The ‘Write like A Boss’
Business Email
Phrasebook
Here’s to writing like a boss, or even
better than yours!


‘The all you need phrasebook to write
great Business English emails’
‘ It’s like having an email
assistant only it can’t make you
coffee’

First edition, 2017
1

mybusinessenglishcoach.com


Contents
Introduction ………………………………………………………………………………………4
Chapter 1: Making Introductions
…………………………………………………………………………………………………………. 6
Starting off
The first line
Giving information
Subjects
Example 1: Formal
Example 2: Informal
Useful Idiom: Breaking the ice
Chapter 2: Making Arrangements

………………………………………………………………………………………………………… 9
Scheduling a meeting
Asking for a different time
Asking for a rescheduling
Confirming the meeting
Example 1: Formal
Example 2: Informal
Useful phrasal verb: call off
Chapter 3: Giving or Asking for Opinions and Advice/ Offering help or information
…………………………………………………………………………… 12
Giving advice
Asking for advice
Offering to help
Example 1: Formal
Example 2: Informal
Useful grammar: the second conditional
Chapter 4: Agreeing or Disagreeing
…………………………………………………………………………………………………… 15
Agreeing
Disagreeing
Example 1: Formal
Example 2: Informal
Useful idiom: on the same page
Chapter 5: Making Requests
……………………………………………………………………………………………………………… 17
Asking someone to do something for you
Asking for permission to do something
Offering to do something for someone else
Responding to offers
2


mybusinessenglishcoach.com


How to say ‘no’ politely
Example email
Grammar tip: modals
Chapter 6: Discussing Information
…………………………………………………………………………………………………… 20
Asking for information
Giving information
Commenting on information
Directing attention to information
Summarizing information
Example Email
Useful idiom: across the board
Chapter 7: Apologising
…………………………………………………………………………………………………..22
Useful phrases to say ‘I’m sorry’ but no.
I apologise for.
Chapter 8: Sign-offs and attachments
…………………………………………………………………………………………….… 23
When the recipient asked you a question:
When you’re asking the recipient to take some action
When you need a response (but not necessarily action)
When you’ve heard nothing back and want a reply
Attachments
Example Email
Useful idiom: drop me a line
Chapter 9: Some useful industry-specific phrases

…………………………………………………………………………………………… 25
Marketing Emails
Financial Emails
Legal Emails
HR Emails
IT Emails
A final word
Chapter 10: Email acronyms.. WTF?
…………………………………………………………………………………………..27

3

mybusinessenglishcoach.com


“The beginning is the most important part of the work.” – Plato

Introduction
Emails can be very difficult to get right. Making a mistake can cause a lot of
problems… maybe even cost you a presidential election. But good emails can lead to
successful relationships and a network of contacts. In today’s ever complicated and
fast society, how do you know if your emails are the best they can be?
When I started working at my first law firm I had to write at least ten emails
everyday. I’ll be honest it was a little boring and frustrating. I would spend hours
drafting emails to clients only to have them sent back from my boss three or four
times because they were not good enough (and with some quiet swearing under my
breath I would begin to write again). While my ego was bruised, I definitely learnt A
LOT about writing great emails and today I am very grateful for all the excellent
training I received. I want to help you make this process much easier and simpler. And
I’ll let you in on a little secret- native English speakers who have not practiced writing

good emails send some pretty bad emails, it is a skill that needs to be practiced. If
you practice writing good Business English emails you could even write better emails
than your English colleagues.
My little secret weapon to help you master Business English emails fast is called the
English Edge. In this guide I will give you 80% of English phrases used in Business
English emails. So you can spend 20% of the time mastering 80% of the English you
need.
It’s time you were able to write Business English Emails like a Boss.
Below is a guide for business people who have English as a second language and want
to improve their writing.
To use this guide, simply turn to the topic that interests you. You will find useful phrases with
a description of why you should use it, an example email, and a relevant idiom, phrasal verb
or writing tip. Don’t be afraid to use the vocabulary that isn’t featured in the examples - the
more variety you have, the more natural and professional your emails will sound.

Here’s to writing like a boss, or even better than yours!

