Professional emails
Write clear, polite emails that get answers: requests, follow-ups, apologies and replies.
💡 Tips from the pros
- Put the purpose in the subject line and the first sentence. Busy people decide in 3 seconds.
- One email = one main topic. Use short paragraphs and bullet points for several questions.
- End with a clear next step: who does what, and by when.
- Soften requests: "Could you…?" / "Would it be possible to…?" sounds much more polite than "Send me…".
- Match the formality of the other person. "Hi Anna" for colleagues, "Dear Ms Smith" for first contact.
Listen to each phrase, then press the mic and say it.
Opening
I hope you're well.
friendly, neutral
Thank you for your email.
replying
I'm writing to ask about…
stating the purpose
Following our call this morning, …
after a meeting or call
Just a quick note to let you know that…
informal update
Requests
Could you please send me…?
Would it be possible to move the meeting to Thursday?
I would be grateful if you could…
Could you let me know by Friday?
adds a deadline politely
Attachments & information
Please find attached the report.
I've attached the updated version.
As requested, here is…
For your reference, …
Follow-ups & reminders
I'm just following up on my email from Monday.
polite reminder
Just a gentle reminder that…
very polite
Have you had a chance to look at…?
Apologising
Sorry for the late reply.
I apologise for any inconvenience this may have caused.
Unfortunately, there has been a delay with…
Closing
Please let me know if you have any questions.
I look forward to hearing from you.
Best regards, / Kind regards,
safe for any email
Thanks, / Best,
informal