[English 101] WORK EMAILS - Formal and informal email phrases at work

Teaching Material

1. Please see the attached PDF for full details.
• attachment (noun) - A file or document included with an email
• Use ‘attachment’ when referencing any file you include in an email. Always mention or highlight it so the recipient knows to open or review it.
• A: Did you see my attachment? B: Yes, I downloaded it and will review shortly.
• enclosure - Use ‘enclosure’ in more formal contexts, such as cover letters or legal correspondence.
2. I bcc’d my supervisor so she can track the discussion discreetly.
• bcc (abbreviation) - Blind carbon copy; sending an email copy to someone without others seeing their address
• Use ‘bcc’ when you need to inform someone privately or protect recipients’ identities. It’s also polite to bcc large mailing lists for privacy.
• A: Should I bcc the client? B: Yes, so they remain hidden from the other recipients.
• cc - Use ‘cc’ when recipients can see who else has received the message, ensuring transparency among team members.
3. Best regards, Jane Smith
• best regards (phrase) - A polite closing phrase before one’s signature
• Use ‘best regards’ in semi-formal to formal work emails. Polite but not overly stiff, it shows courtesy and professionalism.
• A: How should I end my email to the new partner? B: ‘Best regards’ is a safe, professional option.
• kind regards - Use ‘kind regards’ for a slightly warmer tone while maintaining professionalism.
4. I'll keep the project update brief, focusing on major points.
• brief (adjective) - Short or concise in communication or document form
• Use ‘brief’ when emphasizing concise writing or summarizing important facts. Helps keep colleagues engaged and respectful of their time.
• A: How long should my email be? B: Keep it brief; executives prefer concise summaries.
• concise - Use ‘concise’ in formal settings where you need to highlight clarity and directness in communication.
5. I cc’d my manager to keep him informed of the new updates.
• cc (abbreviation) - Carbon copy; includes others openly in an email conversation
• Use ‘cc’ for transparency in an email chain. Everyone can see who else received the message, which fosters open communication.
• A: Should I cc the whole team? B: Only cc relevant members who need to see this thread.
• bcc - Use ‘bcc’ to keep addresses confidential or avoid overwhelming recipients with large contact lists.
6. I sent an email to request confirmation about the scheduled meeting.
• confirmation (noun) - Acknowledgment that a request or instruction has been received and understood
• Use ‘confirmation’ to ensure others have seen and agreed with important details. It’s a vital part of clarifying tasks or plans.
• A: Did you get any confirmation from HR? B: Yes, they replied that the holiday request is approved.
• acknowledgment - Use ‘acknowledgment’ in formal contexts to verify receipt of documents or instructions.
7. The client expects the draft by Friday’s deadline.
• deadline (noun) - A date or time by which a task must be completed
• Use ‘deadline’ to stress urgency or inform about timing. It’s crucial in email requests to clarify project or task schedules.
• A: When is the final deadline? B: End of business day tomorrow, so let’s finalize everything soon.
• due date - Use ‘due date’ in a similar way to ‘deadline,’ especially in academic or billing contexts.
8. We may need to defer the update until next quarter.
• defer (verb) - To postpone or delay something to a later time
• Use ‘defer’ to propose politely delaying an action or decision. Suitable in semi-formal or formal emails when scheduling changes occur.
• A: Should I push forward with that announcement? B: Let’s defer it until we have full data.
• postpone - Use ‘postpone’ in everyday work emails or meeting invites to indicate a shift in schedule.
9. I’m sending a draft of the new proposal for your input.
• draft (noun) - A preliminary version of a piece of writing
• Use ‘draft’ to indicate a work in progress. It signals that feedback or revisions are welcome before finalizing.
• A: Can you review my draft email? B: Sure, I'll add comments and send it back.
• outline - Use ‘outline’ when you only have high-level points rather than a fleshed-out draft.
10. I enclose our latest sales figures for your review.
• enclose (verb) - To include something along with a letter or message, typically documents
• Use ‘enclose’ in more formal email messages, especially if referencing physical mail traditions or official documentation. It adds a professional tone.
• A: Should I attach the contract? B: Yes, you can say ‘I enclose the signed contract for reference.’
• attach - Use ‘attach’ for modern, digital references to adding files or documents in an email.
11. I may have to escalate this matter to my supervisor if it remains unresolved.
• escalate (verb) - To raise or intensify an issue to higher authority or priority
• Use ‘escalate’ when a situation needs urgent attention from higher-ups or a problem must be prioritized. Common in corporate or support emails.
• A: The vendor hasn’t responded. B: Let’s escalate the request to management for faster action.
• raise - Use ‘raise’ in a slightly less formal sense but still effectively conveys the need for attention.
12. Kindly provide feedback on the attached proposal.
• feedback (noun) - Comments or suggestions about someone’s work or performance
• Use ‘feedback’ to invite opinions, critique, or guidance. It fosters collaborative improvement and ensures all viewpoints are considered.
• A: Do you have any feedback on my presentation draft? B: Yes, let’s discuss it tomorrow morning.
• input - Use ‘input’ interchangeably with ‘feedback’ in a slightly more informal context.
13. This email serves as a follow-up to our earlier discussion.
• follow-up (noun) - An action or communication that continues or responds to a previous one
• Use ‘follow-up’ to maintain momentum on a task or topic. It’s key in professional emails to ensure nothing slips through the cracks.
• A: Did you get a response? B: Not yet, I’ll send a follow-up to remind them.
• check-in - Use ‘check-in’ more casually to request updates or see how tasks are progressing.
14. I will forward the original request to you right away.
• forward (verb) - To send an email you received to another recipient
• Use ‘forward’ to share relevant information from a prior conversation. Often accompanied by a brief explanation in the forward.
• A: Could you forward me that client email? B: Sure, I’ll do it now so you have all details.
• pass along - Use ‘pass along’ in casual contexts or among close colleagues for quick sharing of info.
15. FYI, the boss will be out next Monday.
• FYI (abbreviation) - For Your Information; indicates you’re providing information without requiring immediate action
• Use ‘FYI’ to keep recipients in the loop. Ideal for short notes or subject lines when no direct response is expected.
• A: Do I need to do anything about this email? B: It’s just FYI; no action needed yet.
