Comprehensive Email Expressions Dic�onary

Table of Contents

1. Gree�ngs & Openings

2. Acknowledging & Referring to Previous Emails

3. Requests & Approvals

4. Technical & Opera�onal Expressions

5. Financial & Monetary Expressions

6. Contracts & Legal Language

7. Logis�cs & Shipping

8. Clarifica�ons & Explana�ons

9. Delays, Issues & Apologies

10. Follow-ups & Reminders

11. Mee�ngs, Scheduling & Minutes

12. Ataching, Sending & File Conven�ons

13. Nego�a�ons, Offers & Proposals

14. Posi�ve Closings, Thanks & Rela�onship-building

15. Neutral & Formal Closings

16. Urgency, Priority & Escala�on

17. Tone, E�quete & Professional Tips

18. Common Abbrevia�ons & Short Codes

19. Email Subject Line Best Prac�ces & Examples

20. Ready-to-use Templates (common oil company scenarios)

21. Pre-send Checklist

22. Appendix: Signature & Confiden�ality Footer Samples

23. Addi�onal Resources & References (internal)

1. Gree�ngs & Openings
Expression Arabic meaning Example in email

‫ ﻋزﯾزﺗﻲ‬/ ‫ﻋزﯾزي‬
Dear [Name], Dear Mr. Al-Hassan, I hope this email finds you well.
[‫]اﻻﺳم‬

Dear Sir/Madam, we appreciate your inquiry

Dear Sir/Madam, ‫ اﻟﺳﯾدة‬/ ‫ﻋزﯾزي اﻟﺳﯾد‬
regarding our crude shipment schedules.

To whom it may concern, please find attached the HSE

To whom it may concern, ‫إﻟﻰ ﻣن ﯾﮭﻣﮫ اﻷﻣر‬
certificate.

Ladies and Gentlemen, please note the changes to the

Ladies and Gentlemen, ‫ﺳﺎدﺗﻲ وﺳﯾداﺗﻲ‬
meeting agenda.

Team, please review the attached safety bulletin

Colleagues / Team, ‫ اﻟﻔرﯾﻖ‬/ ‫اﻟزﻣﻼء‬
before Friday.

Hi [First name], [‫ﻣرﺣﺑﺎ ً ]اﻻﺳم‬ Hi Sara, could you confirm if the invoices were sent?

Hello, ً ‫ﻣرﺣﺑﺎ‬ Hello, please see the updated project timeline below.

Good morning / Good a�ernoon / ‫ ﻣﺳﺎء‬/ ‫ﺻﺑﺎح اﻟﺧﯾر‬ Good morning, the vessel’s ETA has been revised to 12
Good evening, ‫اﻟﺧﯾر‬ Oct.

‫آﻣل أن ﺗﺻﻠك ھذه‬ I hope this email finds you well. I am writing to follow
I hope this email finds you well.
‫اﻟرﺳﺎﻟﺔ وأﻧت ﺑﺧﯾر‬ up on the contract draft.

I trust you are doing well. Please find the requested

I trust you are doing well. ‫أﺛﻖ أﻧك ﺑﺧﯾر‬
documents attached.

Further to our phone ‫إﺷﺎرة ً إﻟﻰ ﻣﻛﺎﻟﻣﺗﻧﺎ‬ Further to our phone conversation, attached is the
conversa�on… ‫…اﻟﮭﺎﺗﻔﯾﺔ‬ revised scope of work.

Following up on our meeting, please find the minutes

Following up on our mee�ng… ‫…ﻣﺗﺎﺑﻌﺔً ﻻﺟﺗﻣﺎﻋﻧﺎ‬
attached.

With reference to our previous ‫ﺑﺎﻹﺷﺎرة إﻟﻰ ﻣراﺳﻼﺗﻧﺎ‬ With reference to our previous correspondence, we
correspondence… ‫…اﻟﺳﺎﺑﻘﺔ‬ have updated the schedule.

Usage note: Choose a gree�ng based on formality and rela�onship. Use full names and �tles for external
stakeholders and senior management.
2. Acknowledging & Referring to Previous Emails
Expression Arabic meaning Example in email

Thank you for your email ‫ﺷﻛرا ً ﻋﻠﻰ ﺑرﯾدﻛم اﻹﻟﻛﺗروﻧﻲ‬ Thank you for your email dated 1 October regarding
dated [date]. [‫ﺑﺗﺎرﯾﺦ ]اﻟﺗﺎرﯾﺦ‬ the invoice discrepancy.

We acknowledge receipt of the signed contract and

We acknowledge receipt of… ‫ ﻧؤﻛد اﺳﺗﻼم‬/ …‫…ﻧﻘر ﺑﺎﺳﺗﻼم‬
the performance bond.

Noted with thanks; we will update our records

Noted with thanks. ً ‫ ﺷﻛرا‬،‫ﺗم اﻻطﻼع‬
accordingly.

In response to your request, the technical team

In response to your request… ‫…ردا ً ﻋﻠﻰ طﻠﺑﻛم‬
provided the attached report.

With reference to your With reference to your email, we confirm the payment
‫…ﺑﺎﻹﺷﺎرة إﻟﻰ ﺑرﯾدﻛم‬
email… will be processed tomorrow.

Per your instructions, we have halted deliveries until

Per your instruc�ons… ‫…ﺑﻧﺎ ًء ﻋﻠﻰ ﺗﻌﻠﯾﻣﺎﺗﻛم‬
further notice.

As requested, please find… ‫ ﺗﺟدون‬،‫…ﺣﺳب طﻠﺑﻛم‬ As requested, please find the revised invoice attached.

For the avoidance of doubt, the quotation includes

For the avoidance of doubt… ‫…ﻟﺗﺟﻧب أي ﻟﺑس‬
freight but excludes insurance.

Thanks for bringing this to Thanks for bringing this to our attention — we will
‫ﺷﻛرا ً ﻟﺗﻧﺑﯾﮭﻛم إﻟﯾﻧﺎ ﻟﮭذا اﻷﻣر‬
our aten�on. investigate immediately.

Please be advised that the shipment schedule has

Please be advised that… ‫…ﯾرﺟﻰ اﻟﻌﻠم أن‬
been updated.

3. Requests & Approvals

Expression Arabic meaning Example in email

We kindly request your We kindly request your approval for the extension
‫…ﻧرﺟو ﻣﻧﻛم اﻟﻣواﻓﻘﺔ ﻋﻠﻰ‬
approval for… of the delivery window to 30 Nov.

Could you please provide the bank remittance

Could you please provide… ‫…ھل ﯾﻣﻛﻧﻛم ﺗزوﯾدﻧﺎ ﺑـ‬
details for the final settlement?

Please confirm receipt of… ‫…ﯾرﺟﻰ ﺗﺄﻛﯾد اﺳﺗﻼم‬ Please confirm receipt of the attached BOL.
Expression Arabic meaning Example in email

Please provide your writen Please provide your written approval to proceed
ً‫ﯾرﺟﻰ ﺗﻘدﯾم ﻣواﻓﻘﺗﻛم ﻛﺗﺎﺑﺔ‬
approval. with the maintenance works.

We would appreciate it if you We would appreciate it if you could review the

‫…ﻧﻛون ﻣﻣﺗﻧﯾن ﻟو اﺳﺗطﻌﺗم‬
could… technical datasheet by Friday.

Kindly authorize the purchase order so we can

Kindly authorize… ‫ اﻟﻣواﻓﻘﺔ‬/ ‫ﯾرﺟﻰ اﻟﺗﻔوﯾض‬
place the order.

Please advise on the next Please advise on the next steps to secure customs
‫ﯾرﺟﻰ إرﺷﺎدﻧﺎ ﻟﻠﺧطوات اﻟﺗﺎﻟﯾﺔ‬
steps. clearance.

