Examples of Business Email Writing in English Writing Skills Practice

let's learn business English
one greetings at the beginning
I apologize for the delay in my reply
thank you for your request for a
quotation
thank you for your interest
thank you for your inquiry about our
products
I haven't seen you for a long time
I received your request
thank you for your continued suppor
I haven't seen you for some time but I
hope you are well it's been a long time
since we met last time I hope you are
doing fine
how have you been
how are you doing
it was a pleasure meeting you at the
meeting yesterday
it was nice meeting you the other day
I hope things are well with you
sorry for the delay and replying
to self-introduction
our company was founded in 1975 and it
is one of the most famous health food
distributors in Canada
I was given your email address by a
common acquaintance of ours mr. Johnson
learn more about us please refer to the
attached company profil
I am writing to tell you a little bit
about my company and the work we do
I received your email address from Steve
I am writing this email because I was
referred to you by mr. Johnson of ABC
company
name is David Smith and I am the project
manager of the engineer department at
XYZ company
I am in change of marketing at XYZ
company
my name is Yasuko Wilson
sample email
subject corporate profile for XYZ
company
my name is David Smith and I am in
charge of marketing at XYZ company I was
given your email address by a common
acquaintance of ours mr. Carl Johnson
from cc
I am writing to tell you a little bit
about my company and the work we do our
company was founded in 1975 and it is
one of the most famous health food
distributors in Canada
to learn more about us please refer to
the attached company profile
sincerely
three greeting at the end
we look forward to your continued hard
work and support
we look forward to your continued
support and patronage
I look forward to meeting you in London
next week
please take good care of yourself
I hope this will help
we would like to get your feedback
please let me know
what do you think
thank you for your consideration
please confirm
please get back to me
please confirm your participation by
return
please reply at your earliest
convenience
I look forward to hearing from you soon
I look forward to hearing from you
for purpose of sending mail
this is just to let you know that
we are sorry to inform you that
we are pleased to inform you
this is just to let to know
this is to inform you
I'm writing to ask about your new
product
I'm writing to ask you a favor
I'd like to get some information from
you
I'm writing to let you know about a
price increase on our items
I'm writing to this is too
sample email
subject payment confirmation
dear Miss Smith
this is to inform you that we have
received your payment for invoice number
223 your order will be shipped by air
freight within two days
we appreciate your prompt payment
regards
five appointment
I will be going on business to Shanghai
from March 3rd to 10th for the opening
of our new shop in China
it'd be possible to reschedule our
appointment to this Friday
sorry but something urgent came up and I
cannot visit you tomorrow
I'm afraid I have another appointment at
that time
I look forward to seeing you
I look forward to meeting you
are you available on June 17th at 200
p.m.
I will be available on may 16th from
1100 a.m. to 1200 p.m.
we'll be free in the afternoon on
Tuesday in the afternoon
are there any other days that are
convenient for you
schedule accordingly
please let me know when is convenient
for you
please let me know if you are available
on Wednesday afternoon
I would like to meet with you sometime
next week whenever it is convenient for
you
sample email
subject my visit to Shanghai
dear mr. Chen
I will be going on business to Shanghai
from March 3rd to 10th for the opening
of our new shop in China I was wondering
if it would be possible for me to take
this opportunity to visit your company
in order to discuss our collaboration
project
if so I would appreciate it if you could
let me know any dates that might be
suitable for you sincerely
six meeting notification
inform you when the schedule is
finalized
we hope to see you at the meeting
please send this information to your
team members
purpose of this meeting is to discuss
our new reservation system with all
members
our meeting is scheduled as below
all employees are required to attend
[Music]
we will hold a meeting Monday April 3rd
from 1000 a.m. to 1200 p.m. in the
conference room
sample email
subject team meeting April 3rd
hi George
we will hold a meeting Monday April 3rd
from 1000 a.m. to 1200 p.m. at room
number 512 the purpose of this meeting
is to discuss our new reservation system
with all members
please send this information to your
team members we hope to see you at the
meeting thank you
seven out of office notification
we'll respond to your message on my
return
during my absence please contact Dakin
or a Yamaguchi at Yamazaki at 3020
be taking my summer vacation from August
2nd to August 9th
for urgent matters you can reach me at
own I know Forex Forex
we'll be visiting Korea from February
10th on a four-day business trip I
expect to return back to work after
March 2nd
I will be out of the office from October
22nd through October 25th
sample email
subject out of office notification
I will be out of the office from October
22nd through October 25th
I expect to return back to work after
October 28th during my absence please