4

mybusinessenglishcoach.com


So, Who wrote this guide anyway? A little information about your
coach:

I am a South African born and raised business and law graduate. After spending some
practical time in the corporate world I decided to follow my passion for teaching
instead. I am a certified English teacher with over 1500 hours of hands on business
English coaching experience. I also have experience proof reading magazines, legal
publications, English learning apps and business correspondence.

What's my story?
After graduating from the University of Pretoria (in South Africa) with an
undergraduate in Business and a masters in Law I set out into the legal profession. I
soon discovered that my passion for teaching, one which I acquired as a legal tutor at
university, was not going to leave me. I decided to become a certified English teacher
instead. I have since had the opportunity to coach lots of business professionals on
their journey to master Business English in different countries around the world. I am
currently living in Japan (Konnichiwa!).
One of the biggest weaknesses my students have is writing in Business English. They
are frustrated by the amount of time they waste trying to write business emails or are
afraid to write business emails.
Many of my students, who mastered Business English communication with my help,
have since gotten better jobs at international companies and pay raises. And they
even enjoyed themselves too! There is no greater satisfaction for a coach.
Want to work with me personally? Click here, I would love to meet you. 


5

mybusinessenglishcoach.com


“There’s no second chance at a great first impression.”

Chapter 1: Making Introductions
Starting off
I’m a friendly, but just saying “hi” when making contact for the first time isn’t enough. You
should begin in a professional and polite manner and hey, there’s no second chance at a first
impression right? Let’s look at how to start an email in a formal way:
•
•

•

Dear Mr./ Ms./ Dr./ Professor + family name (= Dear Mr./ Ms./ Dr./ Prof + family name)
Dear Sir or Madam
To whom it may concern (if the reader is unknown)

Either of these are great ways to open your email. You want to use any titles your recipient
has as a sign of respect. It’s also a nice way to say that you’re asking them (politely!) to
communicate with you. If you want to be a little more informal, a polite use of the name with
“hi” or “dear” would be great:
•
•
•

Hi/ Hello (John)
Dear Alex
Morning/ Afternoon/ Evening Jane

These are more personal than the phrases above, but be careful using them. You don’t want
to assume a familiarity that’s not there (I have – trust me, it’s not pretty). If you are unsure
about the level of familiarity, be formal – your contact can always tell you to use his or her
first name.

The first line introductions
Great, you’ve said hello. Now, let’s start your message. How about something like:
•

“Might I take a moment of your time…” 

•


“I’m writing to introduce myself…” 

•

“I’m writing to inform you…”

These phrases are good for breaking the ice – you’re approaching someone you don’t know in
a polite way and not demanding that they give you their time. If you’re writing someone
who’s not the boss of your company, or you want that personal touch, you can try the
following phrases:
•

“I’m just emailing to ask…” 

•

“I’m a friend of [name]’s…”

The second one is good if you’re trying to get in contact with someone new as you’re looking
less like a stranger if you’re the friend of a friend.

The first line topic
• I am emailing you regarding…
6

mybusinessenglishcoach.com


• Thank you for a our meeting/ our phone call/ your email from earlier today/yesterday/May

16th…
• I would like to let you know that…
• I refer to our meeting of …
• I am emailing you in response to your request/ our conversation/ our meeting
A little more informal:
• Just a quick email to let you know that…
• Thanks for your emails of (date)…
• I wanted to let you know that/ I wanted to ask..

Boss tip: never be afraid to send an email and make contact with someone. Have you heard the
expression ‘it’s not what you know but who you know’. I prefer my version ‘what you know
won’t matter unless you know the right people’. Making connections and friends is essential to
your success so be bold, be a boss and email that new contact. You never know what might
happen.

Subjects

Think of your subject like the title of a movie – it captures the main idea.
For example, let’s say you’re writing an email introducing yourself. Try something like
“Outreach,” “Reaching out” or “Introducing Myself.” If you’re reporting on sales of the last
quarter, use “Last Quarter’s Sales.” Remember, you want to be concise and accurate in your
emails – subject included.
Now, let’s look at some sample emails:

Example 1: Formal
Subject: Reaching out
Dear Mr. Smith,
I’m writing to introduce myself. My name is Sean Rivers, and I would like to know more
about the meaning of life…


Example 2: Informal
Subject: Saying hello
Hi Tom,
I’m a friend of Summer’s, and I’m just writing to say hello. I heard that you could help me
with a problem that I have…

7

mybusinessenglishcoach.com


In general, when it comes to introductions, be brief, and be polite. And don’t forget to make
your subject relevant to the email’s main point.

