👋 Hi, I’m Teacher Rob! Welcome to Business English Booster. Today we are looking at english phrases to improve your e-mail writing.
You write an email and read it over. Something feels off. The grammar is fine. The spelling is correct. But it still sounds a little too casual, or perhaps not quite natural.
Here’s the good news: you don’t need to relearn English to improve this. You just need to learn a few useful alternatives to common phrases.
This article gives you a practical list of phrases to use in business emails. You can keep it open in a tab and refer to it when you write your next email.
Why Your Emails May Sound Less Professional Than You Think
Many English learners write emails in the same way they speak to a classmate. That’s understandable. You learn simple phrases first, and more professional alternatives come later.
Sometimes, direct language can sound too strong in a business email, even when you don’t mean to be rude. For example, “I want” can sound like a demand, while “I would like” often sounds more polite.
The answer isn’t always more grammar or more formal language. It’s about choosing phrases that are clear, polite and suitable for the person you’re writing to.
1. Opening Lines: Set the Right Tone
Your opening line helps set the tone for the whole email. Here are some useful alternatives to help you sound natural and professional.
Saying hello and starting your email
Less natural: “I hope you are fine.”
Better choice: “I hope you’re well.”
Less natural: “How are you?”
Another option: “I hope you had a good week.”
Less natural: “I am writing this email because…”
Better choice: “I’m writing to…”
Less suitable in some situations: “Sorry to bother you.”
Better choice: “Thank you for your time.”
Introducing yourself
Less natural: “This is [your name].”
Better choice: “My name is [your name], and I’m contacting you about…”
Teacher Rob’s tip: There isn’t one perfect way to start an email. “Hi Maria” may be fine when writing to a colleague, while “Dear Mr Johnson” may be more suitable for a formal message.
Professional English isn’t always more formal. It’s about being clear, polite and appropriate for your reader.
2. Asking for Something Without Sounding Demanding
When you ask someone to do something, a small change in wording can make your request sound more polite.
Asking someone to do something
Too demanding: “I want you to send me the report.”
More polite: “Could you please send me the report?”
Too direct: “Give me more information.”
More polite: “Could you provide some more information about this?”
Too strong in some situations: “You must answer by Friday.”
More polite: “Could you please respond by Friday?”
Explaining that something is urgent
Too direct: “I need this now.”
More professional: “This is quite urgent, so I’d appreciate a quick response.”
Offering someone a choice
Direct: “Can you do this for me?”
More polite: “Would you be able to help with this?”
Phrases such as “Could you please…?” and “Would you be able to…?” are useful when making polite requests.
However, direct language isn’t always wrong. If you’re giving a clear instruction or explaining an important deadline, it’s fine to be direct while remaining polite.
Need to follow up on an email? Read our guide to writing a polite follow-up email without sounding pushy.
3. Giving Updates and Sharing Information
When you share news or explain progress, it helps to give the reader enough information to understand the situation.
Explaining project progress
Too vague: “The project is not finished.”
More informative: “The project is still in progress and is on track for completion by [date].”
The second version tells the reader not only that the project isn’t finished, but also when you expect it to be completed.
Explaining that you need more information
Less helpful: “I don’t know.”
More professional: “I’ll need to check and get back to you.”
This shows that you’re going to take action rather than simply saying you don’t have the answer.
Reporting a problem
Too vague: “There is a problem.”
More informative: “We’ve run into an issue that I wanted to tell you about.”
You could also explain the problem and its effect if you have more information to share.
Sharing good news
Simple: “This is good news.”
More professional: “I’m pleased to let you know that…”
This is a useful way to introduce positive news in a business email.
Explaining a change
Less informative: “I changed the plan.”
More natural: “I’ve made a small change to the plan.”
You can then explain what has changed and whether it affects anyone else.
Teacher Rob’s tip: A professional update doesn’t need to sound complicated. Often, the best approach is to explain what has happened, what happens next and whether the reader needs to do anything.
4. Phrases for Attachments, Deadlines and Next Steps
These phrases are useful in everyday business emails. Learning them can help you write more clearly and save time.
Referring to an attachment
Too direct: “Look at the file I sent.”
More professional: “I’ve attached the file for you to review.”
Less natural: “I sent you a file.”
Better choice: “Please see the attached document.”
Both alternatives are useful, depending on the situation. If you’re attaching a document to the email you’re writing now, “I’ve attached the document” is clear and natural.