contact Dakin or a Yamaguchi at Yamazaki
at 3020 thank you
change relocation notice
please be advised that our hours of
operation will be changed to the
following from April 1st 2013
our telephone and fax numbers will
remain the same
the following
our new address and phone number
triple-a Incorporated is pleased to
announce that we will be moving to our
new office on April 1st
please update your address book
please note that my email address has
changed to takashi at 30 20
sample email
subject new email address
please note that my email address has
changed to takashi at 3020 immediately
please use the new one the old one will
become an active at the end of this
month sincerely
ix notice of job transfer
I will have the opportunity to work with
you again
your continued support will be greatly
appreciated
I transferred to work in the human
resources department as of October 1st
Paul Wilson will be taking over me
I will be transferred to the Chicago
branch as a sales manager effective
October 1st
sample email
subject transfer to Osaka branch
dear mr. brown
I will be transferred to the Osaka
branch as a technical manager effective
October 1st
Masahiro Kawakami will be taking over me
and he will be in touch with you soon
your continued support will be greatly
appreciated
request for information materials
please let me know if there are any
questions
is the current price list
thank you for your interest
thank you for your inquiry about our
products
further information on this seminar
we would greatly appreciate it if you
could send us some samples of your
products
please send us your new product catalog
and a price list including packing and
shipping costs
I read an article about your new product
in the March 10th 20 newspaper and I am
very interested in your company
please let me know if there are any
questions
is the current price list
thank you for your interest
thank you for your inquiry about our
products
further information on this seminar
we would greatly appreciate it if you
could send us some samples of your
products
sample email
subject request for a catalog
dear sir or madam
I read an article about your new product
in the March 10th 20 newspaper and I am
very interested in your company please
send us your new product catalog and a
price list including packing and
shipping costs I look forward to hearing
from you sincerely
eleven instruction
I would appreciate it if you could fill
in the necessary fields in the attached
file and send it to back to me by
october 25th
I would appreciate it if you could use
diagrams and graphs to make it easier to
understand
[Music]
I do apologize for the short notice but
could you write the report by Friday
morning please
please let me know by when you think
this can be done
I'd like you to make presentation
handout materials by next Friday
would you mind if I ask you to help me
out with entering sales slip data on
Excel
please investigate the situation right
away and let XYZ know the outcome
I look forward to your progress
please submit your report no later than
May 9th
I know you are busy but I need you to
update the customer database by tomorrow
morning
please book a hotel room for me ASAP
sample email
subject report requests
I Taylor
I do apologize for the short notice but
could you write the report by Friday
morning please
I need this report for next week's
management meeting where I will be
giving a project progress report to the
management team I would appreciate it if
you could use diagrams and graphs to
make it easier to understand please
refer to the attached file for details
on what should be included in the report
feel free to contact me anytime if you
have any questions thank you
12 male reply urging
I would appreciate it if you could fill
in the necessary fields in the attached
file and send it to back to me by
october 25th
just want to make sure that you received
my email sent on October 11th
I would appreciate it if you could send
me a reply by January 20th
would you please confirm that you
received my email sent on November 2nd
I am concerned that you did not receive
the email sent last week
just want to make sure that you received
my email sent last week
sample email
subject resent requests for filling out
the application form
dear Miss Smith
I just want to
or that you received my email sent on
October 11th
if you have received it successfully
then I would appreciate it if you could
fill in the necessary fields in the
attached file and send it to back to me
by october 25th
just in case i am attaching the file
again please let me know if you have any
questions regards
13 requests for a quote
this quotation is valid for 60 days
we look forward to receiving your order
in the near future
we are delighted to know that you are
interested in our product our quotation
is as follows
thank you for your request for a
quotation
please send us the quotation for the
logo designed by October 31st
we would like to know the price for
product numbers 123
we would like to have a quotation for 30
units of paper shredders
we would like a price quote on the
following items
sample email
subject requests for a quotation
dear Miss Davis
please send us the quotation for the
items below by June 22nd
item hyper shredder GZ
quantity ten units
please include any shipping fees in your
quote sincerely
14
discount negotiation
we would appreciate if you could
consider a 10% discount on the overall
price
we have carefully considered your
quotation and concluded that the price
seems to be rather high