Useful Idiom: Breaking the ice
Breaking the ice means trying to get conversation started between two strangers. If you’re
emailing someone you don’t know, this is what you’re doing. It usually refers to an activity/
conversation topic that is done to make talking easier.
Going to a picnic was a great way to break the ice.

8

mybusinessenglishcoach.com


“Master the skill of always learning new skills”

Chapter 2: Making Arrangements

Great! You’ve broken the ice, and now the person is willing to talk to you… what next? It’s

time to set up a meeting. Let’s look at a few useful phrases…

Scheduling a meeting

Let’s say you want to arrange a meeting. Here are some good phrases:
•
•

Would you be willing to meet me on/at…
I’d like to meet on/at… if you are available/ free then.

Use these if you’re taking the initiative to organize the meeting. Fill in the … with the date,
time and location you’re suggesting (on Thursday at 8 AM at the Starbucks on 42nd Street). The
“would like” suggests flexibility and that you’re willing to work with the recipient to find a
good time. You can also try these if you’d like to let the other person set the appointment or
want to be more informal:
•
•

I’m available on/at…, if that is convenient/ okay with you.
Is it possible to meet on/at…?

•

When are you available to meet?

Again, replace the … with your date and time.

Asking for a different time


Now, let’s say the other person has made the request to meet you, but you can’t meet at the
time requested. Here’s both a formal and an informal way of turning down a time.
•
•

I’m afraid I can’t make… (because…) How about…?
That time isn’t good for me. I could do… Is that okay?

(formal)
(informal)

These are good because either one says that the time is not good but shows you’re committed
by offering a different time. From this point continue using the earlier scheduling phrases
until you come to an agreement.

Asking for a rescheduling

Life happens… an accident, a busy life, in-laws visiting, aliens attack… how can we ask our
contact for another time in case an emergency makes your previous plans impossible? Again,
here’s a good formal and informal line for this situation:
• (Due to…) I’m afraid we need to put forward/ delay/ postpone/ put back/ cancel/ call
off/ reschedule/ move/ rearrange…
(formal)
•

I can’t meet on… because I…. Do you think we can meet instead on?
(informal)

9


mybusinessenglishcoach.com


I like the phrases above it shows respect to the recipient as well as initiative by offering a
new time.

Confirming the meeting
Excellent! You have the meeting time and you’re ready to meet. Now you just need to
confirm it. I like to repeat meeting times in a final reply so that we both know exactly when
and where we should meet. It’s also useful so that you don’t have to search through your
previous emails; everything you need to know is right there. To confirm your meeting, say
something one of the following:
• So, we’re agreed… I will see you at [time] on [date] at [place]
(formal)
•

Okay. See you at [time] on [date] at [place]

(informal)

If you or the other person needs to cancel or move the meeting, just re-use the phrases above
until your next meeting is set.

Example 1: Formal
Dear Dr. Johnson,
Thank you for agreeing to meet with me. Would you be willing to meet me on Tuesday? I’m
available at 2 PM if that is convenient for you.
(Dr. Johnson suggests 11 AM)
I’m afraid I can’t come at 11 AM because of my English lesson. I could do 1 PM. Is that okay?
If 1 PM is not possible I’m afraid we need to call off our meeting.

(Dr. Johnson agrees to 1 PM)
Thank you. So, we’re agreed… I will see you at 1 PM on Tuesday at your office.
Sincerely,
Mary Stevens

Example 2: Informal
Hi Dr. Johnson,
Thank you for agreeing to meet. I’d like to meet on Tuesday if you are free then. Is it
possible to meet at 2 PM?
(Dr. Johnson suggests 11 AM)
That time isn’t good for me. I have a science lesson. I could do 1 PM. Is that okay? If not, do
you think we can meet instead on Friday?
(Dr. Johnson agrees to 1 PM)
Okay. See you at 1 PM on Tuesday at your office.
Mary
One more thing… be patient. Respect the fact that your recipient has a busy schedule and be
flexible.

