Word list · Teens & Adults
Email Phrases and Polite Requests in English
Open, ask, apologise, attach and sign off without sounding rude or stiff.
- Age
- Ages 13+
- Level
- B1–C1
- Skill
- Vocabulary
- Format
- Interactive
- Writing & discussion
- 25 words
Practise
Three ways to learn the list. Nothing is saved: start again whenever you like.
0 of 25 learned
I'm writing to…
phrase
The list
Tap the speaker to hear each word.
I'm writing to…
phrase · B1
a common way to start an email and say why you are writing
I'm writing to ask about the dates of the summer course.
Could you possibly…?
phrase · B1
a very polite way to ask someone to do something
Could you possibly send me the file again? I can't open it.
Would you mind…?
phrase · B1
a polite way to ask someone to do something; followed by an -ing form
Would you mind checking these figures before Friday?
I was wondering if…
phrase · B2
a gentle, indirect way to ask for something
I was wondering if we could move the meeting to Thursday.
Please find attached…
phrase · B2
a formal way to say that a file comes with the email
Please find attached the invoice for March.
Thank you for getting back to me
phrase · B1
a polite way to thank someone for replying
Thank you for getting back to me so quickly.
I look forward to hearing from you
phrase · B1
a formal way to end an email when you want a reply
I look forward to hearing from you soon.
Kind regards
phrase · B1
a polite, slightly formal way to end an email, before your name
Thank you again for your help. Kind regards, Anna Novak
Dear Sir or Madam
phrase · B1
a formal way to start an email when you do not know the person's name
Dear Sir or Madam, I would like to complain about my recent order.
With reference to…
phrase · B2
a formal way to say what your email is about
With reference to your email of 3 May, I can confirm the booking.
I'm afraid that…
phrase · B1
a polite way to give bad news
I'm afraid that we can't offer a refund on sale items.
Could you let me know…?
phrase · B1
a polite way to ask for information
Could you let me know when you're free next week?
Just a quick reminder that…
phrase · B1
a friendly way to remind people about something
Just a quick reminder that the office is closed on Monday.
Sorry for the delay in replying
phrase · B1
a polite way to apologise for answering late
Sorry for the delay in replying. I've been away all week.
As discussed…
phrase · B2
used to refer to something you talked about earlier
As discussed on the phone, I'm sending you the updated plan.
I would appreciate it if…
phrase · B2
a formal, polite way to ask for something
I would appreciate it if you could reply by Friday.
Please don't hesitate to contact me
phrase · B2
a polite way to say people can ask you for help
If you have any questions, please don't hesitate to contact me.
Apologies for any inconvenience
phrase · B2
a formal way to say sorry when something causes problems for people
Our website will be down tonight. Apologies for any inconvenience.
I'd like to confirm…
phrase · B1
used to say officially that something is agreed or booked
I'd like to confirm my booking for 12 June.
Could we arrange…?
phrase · B1
a polite way to suggest planning a call or meeting
Could we arrange a call for early next week?
Following our conversation…
phrase · B2
used to refer to a talk you had with someone before writing
Following our conversation yesterday, here is the information you asked for.
I'm happy to help
phrase · B1
a friendly way to offer more help
If you need anything else, I'm happy to help.
Best wishes
phrase · B1
a friendly way to end an email, before your name
Have a lovely weekend! Best wishes, Tom
To whom it may concern
phrase · C1
a very formal opening for a letter to someone whose name you do not know, often an official document
To whom it may concern: this letter confirms that Ms Lee worked here from 2019 to 2024.
Thanks in advance
phrase · B1
a friendly way to thank someone for something they will do for you
Thanks in advance for your help with this.
Use it: speaking task
For pairs or small groups, about ten minutes.
Phone version. Work in pairs. Each situation below is usually an email; this time, say it. A makes the request politely using a phrase from the list; B answers and asks one question. Then swap.
- Ask a colleague to send you a file again.
- Ask your manager if you can move a meeting to Thursday.
- Tell a customer that their order will be late and apologise.
- Remind your team about a deadline on Friday.
- Thank someone for a quick reply and confirm a booking.
Printable worksheet
One page of matching and gap-fill, the speaking task, and an answer key on a separate page.
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Name: ______________________ Date: ____________
A. Match each word with its meaning.
- 1. I'm writing to… ____
- 2. Would you mind…? ____
- 3. Please find attached… ____
- 4. I look forward to hearing from you ____
- 5. Dear Sir or Madam ____
- 6. I'm afraid that… ____
- 7. Just a quick reminder that… ____
- 8. As discussed… ____
- 9. Please don't hesitate to contact me ____
- 10. I'd like to confirm… ____
- a) a formal way to start an email when you do not know the person's name
- b) used to say officially that something is agreed or booked
- c) a formal way to end an email when you want a reply
- d) a polite way to say people can ask you for help
- e) used to refer to something you talked about earlier
- f) a polite way to give bad news
- g) a polite way to ask someone to do something; followed by an -ing form
- h) a formal way to say that a file comes with the email
- i) a common way to start an email and say why you are writing
- j) a friendly way to remind people about something
B. Complete the sentences with words from the box.
Apologies for any inconvenience · Could we arrange · Could you let me know · Could you possibly · I was wondering if · I would appreciate it if · Kind regards · Sorry for the delay in replying · Thank you for getting back to me · With reference to
- 1. send me the file again? I can't open it.
- 2. we could move the meeting to Thursday.
- 3. so quickly.
- 4. Thank you again for your help. , Anna Novak
- 5. your email of 3 May, I can confirm the booking.
- 6. when you're free next week?
- 7. . I've been away all week.
- 8. you could reply by Friday.
- 9. Our website will be down tonight. .
- 10. a call for early next week?
C. Use it: speak
Phone version. Work in pairs. Each situation below is usually an email; this time, say it. A makes the request politely using a phrase from the list; B answers and asks one question. Then swap.
- Ask a colleague to send you a file again.
- Ask your manager if you can move a meeting to Thursday.
- Tell a customer that their order will be late and apologise.
- Remind your team about a deadline on Friday.
- Thank someone for a quick reply and confirm a booking.
Answer key
A. 1i · 2g · 3h · 4c · 5a · 6f · 7j · 8e · 9d · 10b
- B.
- 1. Could you possibly
- 2. I was wondering if (also: I would appreciate it if)
- 3. Thank you for getting back to me
- 4. Kind regards (also: Best wishes)
- 5. With reference to
- 6. Could you let me know
- 7. Sorry for the delay in replying
- 8. I would appreciate it if (also: I was wondering if)
- 9. Apologies for any inconvenience
- 10. Could we arrange