May we request an advance ‫ھل ﯾﻣﻛﻧﻧﺎ طﻠب دﻓﻌﺔ ﻣﻘدﻣﺔ‬ May we request an advance payment of 30% to
payment of… ‫…ﻗدرھﺎ‬ initiate procurement?

Please expedite processing of the supplier’s

Please expedite processing of… ‫…ﯾرﺟﻰ ﺗﺳرﯾﻊ إﺟراءات‬
invoice due to critical spares requirement.

Can we obtain final sign-off by ‫ھل ﯾﻣﻛﻧﻧﺎ اﻟﺣﺻول ﻋﻠﻰ اﻟﻣواﻓﻘﺔ‬ Can we obtain final sign-off by 10 October to
[date]? [‫?اﻟﻧﮭﺎﺋﯾﺔ ﺑﺣﻠول ]اﻟﺗﺎرﯾﺦ‬ meet the vessel loading date?

Please confirm acceptance of ‫ﯾرﺟﻰ ﺗﺄﻛﯾد ﻗﺑول ﻧطﺎق اﻟﻌﻣل‬ Please confirm acceptance of the attached scope
the atached scope. ‫اﻟﻣرﻓﻖ‬ to commence procurement.

We would be grateful for your We would be grateful for your confirmation of the
‫ﻧﻛون ﻣﻣﺗﻧﯾن ﻟﺗﺄﻛﯾدﻛم‬
confirma�on. proposed budget.

4. Technical & Opera�onal Expressions (expanded)

Note: This sec�on includes industry-specific terms (FAT, SAT, P&ID, API, ISO). Use them where appropriate and
atach suppor�ng documenta�on when necessary.

Expression Arabic meaning Example in email

Attached are the technical specifications for the

Technical specifica�ons / specs ‫اﻟﻣواﺻﻔﺎت اﻟﻔﻧﯾﺔ‬
new pump model (P/N: 4512).

Please find the pump datasheet attached for your

Datasheet ‫ورﻗﺔ ﺑﯾﺎﻧﺎت اﻟﻣﻧﺗﺞ‬
engineering review.

P&ID (Piping and Instrumenta�on Kindly confirm the latest P&ID revision before
‫ﻣﺧطط اﻷﻧﺎﺑﯾب واﻷﺟﮭزة‬
Diagram) fabrication.
Expression Arabic meaning Example in email

FAT is scheduled for 15 Oct — please confirm

FAT (Factory Acceptance Test) ‫اﺧﺗﺑﺎر اﻟﻘﺑول ﺑﺎﻟﻣﺻﻧﻊ‬
attendance.

SAT will be completed after commissioning and

SAT (Site Acceptance Test) ‫اﺧﺗﺑﺎر اﻟﻘﺑول ﺑﺎﻟﻣوﻗﻊ‬
adjustment.

‫ اﻹﯾﻘﺎف‬/ ‫اﻟﺗﺷﻐﯾل اﻟﺗﺟرﯾﺑﻲ‬ Commissioning is planned following successful

Commissioning / Decommissioning
‫ﻋن اﻟﺗﺷﻐﯾل‬ SAT.

‫ ﻣﻌدل‬/ ‫اﻟﺳﻌﺔ اﻟﻣﺻﻧﻔﺔ‬ The compressor rated capacity is 1200 m3/h as

Rated capacity / throughput
‫اﻟﻣرور‬ per spec.

Interchangeability / spares ‫ ﺗواﻓر ﻗطﻊ‬/ ‫ﻗﺎﺑﻠﯾﺔ اﻟﺗﺑﺎدل‬ Please verify interchangeability of the motor with
compa�bility ‫اﻟﻐﯾﺎر‬ current spares inventory.

Calibration certificates for all instruments are

Calibra�on cer�ficate ‫ﺷﮭﺎدة اﻟﻣﻌﺎﯾرة‬
attached.

QA/QC (Quality Assurance / Quality QA/QC inspected the shipment and issued the
‫ ﻣراﻗﺑﺔ اﻟﺟودة‬/ ‫ﺿﻣﺎن اﻟﺟودة‬
Control) inspection report.

‫اﻻﻣﺗﺛﺎل ﻟﻣﻌﺎﯾﯾر اﻟﺻﺣﺔ‬ HSE compliance documentation must be

HSE compliance
‫واﻟﺳﻼﻣﺔ واﻟﺑﯾﺋﺔ‬ submitted prior to mobilization.

Please issue an RFI for clarification on the valve

RFI (Request for Informa�on) ‫طﻠب ﻣﻌﻠوﻣﺎت‬
flange rating.

RFP / RFQ (Request for Proposal / We have issued an RFQ for spare parts; bids due
‫ طﻠب ﺗﺳﻌﯾر‬/ ‫طﻠب ﻋرض‬
Quota�on) by 20 Oct.

Please confirm the BOM quantities ahead of

BOM (Bill of Materials) ‫ﻗﺎﺋﻣﺔ اﻟﻣواد‬
procurement.

Attached is the load-out plan for the export

Load-out plan ‫ﺧطﺔ اﻟﺗﺣﻣﯾل‬
cargo.

Technical devia�on / NCR (Non- ‫ ﺗﻘرﯾر ﻋدم‬/ ‫اﻧﺣراف ﻓﻧﻲ‬ The vendor submitted an NCR for the coating
conformance Report) ‫اﻟﻣطﺎﺑﻘﺔ‬ thickness — see attached.

Please provide mill test certificates to ensure

Material traceability ‫إﻣﻛﺎﻧﯾﺔ ﺗﺗﺑﻊ اﻟﻣواد‬
material traceability.

‫ﺳﻣﺎﻛﺔ اﺣﺗﯾﺎطﯾﺔ ﻟﻣﻘﺎوﻣﺔ‬ Corrosion allowance has been applied as per

Corrosion allowance
‫اﻟﺗﺂﻛل‬ industry standards.
Expression Arabic meaning Example in email

Design basis ‫أﺳﺎس اﻟﺗﺻﻣﯾم‬ Attached is the design basis for client approval.

‫ ﻣﺗوﺳط‬/ ‫اﻟﻌﻣر اﻻﻓﺗراﺿﻲ‬ Expected MTBF for the instrument is 20,000

Service life / MTBF
‫اﻟوﻗت ﺑﯾن اﻷﻋطﺎل‬ hours.

‫ ﻗطﻊ اﻟﻐﯾﺎر‬/ ‫ ﻗﺎﺋﻣﺔ ﻗطﻊ اﻟﻐﯾﺎر‬Please prioritize procurement of critical spares

Spare parts list / cri�cal spares
‫اﻟﺣرﺟﺔ‬ A1 and B2.

Manufacturer's warranty covers defects for 24

Manufacturer's warranty ‫ﺿﻣﺎن اﻟﺷرﻛﺔ اﻟﻣﺻﻧﻌﺔ‬
months from shipment.

Installation drawings v3 attached for review by

Installa�on drawings ‫رﺳوﻣﺎت اﻟﺗرﻛﯾب‬
site team.

5. Financial & Monetary Expressions (expanded)

Expression Arabic meaning Example in email

Attached please find Invoice #INV-2025-056 for

Invoice / Tax invoice ‫ ﻓﺎﺗورة ﺿرﯾﺑﯾﺔ‬/ ‫ﻓﺎﺗورة‬
services rendered.

Please review the pro forma invoice to secure LC

Pro forma invoice ‫اﻟﻔﺎﺗورة اﻟﻣﺑدﺋﯾﺔ‬
arrangements.

