50 Professional Email Phrases Every Non-Native Speaker Should Know

Having a library of professional phrases makes email writing faster and more confident. Here are 50 phrases that native English speakers actually use in the workplace.

Opening Lines

When starting a conversation:

1. "I'm reaching out regarding..."
2. "I wanted to follow up on..."
3. "I hope you're doing well." (use sparingly)
4. "Thank you for your quick response."
5. "I have a quick question about..."

When replying:

6. "Thank you for getting back to me."
7. "Thanks for the update."
8. "I appreciate you sharing this."
9. "Good question! Here's what I think..."
10. "Just to clarify..."

Making Requests

Polite requests:

11. "Could you please..."
12. "Would you mind..."
13. "I'd appreciate it if you could..."
14. "When you have a moment, could you..."
15. "Would it be possible to..."

More direct (for urgent matters):

16. "I need this by [date]."
17. "Please prioritize this request."
18. "This is time-sensitive."
19. "I'd like to get this done by EOD."
20. "Let's make this happen today."

Providing Information

21. "Just wanted to let you know..."
22. "Here's a quick update on..."
23. "I wanted to share..."
24. "FYI - [information]"
25. "For your reference..."
26. "Please see the attached..."
27. "As discussed in our meeting..."
28. "To give you some context..."

Scheduling

29. "Are you available on [date/time]?"
30. "Would [date] work for you?"
31. "Let me know what time works best."
32. "I'm flexible on timing."
33. "Let's find a time that works for everyone."
34. "I'll send a calendar invite."

Following Up

35. "Just checking in on this."
36. "Any updates on this?"
37. "I wanted to follow up on my previous email."
38. "Have you had a chance to review..."
39. "Friendly reminder about..."
40. "Circling back on this."

Expressing Agreement/Disagreement

Agreement:

41. "That sounds good to me."
42. "I agree with this approach."
43. "Let's go with that."
44. "This looks great."

Polite disagreement:

45. "I see it a bit differently..."
46. "Have we considered..."
47. "I'd suggest an alternative approach..."

Closing Lines

48. "Let me know if you have any questions."
49. "Happy to discuss further."
50. "Looking forward to hearing from you."

Phrases to Avoid

These phrases sound outdated or overly formal:

Avoid	Use Instead
"Please be informed that..."	"Just to let you know..."
"Kindly revert..."	"Please let me know..."
"I humbly request..."	"Could you please..."
"Awaiting your favorable response"	"Looking forward to your reply"
"Please do the needful"	"Please take care of this"
"As per our telephonic conversation"	"As we discussed on the phone"

Email Templates

Template 1: Request for Information

Template 2: Follow-up

Template 3: Meeting Request