• just so you know - Use ‘just so you know’ in casual office settings or internal team emails to clarify that no reply is needed.
16. Greetings, Team, I hope everyone’s doing well.
• greetings (noun (often used as exclamation)) - A polite way to begin an email, especially in semi-formal contexts
• Use ‘greetings’ for a neutral but cordial opening, often when addressing multiple people or unknown recipients collectively.
• A: How should I start my email to the new colleague? B: ‘Greetings’ is safe and inclusive.
• hello - Use ‘hello’ with close colleagues or for less formal, everyday messages.
17. Just a heads-up: we’ll need your draft by noon tomorrow.
• heads-up (noun phrase) - An informal warning or notice about something upcoming
• Use ‘heads-up’ to keep colleagues informed about potential issues or tasks. Appropriate in friendly, less formal work emails.
• A: Could you give me a heads-up if plans change? B: Absolutely, I'll email you immediately.
• notice - Use ‘notice’ when you want a more formal or official tone in business communication.
18. I want to highlight the key points from yesterday’s meeting in this email.
• highlight (verb) - To emphasize or draw attention to something important
• Use ‘highlight’ in your email when drawing focus to critical data, tasks, or updates. It shows what recipients need to notice most.
• A: Should I mention the budget concerns now? B: Yes, highlight them so the team knows it’s urgent.
• emphasize - Use ‘emphasize’ to stress essential parts in a more formal or instructive tone.
19. Here is the user manual for reference—hope this helps.
• hope this helps (phrase) - A closing or phrase to show you wish your information or action is useful
• Use ‘hope this helps’ when providing resources, solutions, or advice. Conveys goodwill and consideration for the reader’s needs.
• A: I sent them the troubleshooting steps. B: That’s good, just add ‘Hope this helps’ to show you’re supportive.
• hope you find this useful - Use ‘hope you find this useful’ for a slightly more formal tone while still showing helpfulness.
20. I appreciate your quick response to my query.
• I appreciate (phrase) - A polite way to express gratitude or acknowledgment
• Use ‘I appreciate’ to thank or acknowledge a colleague’s effort. This fosters positive rapport in a professional setting.
• A: Should I thank the design team? B: Yes, say ‘I appreciate your hard work on this project.’
• thank you for - Use ‘thank you for’ to specify exactly what you're grateful for, e.g., ‘Thank you for reviewing my proposal.’
21. I look forward to your feedback on the attached file.
• I look forward to (phrase) - A phrase indicating pleasant anticipation of future action or response
• Use ‘I look forward to’ in slightly more formal emails, ensuring a courteous tone. Great for concluding messages seeking responses.
• A: How do I end politely? B: ‘I look forward to your thoughts’ shows you welcome replies.
• eager to hear - Use ‘eager to hear’ in more casual or friendly internal emails while maintaining positivity.
22. I don’t have all the data yet, but I’ll get back to you with details by tomorrow.
• I'll get back to you (phrase) - An assurance you will respond or update someone later
• Use ‘I’ll get back to you’ when you need time to gather info or check with others. It promises a follow-up message soon.
• A: Can you confirm the budget figures? B: Not at the moment, but I’ll get back to you as soon as I do.
• I’ll follow up - Use ‘I’ll follow up’ in a similar sense, slightly more formal but still indicates a subsequent response.
23. In reference to your request, here are the final budget numbers.
• in reference to (prepositional phrase) - Used when you want to indicate what your email or message is about
• Use ‘in reference to’ in more formal messages to link your content directly to a prior discussion, email, or document.
• A: How do I connect to the last conversation? B: Start with ‘In reference to our call yesterday...’
• regarding - Use ‘regarding’ to address the subject matter in a concise manner, fitting for subject lines or opening statements.
24. Kindly review the attached report before tomorrow’s meeting.
• kindly (adverb) - A courteous adverb to politely request or emphasize
• Use ‘kindly’ to keep a professional yet friendly tone, especially in instructions or gentle reminders. It’s common in polite requests.
• A: Should I say ‘please’ or ‘kindly’? B: ‘Kindly’ is more formal and polite, often used in business emails.
• please - Use ‘please’ in all contexts, from casual to formal. Simple yet effective for polite requests.
25. Let me know if the attached slides need further edits.
• let me know (phrase) - A casual request for someone’s response or feedback
• Use ‘let me know’ for an easygoing tone when you want to invite replies or suggestions. Great in both external and internal emails.
• A: Should I end with a question? B: You could say ‘Let me know if you have any concerns.’
• please advise - Use ‘please advise’ in strictly professional or high-level communications to indicate you need direction.
26. I’ll loop in our project manager so she can track the progress too.
• loop in (phrasal verb) - To include someone in an email thread or conversation
• Use ‘loop in’ in casual to semi-formal emails for adding a colleague to an existing conversation, ensuring they stay informed.
• A: Should we notify HR? B: Yes, loop them in so they’re aware of the changes.
• include - Use ‘include’ in more formal contexts or in writing instructions explicitly on who needs to be part of the communication.
27. No worries, we can discuss it tomorrow when you’re free.
• no worries (phrase) - A laid-back phrase meaning there is no problem or cause for concern
• Use ‘no worries’ with close colleagues or in friendly contexts. Conveys understanding and a relaxed approach to minor issues.
• A: I’m sorry I couldn’t reply earlier. B: No worries, I totally understand your schedule.
• no problem - Use ‘no problem’ similarly, though some prefer a more professional phrase in external communications.
28. Noted on the date change; I’ll adjust my calendar accordingly.
• noted (adjective (used as acknowledgment)) - Indicates you have read, understood, or taken note of what was said
• Use ‘noted’ in quick replies to show you’ve recorded the info. Common in short, efficient emails or group chats.
• A: The client wants the invoice by Wednesday. B: Noted. I’ll send it out today.
• understood - Use ‘understood’ in the same sense, showing acceptance of the information and willingness to comply.
29. You’ll receive a notification once the document is approved.
• notification (noun) - An official message or alert that something has happened or will happen
• Use ‘notification’ in emails referencing system alerts or official communications. Often automated or formally announced messages.
• A: Did you get a notification about the new policy? B: Yes, it popped up in my inbox this morning.