Our payment terms: 30% in advance, 40% on

Payment terms ‫ﺷروط اﻟدﻓﻊ‬
delivery, 30% on acceptance.

The invoice due date is 15 October; please confirm

Due date / payment due ‫ﺗﺎرﯾﺦ اﻻﺳﺗﺣﻘﺎق‬
payment schedule.

Outstanding balance ‫اﻟرﺻﯾد اﻟﻣﺳﺗﺣﻖ‬ Your outstanding balance stands at USD 45,000.

Please send remittance advice once the wire

Remitance advice ‫ إﻓﺎدة اﻟﺳداد‬/ ‫إﺷﻌﺎر اﻟﺗﺣوﯾل‬
transfer is completed.

Our bank details are included on page 2 for wire

Bank details / SWIFT / IBAN ‫ آي ﺑﺎن‬/ ‫ ﺳوﯾﻔت‬/ ‫اﻟﺗﻔﺎﺻﯾل اﻟﺑﻧﻛﯾﺔ‬
transfer (SWIFT: ABCDUS33).

Late payment penalty / Late payments are subject to 1.5% monthly interest
‫ ﻓواﺋد‬/ ‫ﻏراﻣﺔ اﻟﺗﺄﺧﯾر‬
interest as per contract.

Please issue a credit note for the incorrectly billed

Credit note ‫إﺷﻌﺎر داﺋن‬
amount.
Expression Arabic meaning Example in email

A debit note has been issued for the short-shipped

Debit note ‫إﺷﻌﺎر ﻣدﯾن‬
items.

Currency fluctua�on / Prices are subject to currency fluctuation; revised

‫ ﺳﻌر اﻟﺻرف‬/ ‫ﺗﻘﻠب ﺳﻌر اﻟﺻرف‬
exchange rate quote attached.

Final settlement will be processed after issuance of

Final setlement ‫اﻟﺗﺳوﯾﺔ اﻟﻧﮭﺎﺋﯾﺔ‬
the acceptance certificate.

/ ‫ ﺿرﯾﺑﺔ اﻟﻘﯾﻣﺔ اﻟﻣﺿﺎﻓﺔ‬/ ‫ ﺿرﯾﺑﺔ‬Invoice excludes VAT and customs duties unless
Tax / VAT / customs du�es
‫اﻟرﺳوم اﻟﺟﻣرﻛﯾﺔ‬ otherwise stated.

Funds will be placed in escrow until milestone

Escrow / escrow account ‫ اﻹﺳﻛرو‬/ ‫ﺣﺳﺎب اﻟﺿﻣﺎن‬
completion.

Performance guarantee / Please provide a performance guarantee equivalent

‫ ﺷﯾك ﺿﻣﺎن اﻷداء‬/ ‫ﺿﻣﺎن ﺑﻧﻛﻲ‬
bank guarantee to 10% of contract value.

Advance payment security required prior to

Advance payment security ‫ﺿﻣﺎن اﻟدﻓﻌﺔ اﻟﻣﻘدﻣﺔ‬
mobilization.

Payment schedule / Payment schedule attached showing milestone-

‫ دﻓﻌﺎت اﻹﻧﺟﺎز‬/ ‫ﺟدول اﻟﺳداد‬
milestone payments based payments.

Cost breakdown / Bill of Please review the detailed cost breakdown in the
‫ ﺟدول اﻟﻛﻣﯾﺎت‬/ ‫ﺗﻔﺻﯾل اﻟﺗﻛﺎﻟﯾف‬
quan��es (BOQ) attached BOQ.

6. Contracts & Legal Language (expanded)

Expression Arabic meaning Example in email

Memorandum of Understanding We propose signing an MoU to outline the

‫ﻣذﻛرة ﺗﻔﺎھم‬
(MoU) cooperation framework.

Non-Disclosure Agreement (NDA) / / ‫اﺗﻔﺎﻗﯾﺔ ﻋدم اﻹﻓﺻﺎح‬ Please sign the attached NDA before sharing
Confiden�ality agreement ‫اﺗﻔﺎﻗﯾﺔ ﺳرﯾﺔ‬ proprietary data.

Contract amendment / annex / / ‫ ﻣﻠﺣﻖ‬/ ‫ﺗﻌدﯾل اﻟﻌﻘد‬ Please find the contract amendment reflecting
addendum ‫إﺿﺎﻓﺔ‬ revised quantities.

Contract termination requires 60 days written

Termina�on clause / no�ce period ‫ ﻓﺗرة اﻹﺷﻌﺎر‬/ ‫ﺑﻧد اﻹﻧﮭﺎء‬
notice as per clause 14.
Expression Arabic meaning Example in email

The indemnity clause shall remain subject to the

Indemnity / liability ‫ ﻣﺳؤوﻟﯾﺔ‬/ ‫ﺗﻌوﯾض‬
limitations stated.

/ ‫اﻟﻘﺎﻧون اﻟﺣﺎﻛم‬ This agreement shall be governed by the laws of

Governing law / jurisdic�on
‫اﻻﺧﺗﺻﺎص اﻟﻘﺿﺎﺋﻲ‬ [jurisdiction].

Force Majeure / no�ce of force ‫ إﺷﻌﺎر‬/ ‫اﻟﻘوة اﻟﻘﺎھرة‬ We hereby notify you of a Force Majeure event
majeure ‫اﻟﻘوة اﻟﻘﺎھرة‬ affecting delivery timelines.

Any dispute shall be referred to arbitration in

Arbitra�on / dispute resolu�on ‫ ﺣل اﻟﻧزاﻋﺎت‬/ ‫اﻟﺗﺣﻛﯾم‬
accordance with ICC rules.

‫ ﻣدة ﻣﺳؤوﻟﯾﺔ‬/ ‫ اﻟﺿﻣﺎﻧﺎت‬The vendor provides a 12-month defects liability

Warran�es / defects liability period
‫اﻟﻌﯾوب‬ period from handover.

‫ اﻟﺗﻌﺎﻗد ﻣن‬/ ‫اﻟﺗﻧﺎزل‬ Assignment of contract requires prior written

Assignment / subcontrac�ng
‫اﻟﺑﺎطن‬ consent.

‫ ﺑﻧد‬/ ‫ﻣﺑﻠﻎ اﻻﺣﺗﺟﺎز‬ Retention money of 5% will be held until final

Reten�on money / reten�on clause
‫اﻻﺣﺗﺟﺎز‬ acceptance.

Liquidated damages (LD) / delay / ‫ﺗﻌوﯾﺿﺎت ﻣﺗﻔﻖ ﻋﻠﯾﮭﺎ‬ Liquidated damages apply for delays beyond the
damages ‫أﺿرار ﻣﺗﺄﺧرة‬ grace period at USD 1,000/day.

Compliance with sanc�ons / export / ‫اﻻﻣﺗﺛﺎل ﻟﻠﻌﻘوﺑﺎت‬ Please ensure compliance with applicable export
controls ‫اﻟﺿواﺑط اﻟﺗﺻدﯾرﯾﺔ‬ control regulations.

Proof of insurance covering third-party liability

Insurance requirements ‫ﻣﺗطﻠﺑﺎت اﻟﺗﺄﻣﯾن‬
must be provided prior to mobilization.

Supplier shall ensure subcontractor adherence to

Subcontractor management ‫إدارة اﻟﻣﻘﺎوﻟﯾن ﻣن اﻟﺑﺎطن‬
HSE requirements.

If any provision is held invalid, the remaining

Severability clause ‫ﺑﻧد اﻟﻘﺎﺑﻠﯾﺔ ﻟﻠﻔﺻل‬
provisions will continue in effect.

