English Email Expressions

BUSINESS CORRESPONDENCE OPENING SALUTATION

Dear Sir/s,

You don’t know the name/s of the person/s

Dear Mr. Smith,

Only use last name with Mr. with last name

Dear John,

Don’t use Mr.- Mrs.- Miss- Ms. with first name

Dear Madame,

You don’t know the name of the person

Dear Miss Jones,

Single

Dear Mrs. Jones,

Married

Dear Ms. Jones,

You don't know her marital status

MAKING REFERENCE

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With reference to your memo e-mail

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Further to our telephone conversation your query

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Regarding As regards With regard to

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Concerning...............

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We are pleased delighted deeply sorry

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According to your letter dated

your email............... our telephone conversation

to hear to learn

REQUESTING

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We would appreciate it if you could send....?

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Could you please send ...?

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Would you mind sending ....?

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Would you be so kind as to send....?

EXPRESSING WISHES •

We would like to receive ....

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We particularly want to receive ....

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We are particularly interested in receiving ....

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We would prefer to receive ....

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We would rather receive ....

ASKING FOR CONFIRMATION •

We will wait for your confirmation before going ahead ......

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Please drop us a line to confirm ....

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We would like (you) to confirm ....

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If we hear nothing to the contrary, we will go head …

INVITING •

We would like to invite you to

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We are very pleased to invite you to…

our annual sales meeting. participate in our … take part in attend our…

ACCEPTING / DECLINING AN INVITATION •

I would like to thank Mr. X for his kind invitation to the Commission’s Annual Celebration to be held at the Sheraton Hotel on September 7, which o have much pleasure in accepting.

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I would like to thank COT for their invitation to the annual celebration to be held at the Sheraton hotel on September 7. Unfortunately, I am not able to accept it due to the fact that a previous engagement prevents me form doing so.

PROVIDING INFORMATION

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We are very pleased to inform you..

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We are proud to inform our customers…

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We would like you to know that …

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We offer…

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We count on…

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We use…

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Our offices are located…

DRAWING ATTENTION AND REMINDING

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I am afraid we must remind you ....

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We would like to remind you ....

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Let us remind you ....

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We would like to point out .....

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May we draw your attention to the fact that ....

EXPRESSING URGENCY AND NECESSITY

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.... at your earliest convenience.

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.... as soon as possible.

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.... without further delay.

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.... otherwise we may be obliged to .....

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.... I am afraid we will be forced to ....

APOLOGIZING •

We are deeply sorry for ....

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We apologize for ....

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Please accept our apologies for ....

ASSURING •

You may rest assured ....

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We will do our best to ensure ....

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You may confidently leave the matter in our hands.

SUGGESTING •

I would suggest holding a meeting to discuss this matter further.

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Would it be possible for you to meet next?

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Why don’t we meet to try to find a solution to this matter?

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Shall we meet and discuss this matter further?

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Would next Friday suit you?

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Let’s meet for lunch next week.

REQUESTING CLARIFICATION

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I am afraid it is not clear to us whether ......

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We would be very grateful if you could clarify.... provide further details about ....

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Unfortunately, there seems to be a misunderstanding regarding …

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There appears to be some misunderstanding as regards ....

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We are under the impression ....

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We have been led to believe ....

REQUESTING APPROVAL •

We hope this will be of your satisfaction.

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We hope you will have no objections to .... trust will agree to ....

COMPLAINING •

We are at a loss to know how to .... why ....

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We are experiencing difficulties ....

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I am afraid .... has proved highly unsatisfactory ....

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Unfortunately, ……………… is missing does not work is defective does not comply with breaches our contract

THREATENING •

We trust this matter will receive your attention otherwise we will be forced to .....

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Unless your company provides a solution to this matter, we will be forced to….

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If we did not receive an answer before May 3, we would initiate legal actions.

REJECTING

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We are fully aware of .... but unfortunately ....

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I am afraid we are not in a position to ....

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We believe at this stage it will not be advisable to .....

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Unfortunately, given the situation of our company, we are not likely to…

DELAYING ANSWERS

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We will be reviewing the matter .... in the near future.

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We would like to .... before taking any further action. proceeding.

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.... is being discussed by .... reviewed

ENCLOSING DOCUMENTS •

I am enclosing ....

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Attached you will find .....

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Please find attached ....

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I am attaching

THANKING •

I would like to thank you for ………

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I am very grateful for…

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Thank you very much for your help …

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We appreciate your help.

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We are very thankful for your cooperation.

CLOSING •

Please do not hesitate to contact us ....

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Please let us know ....

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We are at your disposal for anything you might need ...

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I will be looking forward to hearing from you.

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Thanks in advance for your kind attention.

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Best regards

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Regards

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Sincerely.