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Phrases For Formal Emails

Greetings

Always use Ms and not Mrs when writing to a woman in a professional context

Always use surnames in formal e-mails

Sometimes you don’t know the name of the person you’re writing to because the email address starts with info or office. in this case write Dear sir

Introducing yourself

This all depends on your relationship with the person. If you know someone a little better, but still have a formal relationship it might be nice to use a phrase beginning of your mails.

Friendly opening

Referring to the last contact between you

Name, job title and company.

Dear sir

Dear Mr

Dear Ms

I hope everything is going well.

I hope you had a nice Christmas.

My name is Susan Whitby and I am the Head of Marketing at HMU.

It was lovely meeting you at the sales conference last week.

It was nice talking to you on the phone earlier.

Thank you for your mail last week.

Reason for writing

I am writing in connection with the order we placed last week.

I am writing with regard to next week's board meeting.

I am writing to update you on the progress of the Masterson project.

Giving information

I would like to inform you about the results of our customer survey.

Attachments

don’t write "I have enclosed" in an email – we only use that for letters

I have attached a pdf with the most relevant information

Making a request

Could you please let me know if you can attend the event next week?

I would appreciate it if you could send me the documents this week.

Making arrangements

I was wondering if you would be available for a meeting next week.

Would 10am be a suitable time?

I am afraid I am not available on Wednesday.

Confirming

I would like to confirm our meeting for 3pm on Wednesday the 11th.

Answering questions

In answer to your first/ second/ third/ last question…

To answer your question about…

Closing line

If you need/require any further information, please feel free / do not hesitate to contact me.

I look forward to seeing you …

I look forward to meeting you …

Closing line referring to the next meeting

Closing

Best regards, …