‫ طرﯾﻘﺔ‬/ ‫اﻹﺷﻌﺎرات‬ Notices shall be delivered by registered mail or

No�ces / method of delivery
‫اﻹرﺳﺎل‬ email to the addresses specified.

‫ اﻟﺿﻣﺎن‬/‫ﺳﻧد اﻟﺿﻣﺎن‬ A performance bond of 10% is required within 14

Performance bond / surety
‫اﻟﺑﻧﻛﻲ‬ days of contract signature.
7. Logis�cs & Shipping (expanded)
Expression Arabic meaning Example in email

Attached is the clean Bill of Lading for consignment

Bill of lading (B/L) ‫ﺑوﻟﯾﺻﺔ اﻟﺷﺣن‬
no. 12345.

Attached is the commercial invoice required for

Commercial invoice ‫اﻟﻔﺎﺗورة اﻟﺗﺟﺎرﯾﺔ‬
customs clearance.

Please find the packing list to assist with inland

Packing list ‫ﻗﺎﺋﻣﺔ اﻟﺗﻌﺑﺋﺔ‬
transport arrangements.

/ ‫اﻟوﻗت اﻟﻣﺗوﻗﻊ ﻟﻠوﺻول‬ ETA at port of discharge: 18 October. ETD from load
ETA / ETD
‫اﻟﻣﻐﺎدرة‬ port: 10 October.

Incoterms (FOB, CIF, CFR, DAP, Quotation based on CIF; buyer to cover customs
‫ﺷروط اﻟﺗﺟﺎرة اﻟدوﻟﯾﺔ‬
DDP, EXW) clearance.

Please confirm consignee and notify party details

Consignee / no�fy party ‫ ﺟﮭﺔ اﻹﺧطﺎر‬/ ‫اﻟﻣﺳﺗﻠم‬
for the B/L.

This cargo requires transshipment at Port X —

Transshipment / direct sailing ‫ إﺑﺣﺎر ﻣﺑﺎﺷر‬/ ‫اﻟﻧﻘل اﻟوﺳﯾط‬
please advise if acceptable.

‫ اﺣﺗﺟﺎز‬/ ‫رﺳوم اﻟﺗﺄﺧﯾر‬ Demurrage charges will apply if containers exceed

Demurrage / deten�on
‫اﻟﺣﺎوﯾﺎت‬ free time.

Customs clearance / Customs clearance is pending due to missing

‫ اﻟﻣﺳﺗﻧدات‬/ ‫اﻟﺗﺧﻠﯾص اﻟﺟﻣرﻛﻲ‬
documenta�on commercial invoice.

Declare hazardous contents and provide MSDS as

Dangerous goods / IMDG code ‫ رﻣز‬/ ‫ ﺑﺿﺎﺋﻊ ﺧطرة‬IMDG
per IMDG code.

Delivery order / arrival no�ce ‫ إﺷﻌﺎر اﻟوﺻول‬/ ‫أﻣر اﻟﺗﺳﻠﯾم‬ An arrival notice has been issued to the consignee.

/ ‫ ﺣﻣوﻟﺔ ﺟزﺋﯾﺔ‬/ ‫ ﺗﺣﻣﯾل اﻟﺣﺎوﯾﺔ‬This shipment will be FCL (Full Container Load) and
Container stuffing / LCL / FCL
‫ﺣﻣوﻟﺔ ﻛﺎﻣﻠﺔ‬ requires stuffing plan.

Customs broker / freight Please provide contact details for your customs
‫ ﺷرﻛﺔ اﻟﺷﺣن‬/ ‫وﺳﯾط ﺟﻣرﻛﻲ‬
forwarder broker.

Inland transporta�on / last- Please confirm availability of heavy-lift trucks for

‫ اﻟﺗوﺻﯾل اﻷﺧﯾر‬/ ‫اﻟﻧﻘل اﻟداﺧﻠﻲ‬
mile delivery last-mile delivery.

Insurance coverage / cargo Cargo insured on All Risks basis — policy copy
‫ ﺗﺄﻣﯾن اﻟﺷﺣن‬/ ‫ﺗﻐطﯾﺔ اﻟﺗﺄﻣﯾن‬
insurance attached.
Expression Arabic meaning Example in email

‫ ﺗﺄﺧﯾر‬/ ‫ازدﺣﺎم اﻟﻣواﻧﺊ‬ Port congestion may cause berth delays; ETA
Port conges�on / berth delay
‫اﻟرﺻﯾف‬ subject to change.

Please ensure all export permits are in place before

Export / import permits ‫ اﻻﺳﺗﯾراد‬/ ‫ﺗﺻﺎرﯾﺢ اﻟﺗﺻدﯾر‬
ETD.

DG declaration required for goods classified under

Dangerous goods declara�on ‫إﻗرار ﺑﺿﺎﺋﻊ ﺧطرة‬
UN numbers.

8. Clarifica�ons & Explana�ons (expanded)

Expression Arabic meaning Example in email

For further clarification, please see the attached

For further clarifica�on… ‫…ﻟﻣزﯾد ﻣن اﻟﺗوﺿﯾﺢ‬
technical note.

Please allow me to explain the reason behind the

Please allow me to explain… ‫…اﺳﻣﺣوا ﻟﻲ أن أوﺿﺢ‬
scope revision.

To clarify / for clarity… ‫ ﻣن أﺟل اﻟوﺿوح‬/ ‫ …ﻟﺗوﺿﯾﺢ‬To clarify, the quoted price excludes customs duties.

What we meant by ‘delivery’ is arrival at the port of

What we meant by… ‫…ﻣﺎ ﻗﺻدﻧﺎه ﺑـ‬
discharge.

Please note the dis�nc�on Please note the distinction between warranty start
‫…ﯾرﺟﻰ ﻣﻼﺣظﺔ اﻟﻔرق ﺑﯾن‬
between… date and acceptance date.

This is without prejudice to our rights under the main

This is without prejudice to… ‫…ھذا دون اﻹﺧﻼل ﺑـ‬
contract.

Please review the revised SoW and confirm

Scope of Work (SoW) ‫ﻧطﺎق اﻟﻌﻣل‬
acceptance.

Attached is the change request with cost/time impact

Change request details ‫ﺗﻔﺎﺻﯾل طﻠب اﻟﺗﻐﯾﯾر‬
analysis.

Glossary / terminology ‫ ﺗوﺿﯾﺢ‬/ ‫ﻣﺳرد اﻟﻣﺻطﻠﺣﺎت‬ Please refer to the glossary for definitions of technical
clarifica�on ‫اﻟﻣﺻطﻠﺣﺎت‬ terms used.

Attached is an example diagram to illustrate the piping

Example / illustra�on ‫ ﺗوﺿﯾﺢ ﻣرﺋﻲ‬/ ‫ﻣﺛﺎل‬
change.
9. Delays, Issues & Apologies (expanded)
Expression Arabic meaning Example in email

We regret to inform you that loading has been delayed

ّ ‫…ﻧﺄﺳف ﻹﺑﻼﻏﻛم‬
We regret to inform you that… ‫أن‬
due to port congestion.

Please accept our sincere ‫ﯾرﺟﻰ ﻗﺑول اﻋﺗذارﻧﺎ‬ Please accept our sincere apologies for the late
apologies for… ‫…اﻟﺻﺎدق ﻋن‬ submission of the report.

The delay was caused by an unexpected supplier

The delay was caused by… ‫…ﺳﺑب اﻟﺗﺄﺧﯾر ھو‬
shortage.

We are taking correc�ve ‫ﻧﺣن ﻧﺗﺧذ إﺟراءات‬ We are taking corrective actions to expedite delivery and
ac�ons to… ‫…ﺗﺻﺣﯾﺣﯾﺔ ﻟـ‬ minimize impact.