• alert - Use ‘alert’ for urgent or immediate attention, possibly system-driven or time-sensitive.
30. We put the project on hold until we get the budget approval.
• on hold (phrase) - Temporarily paused or postponed
• Use ‘on hold’ for tasks or projects that are paused. Clarifies status in update emails or progress discussions.
• A: How’s the redesign coming? B: It’s on hold right now due to other priorities.
• suspended - Use ‘suspended’ for a more formal or serious tone in official announcements about halted processes.
31. We have two orders pending final approval.
• pending (adjective) - Awaiting decision, confirmation, or completion
• Use ‘pending’ when clarifying that something is in progress or awaiting further action. It’s a succinct way to show incomplete tasks.
• A: Any updates on the contract? B: It’s still pending the legal team’s review.
• awaiting - Use ‘awaiting’ in formal or polite contexts to indicate you’re expecting a specific response or action.
32. Please find attached the monthly report for your review.
• please find attached (phrase) - Formal phrase used to draw attention to attached documents
• Use ‘please find attached’ in formal or polite emails, ensuring recipients look for your attached file. Classic business style.
• A: Do I just say ‘See attached’? B: More formally, ‘Please find attached the updated contract.’
• attached please see - Use ‘attached please see’ to maintain a professional tone, common in business or legal correspondence.
33. We decided to postpone the review meeting until next week.
• postpone (verb) - To delay or reschedule something to a later time
• Use ‘postpone’ to clearly indicate a changed plan, especially in scheduling emails. Common courtesy to provide a new time or reason.
• A: Should we hold the meeting tomorrow? B: Let’s postpone it if half the team can’t attend.
• reschedule - Use ‘reschedule’ to specifically offer a new date/time for an event, focusing on the fresh arrangement.
34. Completing this client request is our top priority today.
• priority (noun) - Something that is regarded as more important than others
• Use ‘priority’ to rank tasks and clarify which items need immediate attention. Often combined with words like ‘high’ or ‘top.’
• A: Which tasks come first? B: Mark the critical ones as ‘high priority’ in the email subject.
• urgency - Use ‘urgency’ to stress time sensitivity, not just importance.
35. Once you confirm the details, we can proceed with the final phase.
• proceed (verb) - To go forward or continue a course of action
• Use ‘proceed’ in professional emails indicating a next step or confirming readiness to move forward. Implies formal progress.
• A: Do I have the green light? B: Yes, please proceed with sending the invoice.
• go ahead - Use ‘go ahead’ in casual conversation or internal team communication for a friendlier tone.
36. Our sales proposal is attached for your review and feedback.
• proposal (noun) - A formal plan or suggestion put forward for discussion or action
• Use ‘proposal’ in business emails to discuss structured ideas or plans. Invites serious consideration and typically includes formal details.
• A: Have you read the proposal? B: Yes, it covers all aspects of the project thoroughly.
• pitch - Use ‘pitch’ in a more informal or creative context, often in marketing or startup settings.
37. Hi Sarah, quick question—what’s the login for the vendor portal?
• quick question (phrase) - A brief inquiry that shouldn’t require a lengthy response
• Use ‘quick question’ to politely request info without implying a major discussion. Helps the recipient gauge the email’s scope.
• A: Should I ask them directly? B: Sure, just send a short note saying ‘Quick question’ in the subject line.
• short query - Use ‘short query’ in slightly more formal emails or subject lines while still indicating brevity.
38. Could you provide a reference for your statement in the report?
• reference (noun) - Mentioning or citing a source of information; can also be a person who can confirm credentials
• Use ‘reference’ in work emails to ask for backup data or direct readers to supportive documents. Important for accuracy and credibility.
• A: Do I need a reference for those statistics? B: Yes, especially if it’s an official document.
• citation - Use ‘citation’ in more academic or research-oriented contexts requiring formal sourcing.
39. Regards, Jonathan Kim
• regards (noun) - A polite sign-off in emails, indicating respect and well wishes
• Use ‘regards’ for a general, professional ending. Not too formal, not too casual—safely used across various workplace communications.
• A: How should I close the email? B: ‘Regards’ is standard and suitable for most professional settings.
• warm regards - Use ‘warm regards’ when you have a more personal or friendly relationship with the recipient, yet maintain professionalism.
40. This is a friendly reminder that the report is due tomorrow.
• reminder (noun) - A message sent to prompt someone about a deadline or task
• Use ‘reminder’ politely when deadlines approach or tasks remain incomplete. It’s effective for preventing items from slipping through.
• A: Should I nudge them about the deadline? B: Yes, send a short reminder email today.
• prompt - Use ‘prompt’ in a more formal or instruction-based context, focusing on spurring immediate action.
41. We need to reschedule our weekly sync to Wednesday.
• reschedule (verb) - To change the time of a planned event to another time
• Use ‘reschedule’ to shift an existing appointment or meeting. Always propose alternative times or ask the recipient for preferences.
• A: Everyone is busy tomorrow. B: Let’s reschedule the meeting—maybe next Monday?
• push back - Use ‘push back’ in casual internal teams or less formal settings, but clarify the new time frame.
42. Respectfully, John Carter
• respectfully (adverb) - A courteous closing or manner of expressing your position politely
• Use ‘respectfully’ in formal or serious communications, especially with executives or external partners where courtesy is paramount.
• A: I’m writing to a high-level executive. B: Using ‘respectfully’ as a closing phrase is suitably formal.
• sincerely - Use ‘sincerely’ for external, official emails, especially after a formal greeting.
43. Please review the attached slides before tomorrow’s pitch.
• review (verb) - To go over or assess something, usually documents or work output
• Use ‘review’ to request feedback or second checks. Signals a need for thorough evaluation to ensure quality or correctness.
• A: Should we review the data once more? B: Yes, let’s finalize everything today.
• examine - Use ‘examine’ in more formal or technical contexts where meticulous inspection is required.
44. Sincerely, Anna Rodriguez
• Sincerely (adverb (used as sign-off)) - A polite way to conclude an email or letter, commonly used in formal contexts
• Use ‘Sincerely’ to close formal emails, especially for initial outreach, official communications, or polite interactions.
• A: Is ‘Sincerely’ okay for a client introduction? B: Yes, it’s professional and standard.
