Business Email Phrases | Open, Ask, Update and Close

Business email phrases you can adapt

A professional phrase is useful only when it makes the purpose, action and timing clearer. These starters are grouped by job so you can choose a suitable tone instead of copying an impressive sentence.

Use this page as a reference while you study. Say each useful example aloud, then replace one detail with information that is true for you.

Opening

Phrase starter	Use it well
I am writing to confirm…	Add the specific action, owner or date. Do not leave the phrase vague.
Thank you for your message about…	Add the specific action, owner or date. Do not leave the phrase vague.
Following our call, I have…	Add the specific action, owner or date. Do not leave the phrase vague.
I am contacting you regarding…	Add the specific action, owner or date. Do not leave the phrase vague.
It was good to speak with you today.	Add the specific action, owner or date. Do not leave the phrase vague.
Please find the requested details below.	Add the specific action, owner or date. Do not leave the phrase vague.

Requests

Phrase starter	Use it well
Could you please confirm…?	Add the specific action, owner or date. Do not leave the phrase vague.
Would you be able to send…?	Add the specific action, owner or date. Do not leave the phrase vague.
Please let me know whether…	Add the specific action, owner or date. Do not leave the phrase vague.
Could we move the deadline to…?	Add the specific action, owner or date. Do not leave the phrase vague.
May I ask you to review…?	Add the specific action, owner or date. Do not leave the phrase vague.
When convenient, please share…	Add the specific action, owner or date. Do not leave the phrase vague.

Updates

Phrase starter	Use it well
Here is a quick update on…	Add the specific action, owner or date. Do not leave the phrase vague.
We have completed…	Add the specific action, owner or date. Do not leave the phrase vague.
The remaining item is…	Add the specific action, owner or date. Do not leave the phrase vague.
We are still waiting for…	Add the specific action, owner or date. Do not leave the phrase vague.
The work is on schedule for…	Add the specific action, owner or date. Do not leave the phrase vague.
I will send the next update by…	Add the specific action, owner or date. Do not leave the phrase vague.

Delays and problems

Phrase starter	Use it well
The delivery will be delayed because…	Add the specific action, owner or date. Do not leave the phrase vague.
We found an issue with…	Add the specific action, owner or date. Do not leave the phrase vague.
The current risk is…	Add the specific action, owner or date. Do not leave the phrase vague.
To resolve this, we are…	Add the specific action, owner or date. Do not leave the phrase vague.
The revised completion date is…	Add the specific action, owner or date. Do not leave the phrase vague.
I am sorry for the inconvenience.	Add the specific action, owner or date. Do not leave the phrase vague.

Clarification

Phrase starter	Use it well
To make sure I understood correctly…	Add the specific action, owner or date. Do not leave the phrase vague.
Could you clarify what you mean by…?	Add the specific action, owner or date. Do not leave the phrase vague.
Do you want us to include…?	Add the specific action, owner or date. Do not leave the phrase vague.
My understanding is that…	Add the specific action, owner or date. Do not leave the phrase vague.
Please correct me if I have missed anything.	Add the specific action, owner or date. Do not leave the phrase vague.
Which option would you prefer?	Add the specific action, owner or date. Do not leave the phrase vague.

Disagreement and refusal

Phrase starter	Use it well
I see the benefit, but I am concerned about…	Add the specific action, owner or date. Do not leave the phrase vague.
That option is not possible within the current scope.	Add the specific action, owner or date. Do not leave the phrase vague.
We cannot meet Friday, but we can deliver on Monday.	Add the specific action, owner or date. Do not leave the phrase vague.
I recommend a different approach because…	Add the specific action, owner or date. Do not leave the phrase vague.
Could we consider this alternative?	Add the specific action, owner or date. Do not leave the phrase vague.
I am unable to approve this without…	Add the specific action, owner or date. Do not leave the phrase vague.

Follow-up

Phrase starter	Use it well
I am following up on…	Add the specific action, owner or date. Do not leave the phrase vague.
Have you had a chance to review…?	Add the specific action, owner or date. Do not leave the phrase vague.
Please let me know if you need anything else.	Add the specific action, owner or date. Do not leave the phrase vague.
The next action is with…	Add the specific action, owner or date. Do not leave the phrase vague.
Could you confirm by Thursday?	Add the specific action, owner or date. Do not leave the phrase vague.
I will close this item once…	Add the specific action, owner or date. Do not leave the phrase vague.

Closing

Phrase starter	Use it well
Thank you for your time.	Add the specific action, owner or date. Do not leave the phrase vague.
Thank you for your patience.	Add the specific action, owner or date. Do not leave the phrase vague.
I look forward to your reply.	Add the specific action, owner or date. Do not leave the phrase vague.
Please let me know if you have any questions.	Add the specific action, owner or date. Do not leave the phrase vague.
Kind regards,	Add the specific action, owner or date. Do not leave the phrase vague.
Best regards,	Add the specific action, owner or date. Do not leave the phrase vague.

A five-minute recall routine

Choose five items, not the whole page.
Cover the meaning or model.
Produce your own sentence aloud.
Check the reference and correct one point.
Return tomorrow without looking at today’s answer first.

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