We will keep you updated on

‫ ﺳﻧﺑﻘﯾﻛم ﻋﻠﻰ اطﻼع ﺑﺎﻟﺗﻘدم‬We will keep you updated on progress and revised dates.
progress.

Compensa�on / goodwill As a goodwill gesture, we offer a 5% discount on the

‫ ﻟﻔﺗﺔ ﺣﺳن ﻧﯾﺔ‬/ ‫ﺗﻌوﯾض‬
gesture affected shipment.

Root cause analysis (RCA) ‫ﺗﺣﻠﯾل اﻟﺳﺑب اﻟﺟذري‬ Attached is the RCA for the pipeline leak.

We have implemented a temporary workaround while

Temporary workaround ‫ﺣل ﻣؤﻗت‬
awaiting permanent repair.

Incident report / near miss ‫ ﺗﻘرﯾر ﺷﺑﮫ‬/ ‫ﺗﻘرﯾر ﺣﺎدث‬

Please find the incident report attached for review.
report ‫ﺣﺎدث‬

Request for extension of �me We hereby request an EOT of 45 days due to unforeseen
‫طﻠب ﺗﻣدﯾد ﻣدة‬
(EOT) delays.

Escalating to the client and senior management due to

Escala�on no�ce ‫إﺷﻌﺎر ﺗﺻﻌﯾد‬
unresolved downtime.

Correc�ve and preven�ve ‫إﺟراءات ﺗﺻﺣﯾﺣﯾﺔ‬ CAPA proposed to prevent recurrence attached for
ac�ons (CAPA) ‫ووﻗﺎﺋﯾﺔ‬ review.

10. Follow-ups & Reminders (expanded)

Expression Arabic meaning Example in email

Gentle reminder / friendly Gentle reminder: please send the signed MoU by EOD
‫ ﺗذﻛﯾر ودي‬/ ‫ﺗذﻛﯾر ﻟطﯾف‬
reminder Thursday.
Expression Arabic meaning Example in email

Second reminder / final

‫ ﺗذﻛﯾر ﻧﮭﺎﺋﻲ‬/ ‫ﺛﺎن‬
ٍ ‫ﺗذﻛﯾر‬ Second reminder: payment is now overdue by 14 days.
reminder

This is a follow-up to our correspondence on 5 Sep

This is a follow-up to… ‫…ھذا ﻣﺗﺎﺑﻌﺔ ﻟـ‬
regarding the LC.

Just checking in / touching

‫ ﻟﻼطﻣﺋﻧﺎن‬/ ‫ﻟﻣﺗﺎﺑﻌﺔ‬ Just checking in to see if you received the test reports.
base

We have not yet received the requested documents

We have not yet received… ‫…ﻟم ﻧﺳﺗﻠم ﺑﻌد‬
for customs clearance.

Please treat this mater as ‫ﯾرﺟﻰ اﻟﺗﻌﺎﻣل ﻣﻊ ھذا اﻷﻣر‬ Please treat this matter as urgent if the equipment is
urgent if… ‫…ﺑﺷﻛل ﻋﺎﺟل إذا‬ critical to restart operations.

Escalating this to senior management for visibility and

Escala�ng for visibility ‫ﺗﺻﻌﯾد ﻟرﻓﻊ ﻣﺳﺗوى اﻟوﻋﻲ‬
immediate action.

Deadline approaching — — ‫اﻟﻣوﻋد اﻟﻧﮭﺎﺋﻲ ﯾﻘﺗرب‬ Deadline approaching — please confirm your
please confirm ‫ﯾرﺟﻰ اﻟﺗﺄﻛﯾد‬ acceptance by COB Friday.

Acknowledgement required: please confirm receipt of

Acknowledgement required ‫ﯾﺗطﻠب ﺗﺄﻛﯾد اﻻﺳﺗﻼم‬
the shipment documents.

11. Mee�ngs, Scheduling & Minutes (expanded)

Expression Arabic meaning Example in email

Proposed mee�ng / mee�ng ‫ دﻋوة‬/ ‫اﻗﺗراح اﺟﺗﻣﺎع‬ Proposed meeting: 10 Oct, 10:00 AM (Baghdad time)
invita�on ‫ﻟﻼﺟﺗﻣﺎع‬ to discuss contract terms.

Please find the agenda ‫ﯾرﺟﻰ اﻻطﻼع ﻋﻠﻰ ﺟدول‬ Please find the agenda attached; kindly indicate
atached. ‫اﻷﻋﻣﺎل اﻟﻣرﻓﻖ‬ additional items by Tuesday.

Can you confirm your Can you confirm your availability for a conference call
‫ھل ﯾﻣﻛﻧك ﺗﺄﻛﯾد ﺗواﻓرك؟‬
availability? on Friday?

‫ راﺑط‬/ ‫ﺑﯾﺎﻧﺎت اﻻﺗﺻﺎل‬ Dial-in and Teams link are provided below for your
Dial-in details / mee�ng link
‫اﻻﺟﺗﻣﺎع‬ convenience.

Please find attached the MoM from today’s meeting

Minutes of mee�ng (MoM) ‫ﻣﺣﺿر اﻻﺟﺗﻣﺎع‬
for accuracy checks.
Expression Arabic meaning Example in email

Action items: Supplier to provide test certificates by 5

Ac�on items / responsibili�es ‫ اﻟﻣﺳؤوﻟﯾﺎت‬/ ‫ﻋﻧﺎﺻر اﻟﻌﻣل‬
Oct (Owner: QA).

Postpone / reschedule / The meeting is postponed to next Monday due to

‫ إﻟﻐﺎء‬/ ‫ إﻋﺎدة ﺟدوﻟﺔ‬/ ‫ﺗﺄﺟﯾل‬
cancel unexpected commitments.

RSVP / please confirm RSVP by Wednesday to ensure a meeting room is

‫اﻟرﺟﺎء ﺗﺄﻛﯾد اﻟﺣﺿور‬
atendance arranged.

Please join the call on time and mute when not

Mee�ng e�quete reminder ‫ﺗذﻛﯾر آداب اﻻﺟﺗﻣﺎع‬
speaking.

For hybrid attendees, please join the Teams link 5

Hybrid mee�ng instruc�ons ‫ﺗﻌﻠﯾﻣﺎت اﻻﺟﺗﻣﺎع اﻟﮭﺟﯾن‬
minutes early to test audio.

12. Ataching, Sending & File Conven�ons (expanded)

Expression Arabic meaning Example in email

Atached please find… ‫اﻟرﺟﺎء ﻣﻼﺣظﺔ‬

Attached please find the invoice and packing list (PFA).
(PFA) ‫ ﻣرﻓﻖ‬/ ‫اﻟﻣرﻓﻖ‬

‫ﻣرﻓﻖ ﻣﻊ ھذه‬
Enclosed herewith Enclosed herewith the signed contract for your records.
‫اﻟرﺳﺎﻟﺔ‬

‫اﻟرﺟﺎء اﻟﻌﺛور ﻋﻠﻰ‬

Please find atached the
‫اﻟﻣﻠﻔﺎت اﻟﻣرﻓﻘﺔ‬ Please find attached: (1) Invoice, (2) B/L, (3) Packing list.
following files:
‫اﻟﺗﺎﻟﯾﺔ‬:

Files are password- ‫ اﻟﻣﻠﻔﺎت ﻣﺣﻣﯾﺔ ﺑﻛﻠﻣﺔ‬Files are password-protected; password will be sent separately via
protected ‫ﻣرور‬ SMS.

File naming conven�on Use: COMPANY_PROJECT_DOCTYPE_YYYYMMDD_V1.pdf (e.g.,

‫اﻗﺗراح ﺗﺳﻣﯾﺔ اﻟﻣﻠﻔﺎت‬
sugges�on ACME_PROJECT_Invoice_20251003_V1.pdf).

