Email as a Basis of Effective Communication and Culture
Professional communication is a foundation of organizational culture and productivity, and it is crucial to master the essentials to convey thoughts in correspondence with accepted norms. Emails, especially email phrases, remain a crucial part of this process, each with unique requirements for composing the message. Additionally, official letters often represent an organization, and the sender should present their company in the most professional manner by ensuring the use of precise language and strict adherence to formalities.
Why Should Specialists Prioritize Professional Email Writing
Professional writing is a reflection of organizational culture and values, and appropriately composed emails can be a turning point in a career or predetermined project success on distinct occasions. In this regard, communication skills, including email writing, have the same priority as being a competent expert. A clear and concise letter can minimize conflicts or lead to enhanced performance by delivering all essential information, whereas formal phrases improve the overall quality and readability.
Top Email Phrases That Will Improve Your Emails
Indeed, formal phrases are a fundamental aspect of professional email writing, which serve as widely accepted and polite expressions for conveying specific sentiments. By mastering these phrases, the sender can craft emails more effectively, thereby enhancing communication skills in professional settings. Furthermore, these phrases enrich the email and ensure a natural delivery.
Phrase 1: It was a pleasure meeting you / talking to you
This phrase exemplifies an effective approach to initiating a follow-up email to an individual with whom you have recently made contact. Furthermore, it conveys a friendly tone while maintaining suitability across various formal styles of business correspondence.
Example: It was a pleasure meeting you at Tech Crunch this Friday. As promised, here are a couple of follow-ups I would like to share with you.
Phrase 2: Please be reminded
This phrase offers a polite and formal means of reminding recipients about upcoming events. Additionally, it serves as an effective alternative for composing notifications to colleagues or business associates.
Example: Please be reminded that the office is closed tomorrow due to extreme weather conditions.
Phrase 3: As discussed / as promised
This business phrase for professional emails adds value to the collection of follow-up templates. It should be used by the sender to reference specific contexts.
Example: I am also sending you the demo, as promised.
Phrase 4: Please be advised
The phrase emphasizes important information in a business email. It explicitly indicates that the recipient should be made aware of the notification.
Example: Please be advised that the website will be down for maintenance on Tuesday, May 4th.
Phrase 5: Attached please find…
This phrase is most commonly used when sending emails with attached files. It serves to inform the recipient that important documents or materials are included for their review.
Example: Attached please find the updated pricing policy.
Phrase 6: I would appreciate (if…)
This phrase is essential in business emails as it is a polite request to take a specific action. The sender can use it in professional communication to ask for assistance or to highlight an important task.
Example: I would appreciate any other suggestions from you.
Phrase 7: I was wondering if…
This phrase is a polite way to ask for assistance or to make a suggestion when drafting a professional email. It softens the tone of the request, making it more considerate.
Example: I was wondering if we could move back our meeting.
Phrase 8: Do not hesitate to contact me / to reach out
This phrase is one of the commonly used phrases to end an email to express openness and availability for further communication. It also encourages the recipient to get in touch without hesitation.
Example: Do not hesitate to reach out if you ever need my assistance.
Phrase 9 Feel free to…
This phrase expresses similar sentiments to the previous one by signaling that the sender is open to receiving feedback or inquiries. Among other phrases used to end an email, this option conveys an approachable tone, inviting the recipient to take action without hesitation.
Example: Feel free to email me your suggestions.
Phrase 10: I look forward to…
This phrase is one of the standard professional email closing phrases that convey politeness and openness to further communication. Such a phrase is essential in professional correspondence as it maintains a courteous tone and encourages continued interaction.
Example: I look forward to meeting you on Monday.
Further Recommendations for Email Writing
The featured list includes essential phrases to enhance communication skills. It is highly recommended that the sender avoid overusing them while ensuring clarity and conciseness in their message. The tone should align with the context, and professional writers should carefully proofread their emails before sending them to maintain a polished and professional appearance.
