Word List · Writing
Words for Professional Emails
Professional emails rely on a small set of dependable words and phrases: polite openers like 'I hope this email finds you well', soft request forms like 'would you mind', and safe closings like 'best regards'. The key is matching formality to the situation — a quick check-in with a colleague can be lighter than a first email to a client. Each entry below includes a tone note so you know when a phrase fits.
Who it’s for: Professionals, job seekers, and English learners who write workplace emails.
When this list helps
- Open and close emails at the right level of formality
- Ask for things politely without burying the request
- Follow up on unanswered emails without sounding pushy
- Deliver good news, bad news, and apologies professionally
| Word | Part of speech | Meaning | Example |
|---|---|---|---|
| I hope this email finds you well | phrase | A polite, all-purpose opener; safe for almost any professional contact, though slightly formal. | I hope this email finds you well — I'm writing to confirm the agenda for Thursday's meeting. |
| I'm reaching out | phrase | A friendly way to explain why you're writing; common in first-contact and networking emails. | I'm reaching out to ask whether your team would be open to a short call about the partnership. |
| further to | phrase | Refers back to an earlier conversation or message; formal, and common in British business English. | Further to our phone call this morning, I've attached the revised quote. |
| regarding | preposition | About; on the subject of. A concise way to state your topic in the subject line or first sentence. | I'm writing regarding the invoice we received on 12 June. |
| touch base | phrase | To make brief contact; a light, casual-professional opener for check-in emails. | I wanted to touch base before the launch to make sure we're aligned on the final copy. |
| it was a pleasure meeting you | phrase | A warm opener for the first email after meeting someone; personal without being informal. | It was a pleasure meeting you at the conference — I'd be glad to continue our conversation about the project. |
| would you mind | phrase | A soft, indirect way to ask for something; reads as considerate rather than demanding. | Would you mind sending over the final figures before Friday? |
| I would be grateful if | phrase | A formal, courteous request form; well suited to senior colleagues and external contacts. | I would be grateful if you could review the draft before it goes to the client. |
| at your earliest convenience | phrase | As soon as reasonably possible; adds gentle urgency while leaving the timing to the reader. | Please review the attached contract at your earliest convenience. |
| when you have a moment | phrase | Signals that a request is not urgent; a considerate softener for small asks. | When you have a moment, could you take a quick look at the updated timeline? |
| please let me know | phrase | Invites a reply or decision; clear, polite, and at home in almost any email. | Please let me know if the proposed dates work for your team. |
| kindly | adverb | Please (formal). Correct but stiff — in some workplaces it can read as curt, so use it sparingly. | Kindly confirm your attendance by Monday so we can finalise the numbers. |
| appreciate | verb | To be thankful for something; 'I'd appreciate' frames a request as a favour rather than an order. | I'd appreciate your feedback on the proposal by the end of the week. |
| follow up | verb / noun | To check on something previously discussed; the standard, neutral way to chase a reply. | I'm following up on the proposal I sent last Tuesday — happy to answer any questions. |
| checking in | phrase | A light, low-pressure follow-up; friendlier than 'following up' and good for colleagues. | Just checking in to see whether you've had a chance to review the contract. |
| gentle reminder | phrase | A polite nudge about something pending; soft the first time, though repeated use can feel pointed. | A gentle reminder that the feedback forms are due this Friday. |
| circle back | phrase | To return to a topic later; casual office English, best kept for internal emails. | Let's circle back on the budget once the Q3 numbers are in. |
| as mentioned | phrase | Refers to an earlier email without assigning blame; a neutral alternative to the pointed 'per my previous email'. | As mentioned in my last email, the deadline has moved to 15 August. |
| any update | phrase | A direct but polite way to ask where things stand. | Is there any update on the hiring decision? I'm glad to send anything else you need. |