• respectfully - Use ‘respectfully’ if you want to express deference or courtesy, especially in hierarchical settings.
45. This task is slightly urgent, so please address it by noon.
• slightly urgent (phrase) - A polite phrase indicating moderate importance or time sensitivity
• Use ‘slightly urgent’ to convey a need for timely response without sounding overly pressing or alarming. Useful in semi-formal emails.
• A: Should I label it ‘urgent’? B: ‘Slightly urgent’ might be softer if it’s not a huge emergency.
• time-sensitive - Use ‘time-sensitive’ to emphasize a strict deadline or narrow window for action.
46. Use a clear subject line so recipients know the email’s purpose.
• subject line (noun phrase) - The title or heading of an email that summarizes its content
• Use ‘subject line’ to reference or suggest how to label emails for clarity and higher open rates. Good subject lines are concise yet informative.
• A: Why is no one responding? B: Your subject line might be too vague. Try ‘Request: Budget Update.’
• header - Use ‘header’ in broader contexts, including behind-the-scenes technical info or design elements of an email.
47. Let’s team up on the next client proposal and combine our expertise.
• team up (phrasal verb) - To work together or collaborate with someone
• Use ‘team up’ in an email to suggest collaboration. It has a friendly tone, often used within internal communications.
• A: I’m swamped with tasks. B: You can team up with Emily to handle the workload.
• collaborate - Use ‘collaborate’ for more formal settings or official project outlines.
48. Thank you for your time, and I look forward to hearing your thoughts.
• thank you for your time (phrase) - A polite phrase used to appreciate someone’s attention or effort
• Use ‘thank you for your time’ when concluding an email that required the recipient’s attention. Fosters goodwill and courtesy.
• A: Do I need to thank them in the email? B: Yes, a quick ‘Thank you for your time’ shows respect.
• thanks for reading - Use ‘thanks for reading’ in informal emails or newsletters directed to colleagues or wider audiences.
49. Please read the entire thread to catch up on the conversation so far.
• thread (noun) - A chain of emails sharing a subject or topic, usually viewed together
• Use ‘thread’ when referencing a series of replies or forwards in a single email conversation. It helps keep track of context.
• A: I see references to previous messages. B: Check the email thread at the bottom for context.
• conversation chain - Use ‘conversation chain’ for a clearer, slightly more formal label, though ‘thread’ is standard in email jargon.
50. To whom it may concern: Please find the attached letter regarding the job application.
• to whom it may concern (phrase) - A formal phrase for addressing an unknown recipient
• Use ‘to whom it may concern’ in very formal or cold inquiries, especially if you lack the recipient’s name. Less personal, but acceptable in official letters.
• A: I don’t know who handles these requests. B: You can write ‘To whom it may concern’ as the salutation.
• Dear Sir/Madam - Use ‘Dear Sir/Madam’ for certain formal letters, though it can feel outdated. Cultural norms vary.
51. Let’s touch base next week to revisit the marketing plan.
• touch base (phrasal verb) - To make contact or briefly check in with someone about a topic
• Use ‘touch base’ in informal to semi-formal emails. It signals a quick check or follow-up without implying a lengthy discussion.
• A: Should we set a meeting? B: Yes, let’s touch base on Monday to confirm final details.
• connect - Use ‘connect’ in more formal contexts, focusing on starting or maintaining professional relationships.
52. I’ll be unavailable on Friday due to a conference out of town.
• unavailable (adjective) - Not free or not accessible at a given time
• Use ‘unavailable’ to inform others of your schedule conflicts or inability to attend an event. It’s concise and polite.
• A: Are you free for a quick chat tomorrow? B: Sorry, I’m unavailable in the afternoon. How about Thursday?
• tied up - Use ‘tied up’ in informal emails or internal chats to indicate scheduling conflicts or busyness.
53. This is an urgent request, so please respond by EOD.
• urgent (adjective) - Needing immediate action or attention
• Use ‘urgent’ for critical or time-sensitive emails. Best used sparingly to ensure recipients take it seriously when it truly matters.
• A: The customer’s system crashed. B: Mark the email as urgent and copy the support team.
• high priority - Use ‘high priority’ in subject lines or flags for tasks that must be addressed promptly.
54. Could you verify the client’s address before we send the shipment?
• verify (verb) - To check that something is true, correct, or valid
• Use ‘verify’ in professional emails when you need confirmation or fact-checking. It signals thoroughness and caution.
• A: Are the figures correct? B: Let me verify them in the spreadsheet first.
• confirm - Use ‘confirm’ in both formal and informal contexts where recipients need to validate details.
55. Warm regards, Michelle Lam
• warm regards (phrase) - A slightly friendlier version of ‘regards’ used for semi-formal closings
• Use ‘warm regards’ for bridging formal and friendly tones in an email, especially if you have a cordial working relationship.
• A: Is ‘warm regards’ too casual for a potential partner? B: It’s acceptable if you’ve established some rapport.
• kind regards - Use ‘kind regards’ similarly, leaning a bit more formal than ‘warm regards.’
56. Let’s wrap up the final draft and send it to the client by end of day.
• wrap up (phrasal verb) - To finish or conclude something
• Use ‘wrap up’ in internal emails or casual contexts to indicate finishing tasks or finalizing discussions. Implies a near completion.
• A: Any tasks left? B: Just a few details, then we can wrap up and email them.
• finalize - Use ‘finalize’ in formal writing, focusing on the official completion or approval stage.
57. The meeting minutes include three action items for our department.
• action items (noun phrase) - Tasks or steps assigned to individuals to complete after a meeting or discussion
• Use ‘action items’ to define concrete tasks in emails, typically after meetings or collaborative sessions. Keeps teams accountable.
• A: Should we list the next steps? B: Yes, highlight each action item so responsibilities are clear.
• tasks - Use ‘tasks’ in a more general sense; ‘action items’ is more structured for project or meeting contexts.
58. As discussed, I’ve attached the draft for your revision.
• as discussed (phrase) - Refers back to a previous conversation or agreement
• Use ‘as discussed’ to keep continuity between a meeting, call, or prior email. Reinforces that you’re following a shared plan.
