Mohamed Ramadan 
Writing emails in English can be tricky—even if your grammar is solid. The challenge often lies in finding the right words: polite yet not passive, clear yet not blunt, professional yet not stiff.
If you’ve ever wondered whether your emails “sound right,” you’re in the right place.
Below are 10 essential business email phrases that every Business English learner should know and use—plus a shortcut to help you write better emails, faster.
Why Phrases Matter in Business Emails
In business communication, tone is everything. The wrong phrase can sound too aggressive, too casual, or even confusing. The right phrase shows clarity, professionalism, and confidence.
And when English isn’t your first language, having a ready-to-use bank of phrases is a huge time-saver.
10 Must-Know Business English Email Phrases
Here are 10 business English email phrases you can start using today, along with examples to make things easy.
1. I hope this email finds you well.
A polite and common opening line for formal emails
Example: I hope this email finds you well. I’m writing to follow up on…
2. I’m reaching out regarding…
A professional way to introduce your topic
Example: I’m reaching out regarding the sales report you shared last week.
3. Could you please confirm…
A polite way to request clarification or agreement
Example: Could you please confirm if the meeting is still scheduled for Friday?
4. Please find attached…
Use when you include documents.
Example: Please find attached the final version of our agreement.
5. I’d appreciate it if you could…
Softens a request and maintains a respectful tone.
Example: I’d appreciate it if you could share your feedback by Thursday.
6. Just a quick reminder…
Great for gentle follow-ups
Example: Just a quick reminder about our call tomorrow at 10 a.m.
7. Thank you for your time and consideration.
A strong, polite closing for requests and job applications
Example: Thank you for your time and consideration. I look forward to your response.
8. If you have any questions, feel free to contact me.
Invites communication while sounding professional
Example: If you have any questions, feel free to contact me at this email.
9. Looking forward to hearing from you.
Shows interest and expectation politely.
Example: Looking forward to hearing from you regarding the proposal.
10. Best regards, / Kind regards,
Two of the most commonly accepted sign-offs in business English
Use either to end your email with a professional tone.
Want More Business English Email Phrases, Templates & Confidence?
If you found these helpful, imagine having:
- Over 20 ready-made email templates
- A phrase bank organized by situation (inquiries, apologies, follow-ups, etc.)
- Style and grammar tips to sound natural
- A full structure guide to organize your messages
- Bonus eBook: Say It Right – How to Sound Clear and Professional in Every Email
It’s all included in the Business English Email Toolkit — a downloadable resource designed for learners, job seekers, and professionals who write in English.
Click here to download the toolkit now →
Want to Master Business English Writing with Clarity and Confidence?
Here’s what you need to read:
10 Strategies to Master Business English Writing with Clarity and Confidence
This guide includes 10 practical strategies to enhance your writing, ensuring every sentence reflects confidence and purpose.
Stop guessing. Start writing emails that make a professional impression every time.
Get the Business English Email Toolkit and write with confidence.
About the Author