Please confirm you can ‫ ﯾرﺟﻰ ﺗﺄﻛﯾد إﻣﻛﺎﻧﯾﺔ‬Please confirm you can open the attachments; let us know if any file
open the atachments. ‫ﻓﺗﺢ اﻟﻣرﻓﻘﺎت‬ fails to open.

Large file transfer / ‫ ﻧﻘل‬/ ‫راﺑط ﺗﺣﻣﯾل‬ Large files uploaded — download link is provided below (valid for 7
download link ‫ﻣﻠﻔﺎت ﻛﺑﯾر‬ days).

Formats recommended Please submit final signed documents as PDF; spreadsheets may be
‫اﻟﺻﯾﻎ اﻟﻣوﺻﻰ ﺑﮭﺎ‬
(PDF, XLSX, DOCX) Excel.
Expression Arabic meaning Example in email

Virus check / an�virus ‫ﺗﻣت ﻓﺣص اﻟﻣﻠﻔﺎت‬

All attachments have been virus-scanned and cleared for transfer.
cleared ‫ﺿد اﻟﻔﯾروﺳﺎت‬

‫اﻟﺗﺣﻛم ﻓﻲ‬
Version control /
/ ‫اﻹﺻدارات‬ Document v2 attached; please comment on changes inline.
document revision
‫ﻣراﺟﻌﺔ اﻟﻣﺳﺗﻧدات‬

Document watermark / / ‫وﺳم اﻟﻣﺳﺗﻧد‬

Please note: this is a DRAFT copy — do not distribute externally.
dra� label ‫وﺿﻌﯾﺔ ﻣﺳودة‬

Encryp�on / secure Encrypted file transferred via secure link; contact InfoSec for
‫ اﻟﻧﻘل اﻵﻣن‬/ ‫اﻟﺗﺷﻔﯾر‬
transfer password.

Signatures — electronic — ‫اﻟﺗوﻗﯾﻌﺎت‬ Signed electronically and scanned for record; original wet-ink to
/ wet-ink ‫ ﯾدوﯾﺔ‬/ ‫إﻟﻛﺗروﻧﯾﺔ‬ follow.

13. Nego�a�ons, Offers & Proposals

Expression Arabic meaning Example in email

Request for Proposal (RFP) / Request RFQ issued for pipeline spools — proposals due
‫ طﻠب ﺗﺳﻌﯾر‬/ ‫طﻠب ﻋرض‬
for Quota�on (RFQ) 20 Oct.

Please confirm receipt of our tender submission

Tender submission / bid ‫ ﻋطﺎء‬/ ‫ﺗﻘدﯾم ﻣﻧﺎﻗﺻﺔ‬
for Lot 2.

Please submit your BAFO by the deadline to be

Best and Final Offer (BAFO) ‫أﻓﺿل ﻋرض ﻧﮭﺎﺋﻲ‬
considered.

We propose the following counterproposal to

Counterproposal ‫ﻋرض ﻣﺿﺎد‬
the payment schedule.

This is a non-binding indicative offer subject to

Non-binding indica�ve offer ّ ‫ﻋرض ﻣؤ‬
‫ﺷر ﻏﯾر ﻣﻠزم‬
due diligence.

The attached document constitutes a binding

Binding offer ‫ﻋرض ﻣﻠزم‬
offer if signed by both parties.

‫ ﺻﻼﺣﯾﺔ‬/ ‫ﺳرﯾﺎن اﻟﻌرض‬ Quotation is valid for 30 days from the date of
Price validity / quota�on validity
‫اﻟﺗﺳﻌﯾرة‬ issue.

Please note the quote excludes inland

Scope exclusion / inclusion ‫ إدراج ﻧطﺎق‬/ ‫اﺳﺗﺑﻌﺎد‬
transportation unless stated.
Expression Arabic meaning Example in email

‫ أﻓﺿل‬/ ‫ﻣواﻗف اﻟﺗﻔﺎوض‬ Our BATNA is to extend existing vendor contract

Nego�a�on posi�ons / BATNA
‫ﺑدﯾل ﻓﻲ ﺣﺎﻟﺔ اﻟﻔﺷل‬ at current rates.

We can offer a 2% concession in return for a 24-

Concession / trade-off ‫ ﻣﻘﺎﯾﺿﺔ‬/ ‫ﺗﻧﺎزل‬
month term.

Evaluation will consider price, lead time, and

Evalua�on criteria ‫ﻣﻌﺎﯾﯾر اﻟﺗﻘﯾﯾم‬
QA/QC records.

14. Posi�ve Closings, Thanks & Rela�onship-building

Arabic
Expression Example in email Usage note
meaning

Use for apprecia�on when a

Thank you for your Thank you for your coopera�on in
‫ﺷﻛرا ً ﻟﺗﻌﺎوﻧﻛم‬ request or task has been
coopera�on. resolving the issue promptly.
addressed.

We appreciate your We appreciate your support during Good for acknowledging ongoing
‫ﻧﻘدر دﻋﻣﻛم‬
support. the commissioning phase. assistance.

Looking forward to ‫ﻧﺗطﻠﻊ إﻟﻰ‬ Looking forward to con�nued Useful for rela�onship-building
con�nued coopera�on. ‫ اﺳﺗﻣرار اﻟﺗﻌﺎون‬coopera�on on future projects. and future work.

Your quick response is much Informal but polite for internal

Much appreciated. ‫ﻣﻣﺗن ﻟﻠﻐﺎﯾﺔ‬
appreciated. and external emails.

Thank you in advance ‫ ﺷﻛرا ً ﻣﻘدﻣﺎ ً ﻋﻠﻰ‬Thank you in advance for your Sets expecta�on for ac�on while
for your assistance. ‫ﻣﺳﺎﻋدﺗﻛم‬ assistance with documenta�on. showing politeness.

Please extend our ‫ ﯾرﺟﻰ ﻧﻘل ﺷﻛرﻧﺎ‬Please extend our thanks to your
Good for recognizing group effort.
thanks to your team. ‫ﻟﻔرﯾﻘﻛم‬ team for their on-site support.

We value our We value our partnership and look Strong phrase for strategic
‫ﻧﺛ ّﻣن ﺷراﻛﺗﻧﺎ‬
partnership. forward to growing it further. rela�onship building.

15. Neutral & Formal Closings

Expression Arabic meaning Example in email Usage note

Best regards, Ahmed Al-

Best regards, ‫ﻣﻊ أطﯾب اﻟﺗﺣﯾﺎت‬ Standard professional closing, widely used.
Saeed

Kind regards, ‫ﻣﻊ ﺧﺎﻟص اﻟﺗﺣﯾﺔ‬ Kind regards, Fa�ma Y. Slightly warmer than “Best regards.”

‫ ﻣﻊ ﻓﺎﺋﻖ‬/ ‫ﺑﺈﺧﻼص‬
Sincerely, Sincerely, Procurement Dept. Formal; best for official correspondence.
‫اﻻﺣﺗرام‬

Yours faithfully, Contracts For formal leters where recipient’s name

Yours faithfully, ‫اﻟﻣﺧﻠص ﻟﻛم‬
Team is unknown.

Use when addressing senior or sensi�ve

Respec�ully, ‫ﺑﻛل اﺣﺗرام‬ Respec�ully, HSE Manager
maters.

With With apprecia�on, General

‫ﻣﻊ اﻟﺗﻘدﯾر‬ Adds polite gra�tude in closing.
apprecia�on, Rela�ons

Suitable for warmer professional

Warm regards, ‫ﻣﻊ ﺧﺎﻟص اﻟﻣودة‬ Warm regards, [Name]
rela�onships.