• A: How do I reference our call yesterday? B: Use ‘As discussed, here’s the summary…’ in the email.
• per our conversation - Use ‘per our conversation’ for a slightly more formal tone in referencing a prior agreement.
59. Please send the updated contract ASAP, as the deadline is tomorrow.
• ASAP (abbreviation) - As soon as possible; indicates you need something done quickly
• Use ‘ASAP’ in messages requiring fast action. Keep it sparing so it doesn’t lose urgency. Best for internal or known contacts.
• A: The boss wants the report ASAP. B: I’ll prioritize it now.
• at your earliest convenience - Use ‘at your earliest convenience’ when you still want a prompt response but maintain a softer, more formal tone.
60. Let’s set a weekly touchpoint to ensure we stay on track.
• touchpoint (noun) - A scheduled point of contact or meeting to update or coordinate
• Use ‘touchpoint’ when establishing regular or strategic points of communication with a colleague or team. Common in project management.
• A: Do we need a daily check-in? B: A weekly touchpoint might be enough for now.
• checkpoint - Use ‘checkpoint’ in a more structured sense, often for projects or timelines requiring milestone reviews.
61. Here’s an update on the timeline: we’re moving launch to next month.
• update (noun) - New or revised information regarding a situation or project
• Use ‘update’ to inform your team about recent changes or developments. It’s essential for keeping everyone aligned in a fast-paced environment.
• A: Any update on the new hire? B: Yes, I just emailed the team about her start date.
• status report - Use ‘status report’ when giving a more formal or comprehensive summary of progress over time.
62. I have an urgent request for a last-minute client presentation.
• urgent request (noun phrase) - A specific ask that requires immediate action
• Use ‘urgent request’ sparingly and only if truly critical. This clarifies you need prompt attention, but repeated use can dilute its impact.
• A: Should I label it as urgent? B: Yes, put ‘Urgent Request’ in the subject line so they see it right away.
• pressing matter - Use ‘pressing matter’ for a somewhat formal or polite emphasis on the seriousness of a situation.
63. Any insights you can share ahead of tomorrow’s meeting would be greatly appreciated.
• appreciated (adjective) - Recognized with gratitude or thankful acknowledgment
• Use ‘appreciated’ to convey thanks in a subtle way, inviting cooperation. Phrasing it as ‘would be appreciated’ signals openness and politeness.
• A: How do I politely ask for help? B: Say it would be greatly appreciated, showing gratitude.
• valued - Use ‘valued’ in more formal contexts when someone’s expertise or feedback holds significant weight.
64. She set an auto-reply saying she’s on vacation until next Wednesday.
• auto-reply (noun) - An automatic email response triggered by out-of-office or other rules
• Use ‘auto-reply’ references when explaining you might be slow to respond or letting others know why immediate replies won’t come. Typical in OOO scenarios.
• A: Did you get an answer? B: I only got an auto-reply that she’s away.
• automatic response - Use ‘automatic response’ in more formal or tech-related contexts to describe the same function.
65. I’ll block off two hours tomorrow for our brainstorming session.
• block off (phrasal verb) - To reserve a specific time period on a calendar or schedule
• Use ‘block off’ in internal communications to signal you’re reserving or dedicating a time slot. Helps clarify availability.
• A: When can we chat? B: Let me block off some time in the morning for you.
• reserve time - Use ‘reserve time’ in slightly more formal contexts, especially in scheduling or with external partners.
66. The email bounced back; maybe I used the wrong address.
• bounce back (phrasal verb) - When an email cannot be delivered and returns to the sender
• Use ‘bounce back’ to describe failed email delivery. Often includes a system notification indicating the reason. Check for typos or server issues.
• A: Why didn’t they get the file? B: It bounced back, so check if you typed the email correctly.
• undeliverable - Use ‘undeliverable’ in more formal or technical contexts referencing email system messages.
67. I’ll briefly outline the new policy in this email.
• briefly (adverb) - In a concise or short manner
• Use ‘briefly’ when you plan to offer a short overview. Shows you respect the recipient’s time while providing key points.
• A: Should I go into details? B: Just briefly mention the highlights, we can discuss details later.
• in short - Use ‘in short’ informally when quickly summing up a topic for clarity.
68. I need clarification on the budget figures before finalizing the report.
• clarification (noun) - An explanation or additional detail that makes something easier to understand
• Use ‘clarification’ to politely request or provide further explanation. Essential in preventing misunderstandings or rework.
• A: The instructions are unclear. B: Send them an email requesting clarification.
• explanation - Use ‘explanation’ to give or seek more detail about how or why something is done.
69. Please submit your timesheets by COB Friday.
• close of business (COB) (acronym phrase) - The end of the working day, usually 5 or 6 PM
• Use ‘COB’ to specify a same-day or end-of-week deadline. Common in corporate emails for referencing the end of regular office hours.
• A: When do they need the update? B: They asked for it by COB today.
• end of day (EOD) - Use ‘EOD’ interchangeably, though some companies prefer COB or define EOD differently.
70. Feel free to comment on the draft before we finalize it.
• comment (noun) - An observation or remark expressing an opinion or reaction
• Use ‘comment’ when inviting or providing input on a written document, design, or plan. Encourages dialogue and collaboration.
• A: Did you read the doc? B: Yes, I left a comment about the pricing section.
• remark - Use ‘remark’ in more formal or literary contexts, though ‘comment’ is more common in business emails.
71. Please do not share your login credentials with anyone.
• credential (noun) - Evidence of authority, status, or rights; in email context, login details or professional certifications
• Use ‘credential’ when referencing official proof of identity or qualifications. Emphasize security in email communications about logins or certifications.
• A: The vendor needs proof I’m from the company. B: Provide your employee ID as a credential.
• login details - Use ‘login details’ when speaking informally or specifically about accessing an account or application.
72. We’ll do a desk drop with printed updates so everyone notices the new guidelines.
• desk drop (noun phrase) - A brief note or package placed at someone’s workstation, or a quick message delivered personally
• Use ‘desk drop’ in office-based contexts for short, tangible memos or quick personal deliveries. Less common in fully remote settings.
• A: Should we email them? B: Let’s do a physical desk drop—it’s more noticeable in the office.