10

mybusinessenglishcoach.com


Useful phrasal verb: call off
This phrasal verb can be used to say that something is cancelled or otherwise abandoned.
I had to call off the meeting with Dr. Johnson because he had an emergency.

11

mybusinessenglishcoach.com



“The only thing to do with good advice is to pass it on. It is never of any use to oneself.” – Oscar Wilde

Chapter 3: Giving or Asking for Opinions and Advice/ Offering
help
Boss tip: ’Never miss a good chance to shut up*’, giving your opinion is great (when it is
asked for) and always remember the value in listening when people offer an opinion or
advice. Here are some great ways to give advice in an email.
*shut up is a very informal English phrasal verb which means keep quiet (please don’t use it
in an email…ever).

Giving advice
So, you’d like to comment on what someone has said to you. There are a couple ways to do
this. Let’s try using the second conditional:
•

If I was/were in your place, I'd ...

(use were in formal writing for I, she, he and it)

•

If that happened to me/In that case/If I had that problem, I'd ...

•

If you asked me, I’d…for the reason that

This is a more formal and natural way of giving advice. With these phrases, you’re telling the

person what you would do if you had this problem. It shows a personal touch of understanding
how the speaker feels. It also looks quite impressive to native speakers if used correctly.
You can also give advice using modal verbs:
• We should/could…

Giving professional advice
• In our view you should/ ought to…
• We are of the opinion that…
• It is my professional opinion that you ought to…
Informal ways of giving advice include the following:
• (I think/I really think) you should/need to/must… because
• How about ...?
•

What about…?

I would use these when emailing friends or colleagues. Putting your advice as a question
shows that this is more of a friendly suggestion. These phrases are also good for less serious
issues, but the first one can use the stronger verbs of “must” or “need to” if you want to
emphasize you really think this.
Also, don’t forget to give reasons why you believe the other person should do what you’re
suggesting!
12

mybusinessenglishcoach.com


Asking for advice
Now let’s try asking for advice. A few good formal ways:
• What do you advise me to do?

•

If you were me what would you do?

•

What ought I to do?

These phrases, especially the first one, are good for speaking to a superior or a stranger.
You are making clear that you see them as an authority figure and genuinely need advice.
If you want to ask for advice in a more casual way, I’d have phrases like the following:
• What do you think I should do?
•

What should I do?

•

What do you suggest?

These phrases are more informal and can be used with friends or colleagues you are familiar
with. Regardless of if you want to use formal or informal phrases, use these requests as
questions, not statements. Doing otherwise will make you look rude or arrogant.

Offering help
•

We are willing to … (arrange another meeting, sending you the report, pay for the
hotel)


•

We would be glad to… (help, give you the information)

•

Please let me know if I can help you further.

•
A little more informal:
• How about I help you with….
• Do you need a hand with..?
• Would you like some help with..?

Example 1: Formal

13

mybusinessenglishcoach.com


(Asking for advice)
Dear Mr. Jackson,
I am currently using Antivirus 8. I have been told that Antivirus 9 is very good, but I don’t
know if I should get it. As our IT expert, what do you suggest I do?
Thank you,
Michelle Jenkins
(Giving advice)
Dear Ms. Jenkins,
You asked me earlier if you should get Antivirus 9. If I were you, I would get it. It is the best

program available for protecting your computer against threats. I highly recommend it.
Best,
Tom Jackson

Example 1: Informal
(Asking for advice)
Hi Tom,
I’m using Antivirus 8. I’ve heard that Antivirus 9 is good, but I don’t know if I should get it.
You’re our IT expert, what do you suggest?
Thanks,
Michelle
(Giving advice)
Hi Michelle,
I think you should get Antivirus 9. It is the best program available for protecting your
computer. I highly recommend it.
Best,
Tom

Useful grammar: second conditional

if + past simple, ...would + infinitive

We use the second conditional to talk about things in the future that are probably not true
or possible, or something in the present that is impossible because it’s not true:
If I were president, I would ban all idiots from the country. (it’s unlikely I will ever be
president)
If I were you, I would buy Antivirus 9. (it’s impossible for me to be you)

14


mybusinessenglishcoach.com


The people to fear are not those who disagree with you, but those who disagree with you and are too
cowardly to let you know. – Napoleon Bonaparte

Chapter 4: Agreeing and disagreeing

It is said there are two things you shouldn’t talk about with strangers, it’s politics and
religion. Unfortunately, you will have to tell someone if you agree or not in email. Since
written words may not accurately say what you mean, you need to be very careful with how
you express these sentiments.

