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Write A Lot of Emails? Try Using These Phrases Instead

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We’ll explore common email phrases and alternatives you could use instead. Use these synonyms to avoid redundant and overused sentences.

White text over yellow background reads "alternatives to common email phrases."
If you write many emails, it can be a good idea to switch up the phrases you use.
  • A few examples of common email phrases are:
    • I hope this email finds you well.
      It would be greatly appreciated if you could…
      I’m writing to you about…
      Per my last email…

How To Write a Convincing Email

You might write countless emails for work or school and need alternatives to common phrases. Or, maybe you’re just getting started in writing emails in English and want to know common email phrases and which ones you could use instead. There are hundreds of email phrases used daily and several schools of thought surrounding them. While some people see no issues in using these common email phrases, others think they’re overused and could give off the wrong message. Below, we’ll cover a few of the most common email expressions and their alternatives.

Image of woman pressing email icon on screen in front of her. (Common email phrases)
Email facilitates business communication.

Seven Common Email Phrases and Their Alternatives


I’m sorry for the delayed response.

I appreciate your patience.

“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/I hope this email finds you well.

I am writing to…

“I hope you’re doing well,” or “I hope this email finds you well” is an email cliché. 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 like your input in today’s meeting…


I’m just following up…

Can I get an update/status update?

“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/Per my last email…

[restate/reiterate previous message]

“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 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.


Thanks in advance


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” will suffice.


I’m looking forward to hearing from you.

I appreciate your prompt response.

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 waiting for a response sooner rather than later.


Please advise

Let me know what you think.

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.”

How To Avoid Common Email Phrases

There’s nothing wrong with using common email phrases. Some people find that it makes the email-writing process easier. But if you want your email to stand out, or if you want to get your message across more effectively, try the alternatives.

The most important thing about writing an email is that you always have correct spelling and proper grammar. Using LanguageTool as your writing assistant guarantees that your writing is flawless by correcting any errors, providing synonyms that can strengthen your text, and suggesting stylistic improvements.

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