• handout - Use ‘handout’ when referencing a sheet or booklet given out in person, often in meetings or events.
73. I’ll double-check the financial figures before we send them out.
• double-check (verb) - To verify or review something again to ensure accuracy
• Use ‘double-check’ to express thoroughness. It’s a friendly phrase indicating you’ll confirm correctness or completeness before finalizing.
• A: Are you sure about that attachment? B: Let me double-check everything to be safe.
• verify once more - Use ‘verify once more’ in more formal contexts, conveying the same sense of caution and thoroughness.
74. We must do our due diligence before confirming the vendor contract.
• due diligence (noun phrase) - Reasonable steps taken to satisfy legal or corporate requirements
• Use ‘due diligence’ when referencing necessary checks or investigations. Common in legal, financial, or thorough project review emails.
• A: Why so many checks? B: It’s part of our due diligence process to protect the company.
• thorough check - Use ‘thorough check’ for everyday usage or simpler messages, capturing a similar idea but less formal.
75. Please submit the weekly report by EOD Friday.
• EOD (acronym) - End of Day; used similarly to COB to denote a deadline or closure of business operations
• Use ‘EOD’ in internal emails to set deadlines for the same day, letting others know they have until close of business hours.
• A: Is that needed right now? B: By EOD is fine, so no rush this morning.
• COB - Use ‘COB’ if your company or region commonly references ‘close of business’ for daily deadlines.
76. Marketing prepared an email blast announcing the new product launch.
• email blast (noun phrase) - A single email message sent to a large number of recipients simultaneously
• Use ‘email blast’ in marketing or group communication contexts. Often used for announcements or newsletters to many subscribers.
• A: Should we do individual sends? B: No, a single email blast is more efficient for the entire mailing list.
• mass email - Use ‘mass email’ interchangeably in internal or external communications referencing broad distribution.
77. I sent a heads-up email to the team about the system maintenance.
• heads-up email (noun phrase) - An informal message sent to alert someone before something happens
• Use ‘heads-up email’ for early notifications or quick warnings. Great for courtesy or anticipating questions and concerns.
• A: Do I need to wait until after we confirm? B: No, a heads-up email beforehand helps them prepare.
• advance notice - Use ‘advance notice’ in a more formal or official tone when sharing important upcoming changes.
78. I appreciate your prompt attention to this matter—looking forward to your reply.
• I appreciate your prompt attention (phrase) - A phrase used to politely request quick action or response
• Use this phrase to show courtesy while conveying urgency. Ideal when a response is needed soon but you want to remain polite.
• A: The client wants it urgently. B: End the email with ‘I appreciate your prompt attention.’ That emphasizes urgency politely.
• thank you for handling this quickly - Use this variation for a more direct, less formal approach, still reflecting appreciation.
79. FYR, here’s the company style guide for future emails.
• FYR (For Your Reference) (abbreviation) - Used to provide documents, links, or data that might be helpful but not requiring immediate action
• Use ‘FYR’ similarly to ‘FYI’ but emphasizing the material is specifically for reference. Not as common, but still recognized in some offices.
• A: Should I mention instructions? B: Yes, label them as ‘FYR’ if they’re just references.
• for your records - Use ‘for your records’ to indicate the recipient can archive the info or use it for documentation.
80. I’ll prepare a handover document before I leave for vacation.
• handover (noun) - Transferring responsibility or knowledge about a task/project to someone else
• Use ‘handover’ when discussing transition of tasks or roles in emails. Provide all relevant info to ensure continuity.
• A: Who’s taking over your duties? B: Alex will handle them once I finish the handover.
• transition - Use ‘transition’ for broader organizational shifts or changes in project ownership, not just day-to-day tasks.
81. I’m sending this heads-up notice about next week’s system upgrade.
• heads-up notice (noun phrase) - Slightly more formal version of giving a ‘heads-up’ or prior alert
• Use ‘heads-up notice’ for a broader distribution or when the matter is more official but still advanced warning. Great for departmental announcements.
• A: Should I just say heads-up? B: Use ‘heads-up notice’ for a more official tone in group or cross-department emails.
• advance warning - Use ‘advance warning’ if the content includes possible negative impact or urgent action soon.
82. In a nutshell, we need higher revenue to afford new hires.
• in a nutshell (idiomatic phrase) - A phrase used to give a brief summary of something
• Use ‘in a nutshell’ for a concise or informal summary, typically with colleagues you’re comfortable with. Lightens the tone of an email.
• A: How do I wrap up the explanation quickly? B: Say ‘In a nutshell,’ then give the main point.
• briefly stated - Use ‘briefly stated’ in a more formal or written context to deliver a short summary.
83. I intend to finalize the marketing plan by Thursday.
• intend (verb) - To plan or mean to do something
• Use ‘intend’ to show a clear plan or goal in formal or semi-formal emails. It communicates purposeful commitment.
• A: Are you sure you can finish? B: I intend to wrap it up, provided no last-minute issues arise.
• plan on - Use ‘plan on’ in daily or friendly contexts within your internal team, still showing scheduled intention.
84. Looking ahead, we should start preparing next quarter’s budget proposal.
• looking ahead (phrase) - Anticipating future actions or developments
• Use ‘looking ahead’ for forward-thinking statements or strategic planning in emails. Encourages proactive approaches and next steps.
• A: We’re almost done with Q1. B: Looking ahead, let’s plan the Q2 marketing strategy ASAP.
• moving forward - Use ‘moving forward’ similarly, focusing on progression beyond the current moment or project stage.
85. I’ve shared my notes from the conference call for everyone’s review.
• notes (noun (plural)) - Key points or written comments on a topic or meeting
• Use ‘notes’ to distribute meeting summaries or important highlights. Helps ensure everyone references the same info later.
• A: Did you write down what was decided? B: Yes, I’ll email my notes to the group.
• minutes - Use ‘minutes’ when a formal, detailed record is required, especially for official or legal contexts.
86. Our data entry is off-track, so we might need extra hands to meet the deadline.
• off-track (adjective) - Not proceeding according to plan or schedule
• Use ‘off-track’ in update emails to indicate project lag or deviation. Encourages focusing on corrective measures or new solutions.
• A: The timeline is slipping. B: Let them know we’re off-track and request an extension.