Agreeing
Agreeing is a bit more complicated than just saying yes. You’ll want to be clear in your
position, and explain why you feel that way. It doesn’t have to be too detailed, just make it
more than “Yes.” Some formal ways of agreeing include:
•
•
•
•

I couldn't agree with you more.
That’s exactly how I feel.
I agree with [name].
I’m afraid I agree with [name] here.

(this is good for dealing with multiple people)
(this is good for if you disagree with a friend)


Some more informal ways of agreeing include:
•
•
•
•

Absolutely
I agree with [name]
Tell me about it!
I agree 100 percent

(this is a very casual, slang way of agreeing)

Disagreeing

Disagreeing is a more sensitive skill in email, as you may appear angrier than you intended.
Correct wording is essential here so that your relationships don’t suffer. Here are some more
formal disagreeing phrases that I use:
•
•
•
•

No, I'm not so sure about that.
I beg to differ.
I totally disagree.
I'd say the exact opposite.

(warning: this is VERY strong)
(warning: this is VERY strong)


It’s okay to make clear that you disagree in strong terms, but make clear you’re not upset.
Some more informal disagreements phrases include:
•
•
•

Not really.
I don't think so.
No way.

(warning: this is VERY strong)

Boss tip: Remember to include at least one sentence explaining why you agree or disagree
(use connecting words to give your reason such as: because, for example I don’t think so
because we only have one week).

15

mybusinessenglishcoach.com


Example 1: Formal
(Agree)
Tom,
I agree with James. The project needs to be out by May. Any later, and we’ll be in trouble.
Is there anything I can do to help you?
Sally
(Disagree)
Tom,

I totally disagree. Delaying the project past May will look bad for us. We really need to
finish it on time. Let me know if I can do anything to help you.
Sally

Example 2: Informal
(Agree)
Tom,
I agree with James. The project needs to be out by May. We’ll be in trouble if it’s late. Can I
do anything to help you?
Sally
(Disagree)
Tom,
No way. I’m sorry to be blunt, but delaying the project past May will look bad for us. We
really need to finish it on time. Let me know if I can help you.
Sally

Useful idioms: on the same page
Being on the same page means that you and another understand one another. It can also
mean that you agree.
Since Tom and Sally agreed to finish the project by May, they were finally on the same
page.

16

mybusinessenglishcoach.com


“Question the motives of those who make requests of you. Discover what they really want. You may
not want to give it.” – Vernon Howard


Chapter 5: Making Requests
Making requests can always be an awkward thing to do. Whether it’s asking for a pay raise,
more time or a hand in marriage there’s always the fear of the person saying no. It can be
even worse when you’re asking someone in a second language. But if you use the right
phrases with a polite tone, you’ll be fine.

Asking someone to do something for you
Here, we’re asking someone to do something. These forms are good if you want someone to
send you a file, or to do a certain task. Some examples:
•

"Could you do Sally’s part of the project?"

(most

(polite)
•

"Would you mind sending* me the figures for March?"

•

"Can you meet me on Friday, please?'

(most

(informal)
*Notice that if you use “would you mind” the verb following must be in the present
continuous (-ing).


Asking for permission to do something
These phrases are intended for asking if you can do something. Perhaps you want to leave
work early, or you want to know if you can change your part of the project. Here are a few:
•

"Do you mind if I leave* early tomorrow?"

(most

(polite)
•

"Would you mind if I upgraded* our software?"

•

"Could I have an extension on my deadline, please?"

•

"Can I use your computer, please?"

(most

(informal)

*You don’t need to use please if you ask if another person minds; this is already very polite.
But notice the tenses in these two phrases. If you ask some with “do you mind” the verb
following must be in present simple tense. However, “would you mind” requires the past
simple form as you are thinking aloud about a possible scenario.