You may also see “Please find attached…” in formal emails. It’s correct, but it can sound a little stiff. You don’t need to use it every time.
Explaining a deadline
Too direct: “You have to finish this by Monday.”
More professional: “The deadline is Monday, [date].”
If you need the reader to take action, you could also write:
“Could you please complete this by Monday, [date]?”
Explaining what happens next
Too vague: “What is next?”
More professional: “Here are the next steps.”
You can then list the actions that need to be completed and who is responsible for each one.
Asking for someone’s opinion
Too direct: “Tell me what you think.”
More professional: “I’d welcome your thoughts on this.”
This is particularly useful when asking a colleague or manager to comment on a proposal or idea.
5. Closing Lines That Sound Professional
Your closing line helps the reader understand what you expect to happen next. The best choice depends on the purpose of your email and your relationship with the reader.
Asking for a reply
Too direct: “Write back soon.”
More professional: “I look forward to hearing from you.”
Thanking someone
Simple: “Thanks.”
More formal: “Thank you for your time and consideration.”
Both can be appropriate. “Thanks” is perfectly natural in a short email to a colleague, while the longer version may suit a formal request or job application.
Ending your email
Informal: “Bye.”
Professional sign-off: “Best regards,”
Remember that “Best regards” is a sign-off, not a complete sentence. You normally put it on a separate line before your name.
Offering further help
Direct: “Tell me if you have questions.”
More polite: “Please let me know if you have any questions.”
Finishing a discussion
Abrupt: “That’s all.”
More professional: “Please let me know if you need anything else from me.”
Teacher Rob’s tip: Don’t feel that you must use formal language in every email. A short “Thanks” and “Best regards” may be all you need when writing to a colleague you know well.
6. Five Words to Use More Precisely in Business Emails
Sometimes, the words you choose are correct but too general for the situation. Here are five useful alternatives to remember.
Quick Comparison
1. Want → Would like
❌ I want to arrange a meeting.
✅ I would like to arrange a meeting.
2. Get → Receive
❌ I didn’t get your email.
✅ I haven’t received your email.
3. Big → Major or significant
❌ This is a big problem.
✅ This is a major problem.
4. Stuff → A specific noun
❌ Please send me the stuff.
✅ Please send me the documents.
5. Very important → Essential or critical
❌ This information is very important.
✅ This information is essential.
When should you use these alternatives?
Want → Would like
“I want to arrange a meeting” can sound direct. “I’d like to arrange a meeting” is often more polite.
Get → Receive
“I haven’t received your email” sounds more formal than “I didn’t get your email.” Both are correct, but the first may suit a formal message better.
Big → Major or significant
“This is a major problem” may be more suitable than “This is a big problem” in a formal report.
Stuff → A specific noun
Instead of “Send me the stuff,” say “Please send me the documents” or “Please send me the figures.” The reader will know exactly what you mean.
Very important → Essential or critical
“This information is essential” can be clearer and more direct than “This information is very important.”
These words aren’t wrong, and you don’t need to avoid them completely. The important thing is to choose words that explain your meaning clearly.
Your Quick-Reference Phrase List
Here are some useful phrases to keep handy when writing your next business email.
Opening lines
- I hope you’re well.
- I’m writing to…
Making requests
- Could you please…?
- Would you be able to…?
Giving updates
- I’ll need to check and get back to you.
- I’m pleased to let you know that…
Attachments and deadlines
- I’ve attached the document for you to review.
- The deadline is…
Closing lines
- I look forward to hearing from you.
- Please let me know if you have any questions.
Choosing more precise words
- “Would like” instead of “want” when making a polite request.
- “Receive” instead of “get” when a more formal tone is suitable.
- “Major” or “significant” instead of “big” when describing an important issue.
- A specific noun instead of “stuff”.
- “Essential” or “critical” instead of “very important” when appropriate.
Save this list or bookmark the page so you can refer to it when writing your next business email.
Keep Improving Your Business English
If you’d like to build your business vocabulary, try the free Business English Booster Daily Idiom Course.
You’ll receive one business idiom a day, with more than 700 idioms available to help you understand and use natural English.
It’s a simple way to keep learning without setting aside a lot of extra study time.
Enjoy the lesson, and I’ll see you in the next one! 😊
Teacher Rob
Rob is a CELTA qualified English teacher with 15 years of international experience. He has a BSc and PGDip from Loughborough and St Andrews universities in the UK. He has taught in Thailand and Saudi Arabia and now works with professionals worldwide.
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