12 Phrases That Will Make Your Emails More Professional

Learning how to?communicate effectively?via email requires some?trial and error (= trying different methods and learning through experience)?and practice.

However, one thing that can fast-track your email writing abilities is?knowing popular business email phrases.?If you pay close attention to the way native speakers communicate via email, you will notice that there are certain “stock phrases” they use in almost every email. This is especially true of emailing in tech.

In this article, we will cover 10 popular phrases you should start using in your business emails to make them more professional.

1. This means

Where to use: in the main body of your email

Business communication culture in English?prioritizes clarity. It is expected that you not only explain what has been done (or what needs to be done) but also why it is important. “This means” is a very simple but effective way to add clarity to your email and answer the question “What does it mean?” or “Why does it matter?”.

Example:

I’ve also added a soft delete feature.?This means?you can now delete customer info without breaking anything and the removed data can be restored in the settings.

2. Please note that

Where to use: in the main body in order to attract attention to something important

The phrase “please note that” lets the recipient know that they need to pay attention because some important information is being communicated to them. It’s best to use this phrase at the beginning of a sentence.

Example:

Please note that?the admin account will be deprecated by the end of this week.

A much more formal phrase with the same meaning is “please be advised”. But since emailing these days is mainly semi-formal, you would be better off sticking with “please note” instead.

3. As of + time reference

Where to use: in the main body

The phrase “as of + time reference” helps communicate the current state of things or report changes.

For example:

As of now,?there are seven more critical issues we need to address. (current status)

As of last week, we have implemented additional features as per the customer’s requests. (recent changes)

As of October 2023, we have expanded our operations to include the European market. (an update that includes a time reference)

4. Starting + time reference

Where to use: in the main body (usually at the beginning of your email)

This phrase is synonymous with “as of + time reference”. Use it when you need to give important updates (especially the ones related to the future).

For example:

Starting next month,?we will be relocating our headquarters.

All changes will be put into effect?starting Monday.

5. I can’t seem to

Where to use: in the main body of your email

This phrase is used as a polite way to communicate the inability to do something as well as any difficulties and challenges.

Example:

?I can’t seem to reproduce the issue on my end. Could you perhaps send a screen recording?

6. Make sure

Where to use: in the main body

“Make sure to (do something)” or “Make sure you (do something” are the?go-to (= very popular)?phrases to give polite instructions.

Example:?

Make sure?you fill out the form before Wednesday, April 3rd.

7. Otherwise

The phrase “Otherwise” signals that you are ready to wrap up your email. This phrase will come in useful when you want to communicate that you have shared all of the feedback and comments you had. Make sure to use it at the beginning of a sentence and use a comma (,) after it.

Example:

There are a few more modules that will need to be tested for cross-browser compatibility. I will share more details on that next week.

Otherwise, the app looks ready to be demoed to the client.

8. Let me know

Where to use: in the call-to-action

Every email needs a call to action. The phrase “let me know” is the champion of calls to action. You are almost guaranteed to?come across it (= see it)?in every other email.

Example:

Let me know if the issue persists. I will do my best to find a solution.

9. I would love to

Where to use: in the main body or in the call to action

“I would love to” is a friendlier and more polite alternative to “I would like to”. When it comes to making requests, “I would love to” is a far better option.

Compare:

I would like to receive feedback on my work. (a bit rude and imperative)

I would love to?hear your feedback on my work (friendly and polite)

10. I would really appreciate

Where to use: in the call to action

This phrase is very similar to “I would love to” but sounds a bit more formal and less personal.

Example:

I would really appreciate?your assistance in this matter.

11. Feel free to reach out

Where to use: in the call to action

This is another popular and friendly call to action. Use it at the very end of your email.

Example:

Feel free to reach out?if you have any questions or concerns!

12. Look forward to

Where to use: in the call to action

This is an extremely popular phrase that pretty much everyone knows. But, not everyone knows how to use it correctly.

Remember that “look forward to” is followed by either a gerund or a noun.?It is never followed by an infinitive.

For example:

I look forward to chatting?with you. (gerund)

I look forward to our chat?(noun)

Try to incorporate these phrases into your future emails, and you will see how much more?at home (= comfortable)?you will feel writing emails, and how much more professional they will sound.

If you’re interested in leveraging your email writing skills along with #negotiation, #communication, #smalltalk, and other #softskills, consider taking our?English For IT: Communication course.