Essential Email Phrases for Everyday Use: Examples and Meanings
Introduction to Email Communication
Effective email communication is a crucial skill in both professional and personal settings. Whether you're writing to colleagues, clients, or friends, knowing the right phrases can make your emails clear, polite, and impactful. This lesson focuses on essential lines you can use every day for emails, complete with examples and meanings to enhance your email writing skills.
By the end of this lesson, you will be equipped with a variety of phrases to use in different email contexts. You'll learn how to stress main points, indicate changes in subject, summarise and conclude, accept or decline requests, and ask for information. These phrases will help you communicate more effectively and professionally via email.
Let's start by exploring some useful vocabulary and phrases that will set the foundation for mastering email communication.
Useful Vocabulary for Email Communication
- Clarification: Making a statement or situation clearer and more comprehensible.
- Example: "Please let me know if you need further clarification on this point."
- Etiquette: The customary code of polite behaviour in society or among members of a particular profession.
- Example: "Good email etiquette includes being polite and concise."
- Professionalism: The competence or skill expected of a professional.
- Example: "Your emails should reflect a high level of professionalism."
Stressing Main Points and Drawing Attention to Something
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What I really want to stress here is...
- Meaning: Emphasising the most important point.
- Example: "What I really want to stress here is the importance of meeting our deadlines."
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The important thing is...
- Meaning: Highlighting a crucial aspect.
- Example: "The important thing is to ensure all reports are submitted on time."
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The key factor is...
- Meaning: Indicating the most critical element.
- Example: "The key factor is maintaining clear communication with our clients."
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Can I draw your attention to...
- Meaning: Requesting someone to focus on a specific point.
- Example: "Can I draw your attention to the attached document outlining our proposal?"
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What I need to know is...
- Meaning: Specifying the information you require.
- Example: "What I need to know is whether the shipment will arrive on schedule."
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It is crucial for me to...
- Meaning: Stating something essential for your understanding or action.
- Example: "It is crucial for me to understand the client's requirements fully."
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I cannot stress how important this is.
- Meaning: Emphasising the significance of a point.
- Example: "I cannot stress how important this is for our project's success."
Indicating Change in Subject
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One more thing...
- Meaning: Adding another point or topic.
- Example: "One more thing, we need to finalise the budget by Friday."
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While I remember...
- Meaning: Introducing a point before forgetting it.
- Example: "While I remember, please review the updated schedule."
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Before I forget...
- Meaning: Mentioning something important that might be overlooked.
- Example: "Before I forget, could you send me the final draft?"
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By the way...
- Meaning: Introducing a new topic or additional information.
- Example: "By the way, did you receive my last email?"
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Also...
- Meaning: Adding more information.
- Example: "Also, I wanted to confirm our meeting for next week."
Summarising and Concluding
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So, just to summarise...
- Meaning: Recapping the main points.
- Example: "So, just to summarise, we need to approve the budget and finalise the schedule."
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So basically I am asking you two things.
- Meaning: Clarifying requests in simple terms.
- Example: "So basically I am asking you two things: to review the document and provide feedback."
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First,... And second...
- Meaning: Listing points in order.
- Example: "First, please complete the report. And second, attend the meeting at 3 PM."
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If you could answer all three of my questions I would be most grateful.
- Meaning: Requesting responses to specific questions.
- Example: "If you could answer all three of my questions I would be most grateful."
Accepting Requests
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No problem. I'll get back to you as soon as I can.
- Meaning: Agreeing to help and indicating a prompt response.
- Example: "No problem. I'll get back to you as soon as I can with the information."
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I'd be happy to help out with...
- Meaning: Offering assistance.
- Example: "I'd be happy to help out with organising the event."
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I'd be happy to help.
- Meaning: Indicating willingness to assist.
- Example: "I'd be happy to help with the project planning."
Declining Requests
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I'm sorry but...
- Meaning: Politely refusing a request.
- Example: "I'm sorry but I won't be able to attend the meeting."
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I'd like to help but...
- Meaning: Expressing regret for not being able to assist.
- Example: "I'd like to help but I'm currently unavailable."
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Unfortunately...
- Meaning: Indicating that something is not possible.
- Example: "Unfortunately, I cannot make it to the conference."
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At the moment...
- Meaning: Explaining current unavailability.
- Example: "At the moment, I am swamped with other tasks."
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I'm afraid it's just not possible.
- Meaning: Firmly declining a request.
- Example: "I'm afraid it's just not possible for me to take on more work right now."
Asking for Help
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I found your email address on the web, and am writing to you in the hope that you may be able to help me.
- Meaning: Introducing yourself and explaining why you are reaching out.
- Example: "I found your email address on the web, and am writing to you in the hope that you may be able to help me with some advice on marketing strategies."
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Please could you...
- Meaning: Politely asking for assistance.
- Example: "Please could you send me the latest financial report?"
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I was wondering if by any chance you...
- Meaning: Politely inquiring if someone can help.
- Example: "I was wondering if by any chance you could review my presentation?"
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I wonder if you might be able to help me.
- Meaning: Asking for help in a courteous manner.
- Example: "I wonder if you might be able to help me with this issue."
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I would be extremely grateful if you could...
- Meaning: Expressing gratitude for potential assistance.
- Example: "I would be extremely grateful if you could provide feedback on my proposal."
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Would you have any suggestions on how to...
- Meaning: Asking for advice or suggestions.
- Example: "Would you have any suggestions on how to improve our customer service?"
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It would be very helpful for me if I could pick your brains on...
- Meaning: Requesting someone's expertise on a topic.
- Example: "It would be very helpful for me if I could pick your brains on effective project management."
Summary and Takeaways
Exercises to Do Alone
To reinforce what you've learned, practise writing emails using the phrases covered in this lesson. Create different scenarios where you might need to use these phrases and compose emails accordingly. This exercise will help you become more comfortable and confident in your email communication.
Lesson Summary
In this lesson, we explored essential email phrases for everyday use. We provided detailed meanings and examples for each phrase, helping you understand how to use them effectively in various contexts. By mastering these phrases, you can improve your email communication skills and convey your messages more clearly and professionally.
Key Phrases Learned
- What I really want to stress here is...
- One more thing...
- So, just to summarise...
- No problem. I'll get back to you as soon as I can.
- I'm sorry but...
- I found your email address on the web, and am writing to you in the hope that you may be able to help me.
- I would be extremely grateful if you could...
Tips for Remembering the ESL Lesson
- Practise using the phrases regularly in your emails.
- Write down the phrases and review them often.
- Use them in different email contexts to become more comfortable.
- Pair each phrase with a specific scenario to make it more memorable.
Sharing the Lesson
We encourage you to share this lesson with friends and family who are also learning English. Visit our Facebook page www.facebook.com/learningenglishfree.co.uk for more lessons and tips. By joining our community, you can connect with others and practise your new skills.
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