thank you very much for sending the
quotation for the products
sample email
subject re request for a quotation
dear Miss Davis
thank you very much for sending the
quotation dated June 18th for the
products
we have carefully considered your
quotation and concluded that the price
seems to be rather high we would
appreciate if you could consider a 5%
discount on the overall price regards
fifteen order
please deliver these items to our
logistics center in Funabashi before
July 10th
please let us know the delivery date
we would like to order 10 units of paper
shredders from your catalog
we are pleased to place an order as
follows
sample email
subject purchase order 1011
dear Miss Davis
we are pleased to place an order as
follows
item hai for shredder Jeezy
quantity ten units
unit price 500
please deliver these items to our
logistics center in Singapore before May
10th regards
sixteen receive an order
be shipped by air freight within two
days
product you ordered is out of stock
thank you for shopping with us
shipped after confirmation of payment
your order should arrive in three to
four days
your order will be shipped tomorrow
thank you for ordering 20 flash memories
thank you for your order of ABC flash
memory
sample email
subject re purchase order 1011
dear mr. Jang
thank you for ordering 10 flash memories
your order will be shipped tomorrow and
should arrive in three to four days
thank you for shopping with us best
regards
17 notification of shipping
be shipped by air freight within two
days
please let us know when you receive your
order
please be advised that your order has
been air freighted to you today
this is to inform you that your order
has been shipped
sample email
subject shipment of hyper shredder GZ
dear mr. naka
this is to inform you that your order
has been shipped the following are the
details
sorter number 1011
shipment date June 12th
estimated arrival date June 17th
please let us know when you receive your
order for further information please
contact service at 20:00 XXX best
regards
18 notification of arrival
it has been a pleasure doing business
with you
thank you for your prompt delivery of
our order
this is to inform you that the shipment
has duly arrived
een payment
we appreciate your prompt payment
this is to inform you that we have
transferred zero comma
oh-o-oh from the shinjuku branch of ABC
bank to your account on July 15th
if you have any questions regarding this
invoice please contact our accounting
department
please kindly send your payment to the
following bank account
please find attached invoice you have
ordered
happily male
subject payment requests
dear mr. naka
please see the attached invoice we would
appreciate it if you could send your
payment using the bank details below
count number 123456 at XYZ Bank Chicago
branch
if you have any questions regarding this
invoice please contact our accounting
department regards
20 make a complaint
if the download is not working then I
would like to request a refund
to download the software that I
purchased on April 24th
we would appreciate it if you could look
into this and send us replacements as
soon as possible
please see the attached photos that show
the extent of the damage
we have now received all items of order
number 887 however some of the items
have arrived damaged
we would appreciate it if you could
verify the contents of our order and
send us the remaining 20 items as soo
as possible
the delivery only contains 60 items when
we actually ordered 80
we received the products that are
different from what we ordered
cancel the order and request a refund if
you are unable to ship immediately
please confirm the status of shipment
sample email
subject deficiency and quantity
dear mr. Martin
we received your shipment yesterday
however the delivery only contained 60
items when we actually ordered 80 we
would appreciate it if you could verify
the contents of our order and send us
the remaining 20 items as soon as
possible
sample email
subject broken items
dear mr. Anderson
we have now received all items of order
number 887 however some of the items
have arrived damaged please see the
attached photos that show the extent of
the damage we would appreciate it if you
could look into this and send us
replacements as soon as possible
21 express gratitude
we appreciate your prompt payment
we would not have been able to celebrate
our fifth year in business without all
your help and support
we look forward to your continued
support and patronage
thank you very much for your invitation
to the party
we are grateful for your continuing
support
it has been a pleasure to do business
with you
thank you very much for the opportunity
to do business with you
the information you gave me was very
helpful
thank you very much for joining our
monthly event
thank you very much for inviting me ove
for dinner
thank you for having dinner with u
thank you for coming to the meeting on
Wednesday
thank you for taking time out of your
busy schedule today
thank you for your continued support
sample email
subject thank you for joining our party
dear mr. Martin
thank you very much for attending our
company's 5th anniversary party we would
not have been able to celebrate our
fifth year in business without all your
help and support we look forward to your
continued support and patronage
sincerely
to apologize
we will take greater care and future to
make sure this does not happen again
we are currently investigating the cause
of this mistake
thank you very much for notifying us of
the error in your delivery
