How to Open a Professional Email
The opening line sets the tone for the whole email. Avoid starting with 'I' — begin with context or a greeting first.
"I hope this email finds you well."
Standard professional opening for most situations.
"I'm writing to follow up on our conversation from last week."
When continuing a previous discussion.
"Thank you for your prompt response."
When replying quickly to someone.
"I'm reaching out regarding the project timeline."
When initiating contact about a specific topic.
"Following our meeting on [date], I wanted to..."
Reference a recent interaction.
Making Requests Politely
The way you phrase a request in English affects how it is received. The more conditional the structure, the more polite it sounds.
"Could you please send me the report by Friday?"
Standard polite request.
"I'd appreciate it if you could review this before Thursday."
More formal — shows respect for the person's time.
"Would it be possible to reschedule our call?"
Softer and less direct — good when asking a favour.
"Please could you confirm your availability for next week?"
Confirming scheduling.
"When you have a moment, could you take a look at the attached?"
Relaxed but professional.
Sharing Information or Updates
"Please find attached the document we discussed."
When sending a file.
"I wanted to let you know that..."
Sharing a proactive update.
"As discussed in our meeting, I'm following up on..."
Connecting to a previous conversation.
"Further to my previous email, I'd like to..."
Formal follow-up phrase.
"I'm writing to confirm that..."
Making something official in writing.
Apologising Professionally
"I apologise for the delay in my response."
"I'm sorry for any inconvenience this may have caused."
"Thank you for your patience on this matter."
Acknowledges the delay without over-apologising.
"I should have flagged this sooner — I apologise for the oversight."
Taking clear ownership.
How to Close a Professional Email
"Please don't hesitate to get in touch if you have any questions."
Friendly and open — good for most emails.
"I look forward to hearing from you."
When you expect a reply.
"Many thanks for your time and support."
Warm but professional closing.
"Kind regards,"
Standard sign-off — works in almost all situations.
"Best regards,"
Slightly less formal than 'Kind regards'.
"Yours sincerely,"
Formal — use when you know the recipient's name in a formal context.
What to Avoid in Professional Emails
- Using 'Dear Sir/Madam' when you know the person's name
- Ending with just 'Thanks' — too informal for most professional contexts
- Starting your email with 'I' — begin with a greeting or context
- Writing very long paragraphs — keep it clear, short, and easy to scan
- Using exclamation marks excessively — one per email maximum
- Forgetting to attach the file you mentioned — always attach before writing
Coaching Tip
Before you send an important email, I recommend reading only the first and last sentence. The first should make the purpose clear; the last should make the next step clear. If either is vague, the recipient will have to work too hard.
Anna Baran
Cambridge CELTA Certified English Coach · Business English Specialist
Last updated: 1 August 2025