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Business Email Phrases That Sound Natural

Paula, TEFL-certified business English teacher, London

A business email sounds unnatural when you write the idea in your own language and then swap each word for an English word. The grammar can be correct and the email can still feel stiff. Natural business English is plainer than most coursebooks suggest. It is specific, polite, and short. The reader should see what you want, and by when, without hunting.

The examples below are practice emails in banking, a luxury hotel, and premium car sales. Paula has worked in those fields and is a TEFL-certified teacher based in London. They are models, not copies of a client's mail. You can edit a real email in a one-to-one lesson: 45 minutes on Zoom, with a free 25-minute trial.

1. Write the subject line as the point

The subject line should tell the reader what to do with the email. “Update” could be anything.

Useful phrases

  • Fee proposal — please confirm by Thursday
  • Group rate attached for review
  • Handover date — need a yes or no today
  • Moving tomorrow's call to 15:00 UK time
  • Thanks — signed page received
Example · Banking
Subject: Arrangement fee — please confirm by Thursday

The first line of the email can then repeat the ask. The subject has already told them the topic and the deadline.

2. Open with the reason, not a long greeting

“I hope this email finds you well” is not how most colleagues write to each other. For a first email, the name and the point are enough.

Useful phrases

  • Dear Ms Chen,
  • I'm writing about the 12 October booking.
  • Hi Sam,
  • Could you confirm one point in the note below?
  • Thanks for your email yesterday.
Example · Luxury hotel
Dear Ms Chen,

I'm writing about the group booking for 3 November. Could you confirm how many rooms you need, and whether breakfast should be included?

Kind regards,
Paula

3. Make a request people can answer

A request has three parts: what you want, why it matters if that is not obvious, and when you need it.

Useful phrases

  • Could you review the attached draft and send any changes by Wednesday?
  • Would you be able to join a 20-minute call on Tuesday at 10:00 UK time?
  • Please send the signed copy before Friday so we can file it.
  • Can I check one point? Does “next week” mean the week of 3 November?
  • I'd be grateful if you could copy Lena. She owns the budget.
Example · Premium car sales
Hi Sam,

Could you confirm whether the winter tyres are included in the price we discussed? I need to tell the client before 16:00 UK time today.

Thanks,
Wei

4. Say no without hiding it

If the answer is no, say no early. A long apology before the point makes the reader search for the decision. You can still offer a next step.

Useful phrases

  • I'm afraid we can't meet that date.
  • We won't be able to include the extra option in this agreement.
  • I don't have the authority to approve that. Lena does.
  • That price doesn't work for us.
  • I need to say no to Thursday. I can do Friday morning.
Example · Banking
Thanks for the proposal. We can't accept the arrangement fee at that figure.

We can proceed if the fee matches the number in my note of Monday. Please tell me by Thursday if that is possible.

5. Follow up without sounding annoyed

A follow-up is normal. Refer to the last email, repeat the ask, and give a new date if the old one has passed.

Useful phrases

  • I'm following up on my note of Monday.
  • Just checking you saw my email below.
  • A reminder — we still need the signed page.
  • Can you tell me when you'll have a moment to look?
  • If I don't hear back by Friday I'll assume we should go with option B.
Example · Luxury hotel
Hi Sam,

I'm following up on Monday's note about the group menu. Could you send the choices today? We need to print the programme at 17:00.

Thanks,
Wei

6. Close in one line

Match the close to the relationship. Then stop. A second paragraph of thanks weakens the request above it.

Useful phrases

  • Thanks,
  • Kind regards,
  • Best regards,
  • Speak soon,
  • Many thanks,
Example · Premium car sales
Could you confirm the handover slot by Wednesday?

Thanks,
Paula

Checklist

  • The subject says the topic and, if needed, the deadline.
  • The request is in the first two lines after the name.
  • The reader can see what to do and by when.
  • A no is early, with a next step if you have one.
  • A follow-up repeats the ask and does not sound angry.
  • The close is one line, and your name is under it.
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Questions

Which business email phrases sound natural?

“Could you send this by Wednesday?”, “That date doesn't work for us”, and “I'm following up on my note of Monday” are ordinary and clear. Long imported phrases such as “kindly do the needful” are not.

How do I start an email to someone I do not know?

“Dear” plus their name, then the reason in the next line. You do not need “I hope this email finds you well.”

How do I chase a reply politely?

Say you are following up, repeat the request, and give the time you need it. One calm follow-up is normal. Do not write “per my last email.”

Can a teacher edit an email I need to send?

Yes. Bring the draft. Lessons are one-to-one with Paula, 45 minutes on Zoom. There is a free 25-minute trial. Current packs are on the pricing page. There is no subscription.

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