16. Urgency, Priority & Escala�on

Expression Arabic meaning Example in email Usage note

Urgent / Immediate ً ‫ ﯾﺗطﻠب اھﺗﻣﺎﻣﺎ‬/ ‫ ﻋﺎﺟل‬Urgent: please advise on Use when ac�on must be
aten�on required ً ‫ﻓورﯾﺎ‬ alterna�ve spares by 12:00 today. taken without delay.

High priority: safety cri�cal Tag emails that require quick

High priority ‫أوﻟوﯾﺔ ﻋﺎﻟﯾﺔ‬
equipment pending inspec�on. resolu�on.

Clarifies urgency without

This request is �me-sensi�ve due
Time-sensi�ve ‫ﺣﺳﺎس ﻟﻠوﻗت‬ demanding immediate
to imminent produc�on restart.
ac�on.

Please respond by ‫ﯾرﺟﻰ اﻟرد ﺑﺣﻠول‬ Please respond by EOD Wednesday

Sets a clear deadline.
[date/�me] [‫اﻟوﻗت‬/‫]اﻟﺗﺎرﯾﺦ‬ to avoid schedule impact.

Escala�ng to senior ‫ﺗﺻﻌﯾد إﻟﻰ اﻹدارة‬ Escala�ng to senior management Formal phrase to raise
management ‫اﻟﻌﻠﯾﺎ‬ due to unresolved vendor issue. awareness of cri�cal issues.

Immediate ac�on Immediate ac�on required to Strong urgency — use

‫ﯾﻠزم إﺟراء ﻓوري‬
required (IAR) prevent opera�onal down�me. sparingly for cri�cal issues.
Expression Arabic meaning Example in email Usage note

‫ ﺗذﻛﯾر ﺑﺎﺗﻔﺎﻗﯾﺔ ﻣﺳﺗوى‬Reminder: SLA response �me is 24 Useful for compliance and
SLA reminder
‫اﻟﺧدﻣﺔ‬ hours for cri�cal incidents. process adherence.

Priority codes / labels Please label cri�cal emails as P0 in Standardizes urgency across
‫رﻣوز اﻷوﻟوﯾﺔ‬
(P0, P1, P2) the subject line. teams.

Crisis communica�on plan Reserved for emergencies

Crisis communica�on ‫اﺗﺻﺎﻻت اﻷزﻣﺔ‬
ac�vated — see distribu�on list. and cri�cal updates.

17. Tone, E�quete & Professional Tips

Key professional email guidelines:

1. Formal vs. Informal Language

o Use formal language for external stakeholders and government bodies.

o Informal is acceptable for internal colleagues you know well.

2. Subject Line Best Prac�ces

o Keep subject lines specific.

o Include project ID, contract number, or invoice number.

3. Email Structure

o Use bullet points for ac�on items.

o One topic per email for clarity.

o Use headings and bold text for long emails.

4. Recipients & Visibility

o Reply-all carefully; include only necessary recipients.

o Use CC for visibility, BCC for privacy.

5. Tone & Clarity

o Avoid sarcasm or slang.

o Be concise and purposeful — start with the ac�on required in the first two lines.

o Use polite modal verbs for requests: Could you / Would you be able to / Kindly.

o Use ac�ve voice: “Please provide the report” rather than “The report should be provided.”

6. Atachments & Links

 o Keep atachments minimized; provide links for large files.

7. Compliance & Legal Considera�ons

o Follow legal/compliance rules.

o Do not share embargoed or sanc�oned data.

18. Common Abbrevia�ons & Short Codes

Abbrevia�on Arabic meaning Use / example

PFA (Please find atached) ‫اﻟرﺟﺎء اﻻطﻼع ﻋﻠﻰ اﻟﻣرﻓﻖ‬ PFA: Invoice #INV-123.

FYI (For your informa�on) ‫ﻟﻣﻌﻠوﻣﺎﺗﻛم‬ FYI: updated schedule attached.

ASAP (As soon as

‫ﺑﺄﺳرع وﻗت ﻣﻣﻛن‬ Please provide the PO ASAP.
possible)

ETA / ETD ‫ اﻟﻣﻐﺎدرة‬/ ‫اﻟوﻗت اﻟﻣﺗوﻗﻊ ﻟﻠوﺻول‬ ETA 18 Oct / ETD 10 Oct.

Shipment will be released upon confirmation of

LC (Leter of Credit) ‫ﺧطﺎب اﻋﺗﻣﺎد‬
LC.

B/L (Bill of Lading) ‫ﺑوﻟﯾﺻﺔ اﻟﺷﺣن‬ Please send a copy of the B/L.

‫ طﻠب‬/ ‫ طﻠب ﻋرض‬/ ‫طﻠب ﻣﻌﻠوﻣﺎت‬

RFI / RFP / RFQ RFI issued re: flange specification.
‫ﺗﺳﻌﯾر‬

HSE ‫اﻟﺻﺣﺔ واﻟﺳﻼﻣﺔ واﻟﺑﯾﺋﺔ‬ HSE clearance required pre-mobilization.

QA / QC ‫ ﻣراﻗﺑﺔ اﻟﺟودة‬/ ‫ﺿﻣﺎن اﻟﺟودة‬ QA/QC completed the inspection.

MoM (Minutes of
‫ﻣﺣﺿر اﻻﺟﺗﻣﺎع‬ MoM attached for review.
Mee�ng)

NDA ‫اﺗﻔﺎﻗﯾﺔ ﻋدم اﻹﻓﺻﺎح‬ NDA attached for signature.

Contractor submitted EOT request due to port

EOT ‫طﻠب ﺗﻣدﯾد اﻟوﻗت‬
delays.

CAPA ‫إﺟراءات ﺗﺻﺣﯾﺣﯾﺔ ووﻗﺎﺋﯾﺔ‬ CAPA attached to address quality issues.

RCA ‫ﺗﺣﻠﯾل اﻟﺳﺑب اﻟﺟذري‬ RCA attached for incident investigation.

19. Email Subject Line Best Prac�ces & Examples
Best prac�ces: short (6–12 words), include reference numbers, ac�on verb, project/contract name, urgency
marker if cri�cal. Avoid vague subjects like "Hello".

Purpose Subject example (English) Arabic version

Invoice Invoice INV-2025-056 — [Company] — Due 15 ‫ اﻟﻔﺎﺗورة رﻗم‬INV-2025-056 — — [‫]اﻟﺷرﻛﺔ‬

submission Oct ‫ أﻛﺗوﺑر‬15 ‫ﻣﺳﺗﺣﻘﺔ‬

‫ أﻛﺗوﺑر — ﺑوﻟﯾﺻﺔ ﺷﺣن‬18 ‫وﺻول اﻟﺳﻔﯾﻧﺔ اﻟﻣﺗوﻗﻊ‬

Shipment no�ce Vessel ETA 18 Oct — B/L 12345 — Project Z
‫ — ﻣﺷروع‬12345 Z

Meeting: Contract Review — 10 Oct, 10:00 10:00 ،‫ أﻛﺗوﺑر‬10 — ‫ ﻣراﺟﻌﺔ اﻟﻌﻘد‬:‫دﻋوة اﺟﺗﻣﺎع‬
Mee�ng invita�on
(Baghdad) (‫)ﺑﻐداد‬

