Vocabulary
Tone and register — The way you write an email depends on who you are writing to. You use more formal language with your manager or a client. You can be less formal with a colleague you know well. In this lesson you will learn key vocabulary about tone and register, and common phrases used in professional emails.
Key words
tone(noun)
The feeling or attitude in your writing — for example, friendly, formal, or polite.
"The tone of this email is too informal for a client."
register(noun)
The level of formality in language — formal, neutral, or informal.
"Use a formal register when writing to a new client."
formality(noun)
The quality of being formal and following the rules of professional language.
"The level of formality depends on who you are writing to."
colleague(noun)
A person you work with.
"I sent the email to my colleague in the marketing team."
client(noun)
A person or company that pays for a service.
"Always use formal language when emailing a client."
superior(noun)
A person who has a higher position than you at work — your manager or director.
"I always check my tone when writing to a superior."
abbreviation(noun)
A short form of a word or phrase, such as FYI (for your information) or ASAP (as soon as possible).
"Avoid abbreviations like FYI in formal emails."
salutation(noun)
The greeting at the beginning of an email, such as Dear Mr Smith.
"The salutation sets the tone for the whole email."
sign-off(noun)
The closing phrase before your name at the end of an email.
"Kind regards is a common sign-off in business emails."
context(noun)
The situation or background that helps you understand what is appropriate.
"Think about the context before you decide on your tone."
Common phrases in professional emails
I hope this email finds you well.formalA polite way to begin a professional email to someone you do not know very well.
"I hope this email finds you well. I am writing to ask about our contract."
As per my previous email,formalUsed to refer back to something you wrote before, often when chasing a reply.
"As per my previous email, the deadline is this Friday."
Please do not hesitate to contact me.formalA polite way to invite someone to get in touch if they need anything.
"If you have any questions, please do not hesitate to contact me."
I would be grateful ifformalA very polite way to make a request.
"I would be grateful if you could send the documents by Thursday."
With reference toformalUsed to introduce the topic of the email, referring to a previous email, call, or meeting.
"With reference to our phone call on Monday, I am writing to confirm the details."
Further to our conversation,formalUsed to follow up after a meeting or phone call.
"Further to our conversation, I have attached the updated report."
Please let me know if you need anything else.neutralA friendly closing phrase offering further help.
"I have sent the files. Please let me know if you need anything else."
I am available to discuss this further.neutralA polite way to say you are happy to talk more about the topic.
"I am available to discuss this further by phone or video call."