EnglishProfessional email phrases
Sort the phrases by their job: opening, purpose, polite request, or closing.
- Dear Sir/Madam [/dɪə sɜː ˈmædəm/]
- a formal greeting when you do not know the recipient’s name
Dear Sir/Madam, I am writing to ask about your services. - Yours faithfully [/jɔːz ˈfeɪθfəli/]
- a formal closing after Dear Sir/Madam
Yours faithfully, Maya Khan. - Yours sincerely [/jɔːz sɪnˈsɪəli/]
- a formal closing after Dear Mr/Ms + surname
Yours sincerely, Daniel Green. - I am writing to… [/aɪ əm ˈraɪtɪŋ tə/]
- a formal phrase that states your purpose
I am writing to request further information. - I am writing with reference to your advertisement. [/aɪ əm ˈraɪtɪŋ wɪð ˈrefrəns tə jɔːr ədˈvɜːtɪsmənt/]
- a formal way to mention an advert or previous information
I am writing with reference to your advertisement for English courses. - I would be grateful if you could send me further information. [/aɪ wʊd bi ˈɡreɪtfəl ɪf juː kʊd send miː ˈfɜːðə ˌɪnfəˈmeɪʃn/]
- a very polite formal request
I would be grateful if you could send me further information about the course. - Could you possibly…? [/kʊd juː ˈpɒsəbli/]
- a polite way to make a request
Could you possibly send me the timetable? - Would you mind + -ing…? [/wʊd juː maɪnd/]
- a polite request followed by a verb ending in -ing
Would you mind sending me the enrolment form? - I would like to know… [/aɪ wʊd laɪk tə nəʊ/]
- a polite way to ask for information
I would like to know the cost of the course. - I was wondering if… [/aɪ wəz ˈwʌndərɪŋ ɪf/]
- a soft, indirect way to ask a question
I was wondering if the course is suitable for beginners.
Make the email more formal
Complete each sentence aloud first. Then type only the missing form.
- At the beginning of a formal email to an unknown recipient, [___] , I am writing to ask about your English course.
- When you do not know the recipient’s name, close the email with [___] after saying that you look forward to hearing from them.
- To request the timetable politely before choosing a course, [___] send me the details of the evening classes?
- When asking for the enrolment form in a formal email, would you mind [___] it to me before Friday?
- I would be grateful if you could [___] about the course before registration closes.
- I would like to know where your school [___] located, because I will be travelling by bus.
- I would like to know what the total course fee [___] , including all materials and registration costs.
- Could you tell me when the evening course [___] , so that I can organise my work schedule?
A complaint to a company
Read Maya’s email. Identify the opening, reason for writing, problem, request, and closing.
Dear Sir/Madam,
I am writing to complain about a wireless printer I purchased from your website on 3 May. According to your advertisement, the printer should connect easily to a laptop and print high-quality documents. However, it repeatedly loses the connection and produces pages with unclear lines. I have followed the instructions and restarted both the printer and my laptop, but the problem continues.
I would be grateful if you could arrange a replacement or provide a full refund. Could you possibly let me know how I should return the faulty product? I have attached a copy of my receipt and photographs of the printed pages.
I look forward to hearing from you.
Yours faithfully,
Maya Khan
Difficult words
- wireless printer — a printer that connects without a cable
- purchased — bought
- according to — as stated by
- repeatedly — again and again
- unclear lines — lines that are not sharp or easy to see
- arrange a replacement — organise a new product instead of the faulty one
- full refund — all the money returned
- faulty product — a product that does not work correctly
- Which three phrases in the email show a formal, polite style?
- Which part of the email describes the problem, and which part makes the request?
- What does Maya want the company to do?
Write an information-request email
Write a formal email to a language school. Ask for information about an English course.
Write 60–120 words.
Include:
- Dear Sir/Madam,
- I am writing to…
- I would like to know…
- Could you tell me…?
- I would be grateful if…
- an appropriate formal closing
Useful phrases
- I am writing to enquire about your English courses.
- I would like to know whether the course is suitable for B1 learners.
- Could you tell me when the next course starts?
- I would be grateful if you could send me the timetable and prices.
- I look forward to hearing from you.
- Yours faithfully,
Email shape
- Greeting
- Reason for writing
- Questions about the course
- Polite request and closing
Check: grammar, formal register, and all required information.