| I understand you're busy | phrase | Acknowledges the reader's time before a nudge; keeps a chasing email courteous. | I understand you're busy, so I'll keep this brief — could you confirm the venue by Thursday? |
| pleased to inform you | phrase | A formal way to open good news; standard in offers, approvals, and acceptances. | I'm pleased to inform you that your application has been successful. |
| delighted | adjective | Very pleased; warmer than 'pleased' and right for genuinely happy announcements. | We're delighted to welcome you to the team from 1 September. |
| unfortunately | adverb | Signals that bad news follows; softens the message without hiding it. | Unfortunately, we're unable to extend the deadline beyond 30 June. |
| regret to inform you | phrase | The formal register for serious bad news, such as rejections; too heavy for small matters. | We regret to inform you that the position has been filled. |
| heads-up | noun | An informal advance warning; fine between colleagues, too casual for formal correspondence. | Just a heads-up that the office will be closed on Friday for maintenance. |
| update | noun / verb | New information on how something is progressing; neutral and universally understood. | Here's a quick update on where things stand with the vendor contract. |
| make you aware | phrase | A neutral, slightly formal way to flag information the reader needs to know. | I wanted to make you aware of a change to next week's schedule. |
| apologise | verb | To say sorry formally (British spelling; American English uses 'apologize') — 'I apologise for' carries more weight than 'sorry about'. | I apologise for the delay in getting back to you. |
| my apologies | phrase | A brief, courteous way to say sorry for small errors; lighter than a full apology. | My apologies for the confusion — the correct file is attached now. |
| acknowledge | verb | To confirm you have received or noted something; useful when a full answer will take time. | I'm writing to acknowledge receipt of your complaint; we'll respond in full within five working days. |
| thank you for your patience | phrase | Thanks the reader for waiting; often works better than repeating 'sorry' during a long delay. | Thank you for your patience while we resolved the login issue. |
| oversight | noun | An unintentional mistake or omission; owns the error without dramatising it. | The missing attachment was an oversight on my part — it's included below. |
| understand | verb | To recognise how a situation affects someone; shows empathy in an apology or a difficult reply. | I understand the delay has caused problems for your team, and we're working to put it right. |
| rest assured | phrase | Reassures the reader that a matter is handled; confident, though it can sound scripted if overused. | Rest assured, the billing error has been corrected and won't appear on your next invoice. |
| best regards | phrase | A safe, professional sign-off for almost any email; neither stiff nor overly familiar. | Thanks again for your time this week. Best regards, Anita |
| kind regards | phrase | A slightly warmer sign-off than 'best regards'; very common in British English. | I look forward to your reply. Kind regards, Tom |
| sincerely | adverb | A formal sign-off for cover letters and official correspondence; too stiff for everyday emails. | Thank you for considering my application. Sincerely, Daniel Osei |
| looking forward to | phrase | A friendly, forward-looking closer that gently invites a reply. | Looking forward to hearing your thoughts on the proposal. |
| don't hesitate | phrase | Invites questions or further contact; a courteous standard in client-facing emails. | Please don't hesitate to get in touch if anything in the report is unclear. |
| thank you in advance | phrase | Thanks the reader before they've agreed; efficient for small asks, but can feel presumptuous for big ones. | Thank you in advance for taking a look — I know it's a busy week. |
Writing tip: Mirror the other person's tone and formality — and go one notch more formal in a first email.
Source & usage note
These word list entries are curated for learning and writing. Where a full Word Explorer page exists, the word links to deeper information. Word-game acceptance can vary by dictionary, region, and rule set.
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FAQ
Questions people ask
How should I use 40 Words and Phrases for Professional Emails?
Scan the list for words that fit your purpose, then use the filter box to narrow by meaning, part of speech, or spelling pattern.
Are these words accepted in every word game?
No. Word game acceptance depends on the specific game dictionary and rule set.
Can I copy words from the list?
Yes. You can select and copy words directly from the table for study notes, lesson plans, or drafting.