Professional emails often deal with specific situations — complaints, approvals, delays, and negotiations. Each situation has its own vocabulary and conventions. This lesson focuses on the words and fixed phrases that skilled writers use in these contexts.
Nouns — Situational vocabulary
resolution(noun)
A solution to a problem or an end to a dispute.
"We hope to reach a resolution within five working days."
objection(noun)
A statement expressing disagreement with or concern about something.
"The client raised an objection to the revised pricing."
compensation(noun)
Something given to make up for a loss, mistake, or inconvenience.
"We would like to offer compensation for the delay."
approval(noun)
Official agreement or permission for something to proceed.
"The project cannot begin without board approval."
rejection(noun)
A formal refusal of a proposal, application, or request.
"We received a rejection from the funding committee."
amendment(noun)
A change or addition made to a document or agreement.
"Please review the amendments to the contract before signing."
grievance(noun)
A formal complaint made by an employee or customer about unfair treatment.
"She submitted a formal grievance to the HR department."
authorisation(noun)
Official permission to do something, given by someone in authority.
"You will need authorisation from the finance director to release the funds."
backlog(noun)
A build-up of work or tasks that have not yet been completed.
"We are working through a significant backlog of orders."
timeline(noun)
A schedule showing when tasks or stages of a project should be completed.
"Could you share the timeline for the new product launch?"
Fixed phrases in professional email contexts
We regret to inform you thatdelivering bad news
A formal phrase used to introduce negative information politely.
"We regret to inform you that your application has been unsuccessful."
Please be advised thatformal notice
Used to introduce important information the reader needs to be aware of.
"Please be advised that the office will be closed on the 25th."
I am writing on behalf ofrepresenting someone
Used when you are writing in place of another person or organisation.
"I am writing on behalf of the managing director to confirm your appointment."
We would appreciate your earliest response.requesting urgency
A polite but clear way to ask for a reply as soon as possible.
"This matter is time-sensitive. We would appreciate your earliest response."
I can confirm thatconfirming information
Used to state formally that something is true or has been arranged.
"I can confirm that your booking has been received."
Please note thatdrawing attention
Used to highlight information the reader should pay attention to.
"Please note that payment is due within 30 days of the invoice date."
Subject to your approval,conditional agreement
Used when something can proceed once the reader has agreed to it.
"Subject to your approval, we will proceed with the revised proposal."
We apologise for any inconvenience caused.apologising formally
"The system was unavailable this morning. We apologise for any inconvenience caused."
Sentence Transformation
Rewrite each sentence using the word or phrase given in brackets. Do not change the meaning. You may need to change the form of other words.
Error Identification
Each sentence contains one error, or no error at all. Click the word you think is wrong and select the reason. If the sentence is correct, select the appropriate reason without clicking a word.
Gap Fill
Choose the correct word or phrase to complete each sentence.
Matching
Match each word or phrase to its meaning.
Word Sort
Click a word or phrase to place it in the correct group.
Paragraph Gap Fill
Read the email and choose the correct word or phrase for each gap. Pay attention to meaning and context.