Boss tip: Be bold and ask for a pay raise when you deserve one! If your you have
produced excellent work or acquired new skills (like mastering Business English)
it’s time to request a pay raise. So time it well, be confident and positive and ask,
ask , ask! Probably not by email BUT make an email request for a meeting with
your boss so that you can ask in person. If you want to improve you Business
English skills quickly so that you can ask for a better position click here.
17

mybusinessenglishcoach.com


Offering to do something for someone else
We use the following phrases if we want to offer to help someone or volunteer for something:
• "Can I help you?"
•

"Would you like me to answer the phone?"

•

"I'll do the photocopying, if you like."

These are all informal phrases. The idea is more that you’re offering to help than being
formal with language.

Responding to offers
Finally, you can’t ask for help without knowing how to respond to offers directed to you. Here
are a few ways worth knowing.
If you want to accept the offer, try these:

• Yes please. That would be nice / lovely.
(more informal)
•

Yes please. I’d like to.

•

That would be very kind of you.

•

Thank you. That would be great.
(more formal)

And if you want to reject it:
• No, thanks.
(more informal)
•

No, thank you.

•

It’s OK. I can do it myself.

•

Don’t worry, I’ll do it myself.
(more formal)


Example email:
Hi Sally,
I hope you’re doing well. I’ve been working on the sales numbers for the year, and I don’t
have March yet. Could you please send me the numbers for March? And if you don’t have
them, would you mind if I contacted Headquarters to see if they have them? I can do it for
you, if you’d like. I know you’re busy and this is my project anyway.
As for lunch tomorrow, yes please. That would be great. Is Italian okay?
-Tom

18

mybusinessenglishcoach.com


Grammar tip: Modals
We use the modals in English to express degrees of ability, possibility, permission and
obligation. The modals we used here include can, could, and would. Can and could are used
for possibility, ability and permission. Would is used in a polite request. All three verbs can
be used to ask for things. Would is the politest and can is the firmest. Could is the middle
verb.
A more in-depth discussion of modals is outside of the range of this guide. For more
information about modals, I recommend signing up for our free email course or the Master
the Business English Email course.

19

mybusinessenglishcoach.com



“Facts are like cows. If you look them in the face long enough, they generally run away.” – Dorothy L.
Sayers

Chapter 6: Discussing Information
Discussing information in English emails breaks down into a few basic categories: asking for it,
reporting it, directing attention to it, and summarizing it. Most of these phrases can be used
for facts, figures, numbers or reports with some slight re-wording. We’ll see some examples
shortly.

Asking for information

Here are some useful phrases for asking for information.
• Please let me know what procedure we/I should follow
• Could you fill us in on ...?
• Can I have the figures (for/from)…?
• So, what are the facts and figures?
• How do these figures compare to ...?
• What's that in terms of…?
• How should we interpret…?
The first three phrases are good for polite requests (note the use of can and could). The last
three can be used for asking for more detail or for clarification. In these examples, we’re
comparing facts to another set of facts. You can complete these phrases however you want
(for example, how does this report compare to last year’s report).

Commenting on information
To comment on information, these are some useful phrases:
• According to (a recent report/ the report on/ our client)
• Apparently, a recent report shows...
• Supposedly...
• (name) claimed that…

• (name) assured me that…
In the first four phrases, you are reporting on information you heard from another source (in
these examples a recent report). These are useful not only in telling someone what you’ve
heard but make clear that you ARE NOT the one who is writing or reporting the information.
The last two allow you to credit (or blame) the person giving the information by name.

Directing attention to information
The following phrases are useful if you want someone to pay attention to a specific piece of
information in a report or series of tables:
• This graph shows you…
• Look at this…
• I'd like you to look at this…
• This chart illustrates the figures…
• This graph gives you a breakdown of…
Although these phrases are talking about a graph, they can be easily used for any form of
information you want (this report shows, this image illustrates).

Summarizing information
20

mybusinessenglishcoach.com


Finally, let’s look at how to summarize information. These phrases can conclude a report
about information. They can also be used to sum up an email exchange and the results of the
conversation.
• The bottom line is…
• The overriding trend is...
• In general...
• In summary…

• Overall, things are looking positive/negative/good/bad
Notice the last phrase. You can also use this one to introduce your own opinion on the facts
being discussed. Be prepared to explain your opinion or offer a solution if you use this one,
however!