• behind schedule - Use ‘behind schedule’ to emphasize delays. More commonly used in formal or project management contexts.
87. We’re on track to complete the website redesign by next Monday.
• on track (adjective phrase) - Proceeding according to plan or schedule
• Use ‘on track’ to reassure recipients that progress is moving smoothly or meeting targets. Common in status updates.
• A: How’s the timeline now? B: We’re back on track after addressing the software bug.
• moving as planned - Use ‘moving as planned’ if you prefer a slightly more formal or detailed statement than ‘on track.’
88. One perk of working here is having free coffee and snacks daily.
• perk (noun) - A benefit or advantage, often used in work contexts to refer to extras like flexible hours or free snacks
• Use ‘perk’ for informal or semi-formal references to employee benefits in internal emails. It’s friendly and highlights positives at work.
• A: Are there any perks mentioned in the offer email? B: Yes, health insurance and remote options are listed.
• benefit - Use ‘benefit’ in formal contexts, such as compensation packages or official HR communications.
89. I’ll ping you later today to confirm the meeting slot.
• ping (verb) - To send a quick message or reminder, usually in a casual context
• Use ‘ping’ for short or informal communications, often in chat tools or quick emails. Implies a brief prompt or reminder.
• A: Should I email or message her? B: Just ping her on chat for a quick response.
• nudge - Use ‘nudge’ in casual internal contexts. It’s friendly but ensures the other person sees your request.
90. We’ll send a placeholder calendar invite until the exact time is confirmed.
• placeholder (noun) - A temporary item used until a final version or detail is ready
• Use ‘placeholder’ in emails or invites when you’re blocking time or referencing a draft version. Clarifies it’s subject to change.
• A: The agenda isn’t finalized yet. B: Let’s put a placeholder in people’s calendars for now.
• tentative - Use ‘tentative’ in scheduling contexts to show the plan may shift or be confirmed later.
91. Please review our remote work policy before finalizing your schedule.
• policy (noun) - A set of guidelines or rules set by an organization
• Use ‘policy’ to reference official company guidelines in emails, ensuring everyone adheres to the same rules or processes.
• A: Can I work from home tomorrow? B: Check the policy to see if you meet the requirements.
• guideline - Use ‘guideline’ when referencing general recommendations that might be less strict than a formal policy.
92. Could you outline the approval process for purchase orders?
• process (noun) - A series of actions or steps taken in order to achieve a particular end
• Use ‘process’ to discuss systematic steps in work emails, clarifying how tasks or formalities are completed. Encourages consistency and transparency.
• A: How do I submit the reimbursement? B: The process is listed in the staff portal under Finance.
• procedure - Use ‘procedure’ for more formal or detailed instructions, often documented officially.
93. We have five support tickets in the queue right now.
• queue (noun) - A lineup of tasks or messages waiting to be handled
• Use ‘queue’ in reference to requests or messages lined up for processing. Common in customer support or project management contexts.
• A: Why is my request taking so long? B: The helpdesk queue is full; they’ll address it soon.
• backlog - Use ‘backlog’ for tasks that have accumulated, often in development or project management spheres.
94. Just a quick note: the client call is rescheduled to 3 PM.
• quick note (phrase) - A short message or information snippet meant for brief updates
• Use ‘quick note’ in subject lines or intros to highlight brevity, letting readers know it’s a short update or tidbit of info.
• A: Should I write a long email? B: No, just a quick note is enough to inform them.
• short message - Use ‘short message’ in a slightly more formal email, but still indicating brevity.
95. The vendor provided a quote for the new office equipment.
• quote (noun) - An estimated price or cost for goods or services; also an excerpt from a text
• Use ‘quote’ in emails discussing purchases or budget planning. Also relevant when referencing someone’s words, though context should clarify meaning.
• A: Do we have a budget range? B: Let’s get a quote from multiple suppliers first.
• estimate - Use ‘estimate’ when focusing on rough calculations or non-binding figures in financial or project discussions.
96. Feel free to reach out if you have any additional questions.
• reach out (phrasal verb) - To contact or communicate with someone, often to start a conversation
• Use ‘reach out’ in friendly, semi-formal contexts to show you welcome communication or are approaching someone for help or info.
• A: Who should handle the sponsor inquiry? B: Reach out to the marketing lead for next steps.
• get in touch - Use ‘get in touch’ among team members or close colleagues, especially for quick or casual inquiries.
97. Here’s a quick recap of our meeting to ensure everyone’s aligned.
• recap (noun) - A short summary or review of what has previously happened
• Use ‘recap’ to compile essential points or outcomes for clarity. Perfect for follow-up emails after calls or sessions.
• A: Did you send the meeting recap? B: Yes, it’s in everyone’s inbox to review.
• summary - Use ‘summary’ for more formal or structured outlines, typically when distributing official results or conclusions.
98. Please quote your reference number if you need assistance.
• reference number (noun phrase) - An identifying code or number attached to a document, order, or ticket
• Use ‘reference number’ in official or administrative emails, especially for tracking issues, orders, or records. Common in support or finance.
• A: I can’t find that order. B: Ask them for the reference number to locate it quickly.
• ID - Use ‘ID’ in more tech-oriented or internal contexts for quick referencing of tickets or items.
99. Be cautious when you hit reply all if the information isn’t relevant to everyone.
• reply all (noun phrase/function) - An email function that sends your response to all recipients of the original message
• Use ‘reply all’ only when necessary to keep the entire group informed. Overuse can clutter inboxes and annoy recipients.
• A: Should I copy the whole team? B: If it concerns them, use reply all; otherwise, a direct reply is enough.
• reply individually - Use ‘reply individually’ for targeted responses, preventing needless spam to all participants.
100. Please see the second revision of our policy, now with updates on remote work guidelines.
• revision (noun) - A modified or updated version of a document or text
• Use ‘revision’ in emails when referencing updated content. Encourages recipients to check changes carefully for final approval.
• A: Did you read my revision? B: Yes, the new points are clear and well-structured.
• edit - Use ‘edit’ for smaller modifications; ‘revision’ can imply broader or more significant changes.
