7 Phrases That Instantly Improve Your Emails 👇

Intermediate Level | May 20, 2025

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We’ve all been there: you start writing an email, and it suddenly feels awkward. Too formal? Too casual? Not clear enough? For busy professionals, especially non-native English speakers, getting the tone right can be hard.

The good news? A few key phrases can make your emails sound more professional, confident, and friendly—without needing perfect grammar or long sentences.

Why These Phrases Help Improve Your Emails in English

These expressions are widely used in professional settings. They help you:

Sound polite but not too soft
Show clarity and leadership
Invite action or response

Let’s look at seven email-ready phrases you can start using today to improve your emails in English.

1. “Just a quick note to…”

Use this at the start to be polite and direct. It sets a friendly tone while letting the reader know the message is short and purposeful—perfect for busy professionals.
Example: Just a quick note to confirm our meeting tomorrow at 10 a.m.

2. “I wanted to follow up on…”

This phrase helps you sound professional and proactive. It gently reminds the reader about a topic without being pushy, showing you care about progress and follow-through.
Example: I wanted to follow up on the report you mentioned last week.

3. “Let me know if you have any questions.”

This phrase invites the reader to continue the conversation. It shows openness and a willingness to support, which builds trust and cooperation.
Example: Let me know if you have any questions or need anything else from my side.

4. “Thanks in advance for your help.”

By thanking the reader before they take action, you show appreciation and create a sense of goodwill. It also encourages a helpful response.
Example: Thanks in advance for your help reviewing the document.

5. “As discussed, I’m sharing…”

This reminds the reader of a past conversation and connects your email to it. It builds clarity and shows that you’re organized and attentive.
Example: As discussed, I’m sharing the updated slides from our Monday call.

6. “Please find attached…”

A clear and classic way to introduce a file. It helps your reader know exactly what to look for, reducing confusion or missed details.
Example: Please find attached the final version of the proposal.

7. “Looking forward to your response.”

This phrase sets a positive tone and creates gentle pressure for a reply. It helps keep communication flowing and signals you’re ready to take the next step.
Example: Looking forward to your response so we can move ahead with next steps.

Practice Tip

Choose one phrase each day and use it in a real email to help improve your emails in English. The more you use these phrases, the more natural they will feel. You don’t need to memorize everything—just build your email toolkit step-by-step.

Vocabulary List

Polite (adjective) – respectful and considerate.
Example: She was very polite in her reply.
Confirm (verb) – to check and approve something officially.
Example: I’m writing to confirm our lunch meeting.
Follow up (phrasal verb) – to check on or remind someone about something.
Example: I’ll follow up on the action items from our last call.
Attached (adjective) – included with the message (a file or document).
Example: Please see the attached report.
Appreciation (noun) – thanks or gratitude.
Example: I want to express my appreciation for your support.
Mentioned (verb) – talked about briefly.
Example: You mentioned a deadline in our meeting.
Clarify (verb) – to make something clear.
Example: Can I clarify one point from the email?
Invite (verb) – to ask someone to do something.
Example: I’d like to invite your feedback on this idea.
Subtle (adjective) – not direct or obvious.
Example: She made a subtle suggestion about changing the plan.
Toolkit (noun) – a group of helpful tools or ideas.
Example: These phrases are part of your email writing toolkit.

5 Questions About the Article

Why can email writing feel difficult for professionals?
What does the phrase “I wanted to follow up on…” help you do?
Which phrase is best when referring to a file you’re sending?
Why is it helpful to end an email with “Looking forward to your response”?
How can you practice using these new phrases?

5 Open-Ended Discussion Questions

What’s the hardest part of writing emails in English for you?
Which of the 7 phrases do you use already?
Can you think of a time when an email didn’t go well? What happened?
How do these phrases help build professional tone?
What’s one phrase you want to start using more?

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