Payment Reminder: Invoice INV-2025-030 — ‫ اﻟﻔﺎﺗورة‬:‫ ﺗذﻛﯾر‬INV-2025-030 — ‫ﻣﺳﺗﺣﻖ‬

reminder Outstanding 45,000 USD ‫ دوﻻر‬45,000

URGENT: Spare Part Required — Compressor ‫ ﻗطﻊ ﻏﯾﺎر ﻣطﻠوﺑﺔ — اﻟﺿﺎﻏط‬:‫ ﻋﺎﺟل‬A1 — ‫اﻟﺳﺎﻋﺔ‬
Urgent ac�on
A1 — 12:00 Today ‫ اﻟﯾوم‬12:00

RFP: Pipeline Spools — Submission Deadline 20 20 ‫ ﻟﻔﺎﺋف اﻷﻧﺎﺑﯾب — اﻟﻣوﻋد اﻟﻧﮭﺎﺋﻲ‬:‫طﻠب ﻋرض‬
RFP / Tender
Oct ‫أﻛﺗوﺑر‬

Contract Contract Amendment — [Contract No.] —

‫ﺗﻌدﯾل اﻟﻌﻘد — ]رﻗم اﻟﻌﻘد[ — ﯾﺗطﻠب ﻣواﻓﻘﺔ‬
amendment Approval Required

Follow-up Follow-up: MoU Signature Pending — Action by 05 ‫ ﺗوﻗﯾﻊ ﻣذﻛرة اﻟﺗﻔﺎھم ﻣﻌﻠﻖ — إﺟراء ﺑﺣﻠول‬:‫ﻣﺗﺎﺑﻌﺔ‬
reminder 05 Oct ‫أﻛﺗوﺑر‬

20. Ready-to-use Templates (common oil company scenarios)

Template 1 — Invoice Submission

Subject: Invoice INV-[number] — [Company] — Due [date]

Body:
Dear [Name],

Atached please find Invoice INV-[number] in the amount of [amount] for services provided under Contract
[Contract No.]. Kindly confirm receipt and advise on the expected payment date.

Invoice details:

• Invoice number: INV-[number]

• Amount: [currency] [amount]

 • Due date: [date]

• Bank details: [bank name, SWIFT, IBAN]

Please issue remitance advice once payment is processed.

Best regards,
[Your name]
[Title]
[Company]

Template 2 — Shipment No�ce / Arrival No�ce

Subject: Vessel ETA [date] — B/L [number] — [Project]

Body:
Dear [Name],

We would like to inform you that Vessel [Vessel Name] (Voy: [voy]) carrying consignment [B/L number] has an
ETA at [Port] of [date].

Atached:

• Bill of Lading

• Commercial invoice

• Packing list

Please confirm consignee details and arrange customs clearance accordingly.

Kind regards,
[Your name]

Template 3 — Request for Approval (contract extension)

Subject: Request for Approval — Contract Extension [Contract No.]

Body:
Dear [Name],

We kindly request your approval to extend Contract [Contract No.] by [dura�on] due to [reason — e.g., supply
delays / change order]. The proposed amendment is atached for your review.

Impact summary:

• New comple�on date: [date]

• Addi�onal cost (if any): [amount]

• Jus�fica�on: [brief reason]

Please provide writen approval by [date] to avoid project disrup�on.

Sincerely,
[Your name]

Template 4 — Apology & Delay No�fica�on

Subject: Delay No�fica�on — [Shipment/Ac�vity] — [ref]

Body:
Dear [Name],

We regret to inform you that [shipment/ac�vity] will be delayed due to [reason]. We sincerely apologize for
any inconvenience caused.

What happened:

• Root cause: [brief]

• Current impact: [brief]

• Correc�ve ac�on: [brief]

• Expected resolu�on: [date]

We appreciate your understanding and will keep you updated.

Best regards,
[Your name]

Template 5 — Mee�ng Invita�on & Agenda

Subject: Mee�ng: [Topic] — [date/�me] — [Project]

Body:
Dear all,

You are invited to the mee�ng to discuss [topic].

Date / Time: [date/�me] (�mezone)

Venue / Link: [venue or Teams link]
Agenda:

1. Introduc�on

2. Main discussion points

3. Ac�on items and responsibili�es

Please confirm atendance and propose addi�onal agenda items by [date].

Kind regards,
[Your name]
Template 6 — Request for Documents (for customs/clearance)

Subject: Request: Documents for Customs Clearance — B/L [number]

Body:
Dear [Name],

To complete customs clearance for B/L [number], please provide the following documents:

• Commercial invoice (original)

• Packing list

• Cer�ficate of origin

• Insurance policy copy

Please send scanned copies via email and originals via courier.

Regards,
[Your name]

Template 7 — Escala�on Email

Subject: Escala�on: Cri�cal Supplier Delay — Ac�on Required

Body:
Dear [Senior Name],

Despite repeated atempts to resolve the supplier delays (see chain below), delivery is s�ll outstanding and
threatens produc�on restart on [date]. We request your interven�on to expedite resolu�on.

Summary:

• Item: [spare/part]

• Original ETD: [date]

• Current status: [status]

• Impact: [opera�ons/costs]

Requested ac�on:

1. Authorize alterna�ve supplier procurement

2. Approve airfreight at addi�onal cost if necessary

Thank you for your urgent aten�on.

Respec�ully,
[Your name]
21. Pre-send Checklist
• Correct recipients in To / CC / BCC.

• Clear, specific subject line including ref numbers.

• Atachments included and properly named (version, date).

• File formats checked (PDF for signed docs) and password protec�on used if required.

• Signature and contact details present.

• Spelling and grammar checked.

• Ac�on required clearly stated with owner and deadline.

• Confiden�al info flagged and encrypted if necessary.

• Legal/compliance check (sanc�ons, export controls) completed.

• Atachments scanned for viruses.

• Confirm �me zone for mee�ng invites.

• Confirm follow-up date and set calendar reminders if needed.

22. Appendix: Signature & Confiden�ality Footer Samples (expanded)

Professional signature example (English + Arabic):

Mohammed Ali Jader

General Rela�ons Officer

OilCo Interna�onal

M: +964 7XXXXXXXX

E: [Link]@[Link]

Office: Basrah

Confiden�ality footer (English):

This message and any atachments are confiden�al and may contain privileged informa�on. If you are not the
intended recipient, please no�fy the sender immediately and delete this email. Any unauthorized use or
disclosure is prohibited.

:(‫ﻧص ﺳرﯾﺔ )ﺑﺎﻟﻌرﺑﯾﺔ‬

‫ ﯾرﺟﻰ إﻋﻼم اﻟﻣرﺳل وﺣذف اﻟرﺳﺎﻟﺔ‬،‫ إذا ﻟم ﺗﻛن اﻟﻣﺳﺗﻠم اﻟﻣﻘﺻود‬.‫ھذه اﻟرﺳﺎﻟﺔ وأي ﻣرﻓﻘﺎت ﻗد ﺗﻛون ﺳرﯾﺔ وﻗد ﺗﺣﺗوي ﻋﻠﻰ ﻣﻌﻠوﻣﺎت ﻣﺣﻔوظﺔ‬
.‫ أي اﺳﺗﺧدام أو إﻓﺷﺎء ﻏﯾر ﻣﺻرح ﺑﮫ ﻣﺣظور‬.ً‫ﻓورا‬
Signature varia�ons (concise & full):

• Concise: Name | Role | Company.

• Full: Add phone, email, office loca�on, company registra�on, social/legal disclaimers when required.

Digital signature policy note:

• When using electronic signatures, ensure the signing pla�orm is approved by Legal. Store signed
originals in contract repository and indicate method (e.g., DocuSign) in the email for traceability.

23. Addi�onal Resources & References (internal)

• Link to company’s email policy and templates (internal intranet).

• Contract clause index for commonly referenced legal terms.

• HSE repor�ng form template.

• Procurement RFQ / evalua�on checklist.

• Contact list: ports, customs brokers, freight forwarders, banks.