101. We can do a quick screen share so you can see how the software works.
• screen share (noun (often used as verb phrase)) - A function in virtual meetings allowing participants to see your computer screen in real time
• Use ‘screen share’ in remote or hybrid email contexts, suggesting an interactive demonstration or troubleshooting session. Helps clarity in technical tasks.
• A: I’m not sure where the error is. B: Let’s hop on a call and I’ll screen share to walk you through it.
• present my screen - Use ‘present my screen’ in more formal or platform-agnostic settings, typical in official conferencing tools.
102. Could you please review the contract by tomorrow? TIA!
• TIA (Thanks In Advance) (abbreviation) - A casual shorthand used to express gratitude before something is done
• Use ‘TIA’ for brief, friendly emails with colleagues you know well. In more formal contexts, spell out ‘Thank you in advance.’
• A: Should I say ‘Thank you in advance’? B: TIA is a quick way, but use it only in informal emails.
• many thanks in advance - Use ‘many thanks in advance’ in semi-formal or more polite messages, especially for external communication.
103. You can toggle between the two views to compare data sets.
• toggle (verb) - To switch between two settings or states, often in software
• Use ‘toggle’ when instructing colleagues on changing email or system settings, typically in a concise, tech-related message.
• A: My email signature is inconsistent. B: Toggle the HTML setting to ensure uniform formatting.
• switch - Use ‘switch’ in everyday language for a quick, less technical phrase describing a change in modes or settings.
104. There’s a typo in the subject line—‘Reciept’ should be ‘Receipt.’
• typo (noun) - A small error made in typed text
• Use ‘typo’ to highlight a simple mistake in writing. Good to mention politely if it might cause confusion or look unprofessional.
• A: Did you notice the spelling error? B: Yes, it was just a minor typo, but I’ll fix it.
• spelling error - Use ‘spelling error’ if clarifying the issue for a more formal or instructional approach.
105. Due to unforeseen circumstances, we must delay the product launch.
• unforeseen (adjective) - Not anticipated or expected
• Use ‘unforeseen’ in formal or diplomatic communications when explaining unexpected changes. It softens blame or references external factors.
• A: Why the sudden schedule change? B: Unforeseen issues popped up with our supplier.
• unexpected - Use ‘unexpected’ in less formal or more direct contexts to describe surprises or last-minute changes.
106. If you wish to unsubscribe, please click the link at the bottom of this newsletter.
• unsubscribe (verb) - To opt out of receiving further email communications, typically from marketing lists
• Use ‘unsubscribe’ when discussing marketing or mass emails. Important for respecting privacy and spam compliance standards.
• A: I’m getting too many promotional emails. B: Just unsubscribe; they usually have a link for that.
• opt out - Use ‘opt out’ in official or GDPR-related contexts, referencing compliance with data protection regulations.
107. We have an urgent matter concerning the client’s account security.
• urgent matter (noun phrase) - A situation requiring immediate attention due to its importance
• Use ‘urgent matter’ to underline high priority in your email. Best used when the concern truly needs prompt attention.
• A: Do I label it urgent in the subject? B: Yes, let them know it’s an urgent matter so they read it first.
• critical issue - Use ‘critical issue’ when the stakes are even higher or the implications are severe if left unresolved.
108. The new email client is very user-friendly, even for non-technical staff.
• user-friendly (adjective) - Simple to operate or understand, often used for software or systems
• Use ‘user-friendly’ in feedback or recommendations about software or processes. Emphasizes ease of use for end-users in your email context.
• A: Is the CRM system easy? B: Yes, they designed it to be user-friendly so training is minimal.
• intuitive - Use ‘intuitive’ when praising design or functionality that feels natural to operate.
109. Set up a vacation responder to let clients know you’ll be away until next Thursday.
• vacation responder (noun phrase) - An automatic email message sent when you are out of the office for a set period
• Use ‘vacation responder’ for automated out-of-office notifications. Include a return date and alternative contact to maintain service continuity.
• A: Going on leave for a week? B: Yes, my vacation responder will direct them to Sam for immediate needs.
• OOO message - Use ‘OOO message’ in casual internal contexts, but ensure relevant details for external recipients, too.
110. I’m sharing the latest version of the marketing plan with final edits.
• version (noun) - A particular form or variant of a document, application, or product
• Use ‘version’ to track document or software iterations. Helps recipients identify the most current or relevant file quickly.
• A: Are you sure it’s updated? B: Yes, that’s version 3, which includes your feedback.
• edition - Use ‘edition’ in more formal or publishing contexts, though ‘version’ is standard in digital or work settings.
111. We need to see if this marketing strategy is viable given our current budget.
• viable (adjective) - Capable of working successfully or feasible
• Use ‘viable’ in emails analyzing potential solutions or projects. Conveys a professional approach to determining feasibility.
• A: Should we propose a new solution? B: Only if we know it’s viable and aligns with company goals.
• feasible - Use ‘feasible’ in a similar sense, focusing on practical execution or implementation aspects.
112. I can schedule a quick walkthrough of the new system features if you’d like.
• walkthrough (noun) - A step-by-step demonstration or explanation of how to do something
• Use ‘walkthrough’ in instructive or supportive emails, offering help or training. Implies a guided process from start to finish.
• A: I’m confused about the updates. B: Let me do a walkthrough on Zoom next week.
• demo - Use ‘demo’ if referencing a formal or show-and-tell session, often in sales or product development.
113. My workload is heavy this week, so please expect delayed responses.
• workload (noun) - Amount of work to be done by someone or something within a given time
• Use ‘workload’ to discuss capacity or available bandwidth in an email. Helps align tasks with realistic timelines and resources.
• A: Can you handle this new task? B: My workload is already quite high; we might need more resources.
• capacity - Use ‘capacity’ in more formal or metric-driven contexts, e.g., ‘We’re at 90% capacity this quarter.’
114. I’ll send a wrap-up email to recap next steps and deadlines.
• wrap-up email (noun phrase) - A closing summary message sent after a project phase or meeting
• Use ‘wrap-up email’ for final or summary communications. Ensures all participants have a record of decisions or tasks post-discussion.
• A: Everyone’s leaving the meeting with action items. B: Great, let’s do a wrap-up email to confirm them all.
• final summary - Use ‘final summary’ in more formal or lengthy contexts, indicating a comprehensive close-out statement.