Common Business Email Phrases and Alternatives You Can Use

Anyone who is used to writing business emails knows that there are some expressions that the professional world relies on heavily. They can be useful, as they are understood by many. However, using these phrases a lot can make it seem as if your vocabulary is limited.

To avoid this, try using alternative phrases from the following list. They will help you write impressive, professionally crafted emails.

Overused business email phrases and alternatives

I’m sorry for the delayed response immediately points out a mistake on your behalf. It’s a busy world, and emails can sometimes slip through the cracks. Instead, thank the recipient for their patience.

I hope you’re doing well and I hope this email finds you well are email clichés. Are you really sitting around hoping the reader is okay? Probably not. As we mentioned earlier, it’s a busy world.

While some people appreciate the kind formalities, most would prefer if you got straight to the point and explained what the email is about. However, if you feel you must include a friendly greeting, try a different or more personal approach, like, I really liked your input in today’s meeting.

I’m just following up is a common phrase that makes it easy for your email to fall to the bottom of someone’s to-reply list. Not only is it widely used, but it doesn’t offer any sense of urgency.

As I mentioned before and per my last email are two of the most passive-aggressive email phrases you can send. Avoid using them at all costs, especially if you’re dealing with a customer or potential client. It comes off as saying, “Did you really not read what I just sent?”

Instead, just find a way of restating your previous message. If it’s gotten to a point where you feel the need to use this phrase, consider making a phone call instead of sending another email.

Not only is thanks in advance wordy, but it can come off as rude. It’s as if you’re demanding, not asking, the recipient to do what was requested. A simple thanks or thank you will suffice.

There’s nothing wrong with writing I’m looking forward to hearing from you, except that it’s incredibly overused and doesn’t indicate a sense of urgency. A phrase like I appreciate your prompt response tells the recipient that you’re expecting a response sooner rather than later.

The issue with please advise is that there are various ways in which it can be interpreted. It can come off as redundant (if you’re asking them to advise you on a specific question that’s explicitly stated in the email), passive-aggressive, or even demanding. Try a more friendly, casual phrase like let me know what you think.

Professional email greetings

There are a handful of email greetings that are suitable for professional emails.

However, when it comes to opening lines—the sentence you write before you jump into the point of your message—there are several options to choose from depending on the purpose of your email.

Professional email sign-offs

Similarly, there are a few email sign-offs that are appropriate for business emails.

And if you’d like a closing line for your email that succinctly summarizes the point of the email, consider the following:

Remember, these are just a few examples of what a professional closing line looks like. The options vary depending on the message you’re trying to convey.

How to write perfectly professional emails

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