Technical Writing
Unit 1 appendix
Useful email language/phrases
Greetings
Dear Sir/Madam, (do not know the name of the recipiant)
To whom it may concern, (do not know the name of the recipient)
Dear [Link]/Ms. Amal,
Dear Dr. Ali,
Dear all,
Dear Colleagues,
Hello Ali, (informal greeting)
Hi Amal, (informal greeting)
Good morning Ruqaia, (informal greeting)
Opening General email Phrase
● I am writing to confirm ...
● I am writing to apologize for something/ to somebody...
● I am writing to inform you that/about…
● I am writing to request....
● I am writing to enquire about ...
● I am writing to you about (your latest/next week meeting / your presentation yesterday/ the
quiz next week )
● I am writing to you in response to …
● In reply to your email of 8 May, ...
● With reference to your email of 8 June/ phone call/ previous email, I …
● Thank you for your email regarding ….
● As promised/ As discussed, I’m writing to send you …
● As per your request/ As requested ,...
● I am writing to you with regard to...
Enquiries/ requesting information or objects
● Could you (possibly) tell me…?
● (First of all) I’d like to know…
● My (first/ second/ third/ next/ last/ final) question is about…
● I (also) have a question about…
● (If possible) I (also) need to know…
● My three (main) questions are below./ Please find my three (main) questions below.
● Could you inform me if there is/are …?
● Could you inform me about (a / the / your) …?
● Does your (company) provide (a / the / -) …?
● I would like to know about (a / the / your) ...
● I would like to know (if there is a / if there are) ....
● I would be (very) grateful if you could inform me of (a / any / the / your) ...
● Would it be possible for you to provide ...?
● Would it be possible for you to provide information about (a / the / your) .............?
● I would like to request the following ...
Making arrangements/ Changing arrangements/ (Re) scheduling
● I’d like to meet on (date/time)… if you are available/ free then.
● I’m available on… , if that is convenient for you.
● I’m afraid I can’t make… (because…) How about…?
● (Due to…) I’m afraid we need to move forward/ delay/ postpone/ put back/ cancel/ call off/
reschedule/ rearrange…
Making complaints
● I’m afraid I was not (very) happy with/ (completely/ fully/ entirely) satisfied with…
● Unfortunately, … was not (really) what I expected.
● I’m afraid I was not …
● I’m sorry to say this but …..
● I would like to complain about…
■ I am writing to draw your attention to …
■ I am writing to express my dissatisfaction with …
Apologizing
● I was sorry to hear about…
● (First of all) I would like to apologize for…
● Please accept our (sincerest) apologies for the inconvenience caused/ for any inconvenience
caused/ for…
● Allow me to apologize for any inconvenience this may cause.
● I/We regret you had a problem with ...
● I/We regret that you are dissatisfied with ...
● Please accept our/my apologies for the poor service.
● I/ We apologize for any inconvenience this has caused you.
○
● The problem with the (complaint/problem) is/was due to . . .
● The delay is/was due to . . .
● As for the (complaint/problem), . . .
● There is /was a problem with the (complaint/problem)because . . .
● Concerning the (complaint/problem), this is /was due to . . .
● Regarding the (complaint/problem), this is/was due to . . .
Referring to attachment
● Please have a look at the attached [item/s].
● The [item/s] you asked for is attached.
● Please refer to the attached [item/s] for more details.
● The attached [item] includes . . .
● Kindly find the attachment...
● Please find the attachment(s)
● Please find attached ….
● I have attached…/ ... is attached.
● I am sending you the …………………...as an attachment.
Closing
● Please find attached the file you requested.
● I look forward to hearing/ seeing/ meeting you.
● Thank you for your consideration.
● Thank you for your time.
● Thank you for your assistance in this matter.
● Your help is greatly appreciated.
● I await your response/ reply/ answer at the earliest.
● I look forward to your response/ reply /answer.
● Inform us/ me, if we/ I can be of any assistance in any way possible.
● I hope this information will be useful to you.
● I hope this information will prove useful for you/ your company.
● If you require any further information, please contact me.
● Should you require any further information/assistance, please do not hesitate to contact us
● Kindly do not hesitate to contact me (on / phone number) if you need any further information/
assistance.
● I look forward to an opportunity to speak with you personally (In person).
● If you require any further information, please feel free to contact me.
● If you have any questions, please do not hesitate to contact us.
Signing off
Yours faithfully, (when you start with Dear Sir/Madam)
Yours sincerely, (when you start with the name e.g. Dear Mr. Ali)
Best Regards,
Best wishes,
Kind Regards,
Regards,