Example Email
Hello Sally,
I’ve taken a look at the figures from March. According to Tom, our sales are up across the
board. Also, our expansion plan looks good. I’d like you to look at the numbers yourself
though. One issue with Tom’s report is that it’s missing the expenditures from April. Can I
have the figures for that month?
Overall, things are looking good since sales are up and expansion is promising. But I think we
can do better in advertising. I also suggest we move up the opening our Munich store.
Summer

Useful idiom: across the board
Across the board is an idiom that means applying to everything, or looking at a group in
total. You can use this to summarize findings or an overall trend in numbers.
Stores in Europe saw a rise in sales across the board as the recession continued to end.

21

mybusinessenglishcoach.com


“Never ruin an apology with an excuse.” ― Benjamin Franklin

Chapter 7: Apologising

Boss tip: If it is a big mistake, don't apologise by email rather pick up the phone and make a

personal call or even schedule a personal meeting. And always and make sure you provide
some solution or action you will take to fix the problem.

How to say ‘I’m sorry’:
•
•
•
•
•

I would like to apologise for any inconvenience caused…
Please accept our apologies for any delay/ inconvenience.
I am afraid .. (the order is late, we do not have an answer)
We will make sure this does not happen again in the future
Unfortunately, ….

A little more informal
• I am sorry for the trouble I caused

Example Email
Dear Jane,
I am afraid that your order will be later than we expected. Please accept our apologies for
the delay.
I am in contact with the delivery company and I will keep you informed of any changes.
Kind regards,
Janet

22

mybusinessenglishcoach.com



We won't be signing off until the world ends. We'll be on, and we will cover the end of the world, live,
and that will be our last event . . . we'll play 'Nearer, My God, to Thee' before we sign off. – Ted Turner

Chapter 8: Sign-offs and attachments
We have come to that point in the guide where I tell you how to say goodbye.

When the recipient asked you a question:

These phrases can be used if you’ve been asked a question by another person:
•
•
•

I trust the above resolves your queries. Should you have any further questions, please
do not hesitate to contact me.
I know that’s a lot to take in, so let me know if anything I’ve said doesn’t make sense.
Hope the above helps, but email again if you’re still having any difficulties.

The first phrase is used for more formal settings. The last two are better suited for friends or
colleagues.

When you’re asking the recipient to take some action

The following phrases can be used when you’ve asked someone to do something, and you
want to make sure they will do what you asked.
•
•
•

•

I would appreciate your help in this matter.
Thanks in advance.
Would you mind checking it out for me?
I’d love to hear your advice on this one.

When using these phrases, be careful with how you do so. You don’t want to look rude or
arrogant. Calmly explain the situation with modals like can and could, avoid ones like must
and will, and you should be fine.

When you need a response (but not necessarily action)

Suppose you don’t need someone to do something but you want to confirm someone has
received a message. These phrases are great:
•
•
•

I await a response at your earliest convenience.
I Look forward to hearing from you.
Can you drop me a quick word so I know you’ve received this?

When you’ve heard nothing back and want a reply

Something I really hate is when I write to someone and they don’t reply. Here are some polite
ways to ask someone to respond to a previous emails:
•
•


“In reference to my email of June 20th …”
“Just wondered if you got my email (June 20th)?”
23

mybusinessenglishcoach.com


•

“When you get a moment, could you drop me a line about my last email?”

Attachments

A common occurrence in business emails is sending file attachments. You should specifically
mention in the email that you have sent a file, otherwise the recipient might miss it.
Something basic will be fine:
• I’m sending you this week’s schedule as an attachment.
You can also start your sentence with phrases like:
•

I’ve attached…

•

Please find attached…

•

I’m attaching…


There really isn’t a formal or informal way to discuss attachments. Just make clear there’s an
attachment in the email itself.

Example Email
Hi Mary,
Please find attached the list of employees as of August 2017. I trust the above resolves your
queries. Should you have any further questions, please do not hesitate to contact me. When
you get a moment, could you drop me a line about my last email?
Thanks,
Janet

Useful idiom: drop me a line
Dropping someone a line means to contact someone. The method (phone, email, text, etc.)
is not important; it simply means you’re contacting them.
I’ll drop you a line once I get back about my vacation.

24

mybusinessenglishcoach.com