Formal and Informal Email Phrases – from Greetings to Closing Phrases

1. Greetings

Dear Sir or Madam,

To whom it may concern,

Dear Mr. or Mrs. Jones,

Dear Dr. Smith,

2. Reasons for Writing or Replying

I am writing

to make a reservation,

to apply for the position of…

to confirm my booking

to ask for further information about…

With reference to our telephone conversation on Friday, I would like to let you know that…

3. Making a request, Asking for Information

Could you please let me know

If you can attend

If you are available for a meeting on December 8th?

Could you possibly arrange a meeting with the Logistics Manager?

I would also like to know if there are any swimming pools in your area.

4. Offering Help, Giving Information

We are happy to let you know that your article has been selected for publication.

I am glad to inform you that we will be holding our annual conference in São Paulo on August 4th.

Should you need any further information/assistance, please do not hesitate to contact us.

5. Complaining

I am writing

to express my dissatisfaction with…

to complain about…

I regret to say that I was not completely satisfied with the room you provided us.

I would like to receive a full refund and compensation for the damages…

6. Apologizing

We would like to apologize for any inconvenience caused.

Please accept our apologies for the delay.

Please let us know what we can do to compensate you for the damages caused.

We will make sure that will not happen again in the future.

7. Attaching Files

I am attaching my CV for your consideration.

I am sending you the brochure as an attachment.

Please see the statement attached.

Please find attached the file you requested.

8. Ending, Closing Formula

I look forward to hearing from you.

Yours faithfully,

(when you start with Dear Sir/Madam)

Your sincerely,

(when you start with the name e.g. Dear Ms. Collins)