologising

"I apologise for the delay in responding."
"I'm sorry for any inconvenience caused."
"Please accept my apologies for the confusion."
"I regret to inform you that..."

Attaching Files

"Please find attached the report you requested."
"I have attached the relevant documents for your review."
"Attached is a copy of the invoice."
"Please don't hesitate to contact me if you have any questions about the attachment."

Requesting a Meeting

"I would like to arrange a meeting to discuss..."
"Could we schedule a call at your convenience?"
"Would you be available for a 30-minute call on Tuesday or Thursday afternoon?"
"I'll send a calendar invite once we've confirmed the time."

Following Up

"I'm writing to follow up on my previous email sent on [date]."
"Just a gentle reminder about our meeting on Thursday."
"I appreciate you're busy — I just wanted to ensure this hadn't been overlooked."
"Could you let me know by [date] so we can proceed?"

Declining Politely

"Thank you for the invitation — unfortunately I'm unable to attend."
"I regret that I won't be able to join you on that occasion."
"I'm afraid that date doesn't work for me. Could we look at an alternative?"

Practise these phrases with the Complete the Sentence exercise and build email vocabulary with Flash Cards. See also our guides to English for Job Interviews and English Negotiation Language.

5. Sign-Offs

Formality	Sign-off	Note
Very formal	Yours faithfully,	Use when you wrote "Dear Sir or Madam"
Formal	Yours sincerely,	Use when you used the person's name
Semi-formal	Best regards, / Kind regards,	Most common in professional contexts
Semi-formal	With best wishes,	Warmer than "regards"
Informal	Best, / Thanks,	Established relationships
British informal	Cheers,	Only with close, familiar contacts

6. Phrases to Avoid

"Hope this email finds you well" — overused; use a specific, purposeful opening instead
"As per my last email" — sounds passive-aggressive; use "As I mentioned in my previous email..."
"Kindly revert" — not standard British or American English; use "Please reply" or "Please respond"
"Do the needful" — regional expression; avoid in international communications
"Enclosed herewith please find" — outdated; use "Please find attached..."
"Per our conversation" — impersonal; use "As we discussed on Monday..."

Practise Business Email Vocabulary

Drill professional phrases with free Flash Cards and Complete the Sentence exercises.

Start Complete the Sentence →

7. Frequently Asked Questions

How do I start a professional email in English?

If you know the person's name: "Dear Mr/Ms/Dr [Surname]," (formal) or "Hi [First name]," (semi-formal). If you don't know the name: "Dear Hiring Manager," / "Dear Sir or Madam,". Always follow the salutation with a comma and a blank line before the body. Match the formality level to the organisation you're writing to.

What are the best professional email sign-offs in English?

Formal: "Yours sincerely," (when you know the name) / "Yours faithfully," (when you used "Dear Sir or Madam"). Semi-formal: "Best regards," / "Kind regards," / "With best wishes,". Informal: "Best," / "Thanks,". Always follow the sign-off with a comma, skip a line, and write your full name with job title and contact details.

How do I write a polite request in a business email?

Soften requests with modal verbs and hedging: "Could you please..." / "Would it be possible to..." / "I would be grateful if you could..." / "I was wondering if you might be able to..." Avoid blunt commands like "Send me the file." The polite equivalents sound more professional and are more likely to get a positive response.

What phrases do I use to apologise in a business email?

Apology phrases: "I apologise for the delay in responding." / "I'm sorry for any inconvenience caused." / "Please accept my apologies for the confusion." / "I regret to inform you that..." Always state what you will do to resolve the situation after apologising.

How do I follow up on an email in English?

Follow-up phrases: "I'm writing to follow up on my previous email sent on [date]." / "Just a gentle reminder about our meeting on Thursday." / "I appreciate you're busy — I just wanted to ensure this hadn't been overlooked." / "Could you let me know by [date] so we can proceed?" Follow up only once, then wait an appropriate period.

What is the difference between formal and informal email language?

Formal email: full words (cannot, do not), formal greetings (Dear Mr Smith), no contractions, no slang, passive voice, Latinate vocabulary (inform rather than tell, request rather than ask). Informal email: contractions (I'm, we've), casual greetings (Hi John), direct language, phrasal verbs. Match your register to your relationship with the recipient.

How do I attach a file and refer to it in an English email?

Attachment phrases: "Please find attached the report you requested." / "I have attached the relevant documents for your review." / "Attached is a copy of the invoice." / "Please see the attached file for more details." Always mention the attachment in the email body — never send an attachment without explanation.

What phrases can I use to ask for a meeting in English?

Meeting request phrases: "I would like to arrange a meeting to discuss..." / "Could we schedule a call at your convenience?" / "Would you be available for a 30-minute call on Tuesday or Thursday afternoon?" / "Please let me know which dates and times work best for you." / "I'll send a calendar invite once we've confirmed the time."

How do I decline an invitation or request politely in a business email?

Polite decline phrases: "Thank you for the invitation — unfortunately I'm unable to attend." / "I regret that I won't be able to join you on that occasion." / "I'm afraid that date doesn't work for me. Could we look at an alternative?" Always thank the sender first, decline clearly but kindly, and offer an alternative where possible.

What email phrases should I avoid in professional English?

Avoid: "As per my last email" (sounds passive-aggressive), "Kindly revert" (non-standard), "Do the needful" (regional, avoid internationally), "Enclosed herewith" (outdated), "Hope this email finds you well" (overused). Better alternatives: "As I mentioned in my previous email...", "Please reply at your earliest convenience", "Please find attached...".