50 Useful Phrases for Business Emails(With Examples)

Staring at a blank email for ten minutes over one sentence happens to almost everyone at some point. 

The right business email phrases save you time and make you sound clear and professional without extra effort. 

This guide gives you 50 useful phrases for business emails organized by the moment you actually need them, from your opening line to your sign-off, each with a working example you can adapt today.

Opening Lines

Your first sentence sets the tone for everything that follows, so it should get straight to the point. 

Use these openers to greet a contact, explain why you are writing, or reference something you already have in common. 

A strong opener also tells the reader within seconds whether your email needs a quick reply or can wait.

• I hope this email finds you well. Example: I hope this email finds you well after the busy week.

• I am writing to inquire about… Example: I am writing to inquire about the status of our office supply order.

• I am reaching out to follow up on… Example: I am reaching out to follow up on our conversation from Tuesday’s call.

• Thank you for your prompt response. Example: Thank you for your prompt response regarding the revised contract terms.

• Thank you for getting back to me. Example: Thank you for getting back to me so quickly on the invoice question.

• It was great meeting you at… Example: It was great meeting you at the trade fair in Lagos last week.

• I am writing on behalf of… Example: I am writing on behalf of our finance team regarding the outstanding balance.
• This is to let you know that… Example: Your package shipped this morning.

• I am writing to update you on… Example: I am writing to update you on the progress of the website redesign.

• As discussed, I am sending… Example: As discussed, I am sending the updated pricing sheet for your review.

Making Requests

Asking for something in writing can feel blunt if you are not careful with your wording. These phrases soften a request while still making exactly what you need clear to the reader. A softer request also gets answered faster, since it reads as considerate rather than demanding.

• Please provide me with…? Example: Could you please provide me with last quarter’s sales figures?

• I would appreciate it if you could… Example: I would appreciate it if you could review the draft by Friday.

• Would it be possible to…? Example: Would it be possible to reschedule our call to Thursday afternoon?

• Could you please send me…? Example: Please send me access to the shared drive folder.

• Could you? Example: Can you confirm the delivery date for us?

• Could you…? Example: Could you take a look at this design layout today?

• Please let me know if… Example: Please let me know if you need anything else from our side.

• I would be grateful if you could… Example: I would be grateful if you could forward this to the right department.

• Kindly confirm at your earliest convenience. Example: Kindly confirm at your earliest convenience so we can proceed with printing.

• Would you mind…? Example: Can you share the meeting notes from yesterday’s session?

Sharing Information and Attachments

Some emails exist purely to pass along a file, an update, or a heads-up. 

Keep these short and direct, so the reader knows exactly what to look for and why it matters.

Burying an attachment note inside a long paragraph is the fastest way to make a reader miss it entirely.

• I am attaching… Example: I am attaching the signed agreement for your records.

• Please see the details below. Example: Please see the details below regarding the updated shipping schedule.

• Please note that… Example: Please note that our office will be closed on public holidays.

• Attached is… Example: Attached is the invoice for last month’s consulting services.

• For your reference, I have included… Example: For your reference, I have included last year’s annual report.
• As per the attached document… Example: As per the attached document, the new pricing takes effect in June.

• I have attached a copy of… Example: I have attached a copy of the signed lease agreement.

• Here is the information you requested. Example: Here is the information you requested about our refund policy.

• I wanted to flag that… Example: I wanted to flag that the server update happens this weekend.

• This is just a heads-up that… Example: This is a heads-up that the office will close early on Friday.

Clarifying and Problem Solving

Not every business email delivers good news. 

These phrases help you ask for clarity, own a delay, or reassure a client without sounding defensive. 

Getting this tone right often matters more for the relationship than the actual problem being solved.

• Please clarify. Example: Please clarify the deadline for the first draft.

• I apologize for the delay in replying. Example: I apologize for the delay in replying; our systems were down yesterday.

• I am sorry for the inconvenience. Example: I am sorry for the inconvenience this outage may have caused you.

• Thank you for bringing this to my attention. Example: Thank you for bringing this to my attention; we are looking into it now.

• I understand your concern, and… Example: I understand your concern, and we are working to resolve it quickly.

• To clarify, what I meant was… Example: To clarify, what I meant was that the invoice covers only March’s services.

• I want to make sure we are on the same page. Example: I want to make sure we are on the same page before Monday’s launch.

• Let me look into this and get back to you. Example: Let me look into this and get back to you by tomorrow morning.

• We are working to resolve this as quickly as possible. Example: We are working to resolve this as quickly as possible on our end.

• I appreciate your patience while we sort this out. Example: I appreciate your patience while we sort this out with our supplier.

Closing Lines

How you sign off shapes the last impression your email leaves, so it deserves as much care as your opening line.

Match the tone below to your relationship with the reader, from a first-time contact to a long-term client.

The wrong sign-off rarely ruins an email, but the right one quietly reinforces the professionalism of everything above it.

• I look forward to hearing from you. Example: I look forward to hearing from you before the end of the week.

• Let’s chat next week. Example: Let’s chat next week once the report is finalized.

• Please do not hesitate to reach out. Example: Please do not hesitate to reach out if anything is unclear.
• Thank you for your time and consideration. Example: Thank you for your time and consideration on this proposal.

• Looking forward to our next conversation. Example: Looking forward to our next conversation at the follow-up meeting.

• Please let me know if you have any questions. Example: Please let me know if you have any questions about the attached quote.

• I appreciate your continued support. Example: I appreciate your continued support as we roll out the new system.

• Best regards, Example: Used as a standard, professional sign-off before your name and title.

• Warm regards, Example: Used as a slightly friendlier sign-off with long-term clients or colleagues.

• Kind regards, Example: Used as a neutral, widely accepted sign-off in most business emails.

Where You Send These Phrases From Matters Too

The right phrase still lands differently depending on the address it comes from.

 A polished sign-off sent from a free Gmail account still reads as less established than the same line sent from [email protected]. 

Clients and partners register that detail even when they never mention it directly.

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Setup takes minutes, and the Truehost team handles migration for free if you are moving away from a free address.

Visit truehost.com.ng/hosting/emails to compare Workplace plans and get a professional email address set up before your next round of client emails goes out.

Keep This List Close for Your Next Email

You do not need fifty phrases memorized to write a strong business email. 

Pick one from each section that matches your own voice, and reuse it until it feels natural. 

Over time, these phrases stop sounding like a template and start sounding like the way you actually write.