For many of us, writing and responding to emails is a huge part of our work day. Whether you’re working with an English speaking client or you’ve just started a job at a multinational company, writing clear, grammatically correct emails is key to your professional success.

Your first instinct might be to use Google Translator, but I strongly encourage you to try writing your emails independently. It’ll really help you to advance your English language knowledge. Plus, we can’t always trust Google’s translations!

To make it simple, here’s a template of useful vocabulary and phrases to use when writing a professional e-mail:

Greetings

  • Dear Mr/Ms. Jones,
  • Hi [NAME],
  • Hello [NAME],

*Dear is the most standard and formal option, but hi and hello are great greetings in more informal business contexts.

Introductions

  • My name is [YOUR NAME], and I am [YOUR TITLE]. {For example: My name is Juan Pablo and I am a marketing analyst at Movistar}
  • Greetings! I hope that this message finds you well.
  • Good morning/ Good afternoon/ Good evening

Stating your purpose

*Formal

  • I am writing in regard to....
  • I am writing regarding...
  • I am writing in response to your message about...
  • I am writing concerning...
  • I would like to discuss...
  • I am contacting you about...

*Informal

  • I have a quick question about...
  • I wanted to let you know that...
  • I was wondering if...

Connecting Your Ideas

  • In addition, I would like to hear your thoughts on....
  • In addition, I would like to discuss...
  • Another topic I would like to address is...

Closing lines

  • If you need any further information, feel free to contact me. I look forward to your reply. 
  • I look forward to hearing from you.
  • If you have any further questions, feel free to contact us at [PHONE] and/or [EMAIL].
  • I appreciate your input on how to best move forward. 
  • We look forward to continuing to work with you.
  • Should you/If you need any further information, please do not hesitate to contact me.
  • I would appreciate your feedback as soon as possible. 
  • Thank you so much for your time, and I look forward to hearing from you!

Signing off

  • Sincerely,
  • Kind Regards,
  • Best wishes,
  • Best,
  • Take care,

Example Emails

Saying Thank You

Dear Rodrigo,

Greetings! I hope this message finds you well. I’m writing to thank you for all of your help with coordinating last week’s conference.

I appreciated your attention to detail and impressive organization skills. The conference was a great success, and the participants were very happy.

I’m looking forward to continuing to work with you in the future. Thanks again!

Take care,

Daniela

Absent from Work

Dear Claudio,

Good morning! Unfortunately, I have a medical appointment and will not be able to attend the team meeting on Tuesday, March 2nd. Maria will attend the meeting on my behalf, and I’ve asked her to address any questions my clients may have. I apologize for the inconvenience.

You can reach me by email if you have any urgent questions. Thank you!

Best,

Daniela

Letter of Introduction

Dear Ms. Rodgers,

My name is Daniela Rojas, and I am currently a business analyst for Entel. I have been working in marketing for the past five years, and I am interested in moving from marketing work in a large corporation to marketing management in a non-profit context.

I recently connected with your coworker Manual Morales, and he recommended that I speak with you about your experience in the field. If possible, I would love to arrange a time to meet with you for an informational interview.

I have attached my CV for your review. If you have time for a brief conversation, please let me know. You can contact me via email (drojas@email.com) or phone (3 3333 3333). I look forward to hearing from you.

Best,

Daniela Rojas

Scheduling a Meeting

Dear Blanca,

I hope this message finds you well! I’m writing to schedule a meeting to discuss next year’s sales goals. Are you able to meet this Friday at 3 PM in the large conference room?

Let me know!

Best,

Maria

Answering a Question

Dear Mr. Silva,

My name is Catalina Flores, and I’m a Customer Service Representative at Chilean Airlines. I’m writing in response to your question about upcoming airline promotions. Unfortunately, I can’t provide you with the information you requested at this time. However, you can find our current promotions at our website (www.sdfdkjfdf.com). If you have any further questions, feel free to contact us via e-mail (chileanairlines@email.com) or phone (3 3333 3333).

Thank you for your time, and have a great day!

Catalina Flores

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Written by Mariah Wika

 

 

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