we apologize for the late arrival of the
goods
we deeply apologize for the delay in
shipment
we sincerely apologize for the delay and
delivering your order
I apologize for the delay in my reply
again we are sorry for the inconvenience
we apologize for the inconvenience
please accept our apologies
please accept our apologies for the
mistake
please accept our apologies for the
trouble caused to you
sample email
subject apology
dear mr. Chen
thank you very much for notifying us of
the error in your delivery
we will arrange for the remaining 20
items to be sent to you immediately we
are currently investigating the cause of
this mistake
please accept our apologies for the
mistake we will take greater care and
future to make sure this does not happen
again
23 praise
we look forward to your continued hard
work and support
we are very grateful to you all
this amazing achievement has been
possible thanks to all your amazing hard
work and effort
have exceeded our target for the number
of visitors with 3,000 people
yesterday we achieved a new sales record
since the opening of our shop with 12
million yen in sales
I really appreciate your commitment to
customer service
you're doing a great job
sample email
subject new sales record achieved
dear all
yesterday we achieved a new sales record
since the opening of our shop with 12
million yen in sales we have also
exceeded our target for the number of
visitors with 3,000 people
this amazing achievement has been
possible thanks to all your amazing hard
work and effort we are very grateful to
you all we look forward to your
continued hard work and support
24 attention warning
please ensure this does not happen agai
in the future
I understand that sometimes there are
unavoidable circumstances that may cause
you to be a late
however we require you to notify us of
this in advance
I have been made aware that you are late
by two hours yesterday without any prior
notice
we are concerned about your poor sales
record this quarter
you have not achieved our sales goals
if you have some difficulty in resolving
this problem you can call me anytime
I understand that it takes you more than
150 minutes to commute but we cannot
tolerate such tardiness
we are not comfortable about your
repeated later arrival
we are upset about the frequency of your
absence
sample email
subject unauthorized lateness
I have been made aware that you are late
by two hours yesterday without any prior
notice
I understand that sometimes there are
unavoidable circumstances that may cause
you to be a late however we require you
to notify us of this in advance please
ensure this does not happen again in the
future
twenty-five celebration
based on all your work so far we were
definitely expecting you to be promoted
as branch manager very soon
we would like to congratulate you on
your recent appointment as London branch
manager
I hope you have a long and happy
marriage
congratulations on your wedding
it's great to know that you have become
a mother father
congratulations on the birth of your
first daughter
congratulations on your 30th birthday
your accomplishments are so amazing
congratulations of your award of 30
best wishes in your future business
endeavors
congratulations on the opening of your
business
congratulations on the good news about
your transfer to the Sydney branch
congratulations on the new position
congratulations on your promotion
sample email
subject congratulations on your
promotion
dear mr. brown
we would like to congratulate you on
your recent appointment as London branch
manager
based on all your work so far we were
definitely expecting you to be promoted
as branch manager very soon although we
will probably have less opportunity to
see each other in person I shall look
forward to continuing to work with you
in the future sincerely
26 inquiry condolence
in the meantime we shall be praying fo
your speedy recovery
following the news of the typhoon
disaster we would like to take this
opportunity to send you our thoughts of
encouragement and support
please take good care of yourself
I hope you get well soon
I am sorry to hear you have been sick
I am so sorry to hear that you had an
accident
if there is anything I can do for you
please feel free to get in touch with me
I don't know what to say
I was very saddened to hear the news
that he had passed away
I am so sorry to hear about the loss of
your mother
please accept our deepest condolences
I am writing to extend my deepest
sympathies to you and your family
sample email
subject our thoughts are with you
dear miss Wilson
following the news of the typhoon
disaster we would like to take this
opportunity to send you our thoughts of
encouragement and support
please let us know anytime if there is
anything we can do to help in the
meantime we shall be praying for your
speedy recovery sincerely
twenty-seven invitation
please reply to us at 30 at 30 20 by
March 10th
I hope you will be able to attend
[Music]
you are invited to attend a dinner party
to celebrate our fifth anniversary of
doing business
please attend if your schedule permits
we would be honored if you could join us
this is to inform you that there will be
a broadcasting equipment exhibition to
be held from March 1st to March 10th at
the Kawasaki Convention Center
cordially invited to attend the 201
annual meeting of the ABC company
sample email
invitation to the fifth anniversary
party
you are cordially invited to attend a
dinner party to celebrate our fifth
anniversary of doing business which will
be held November 25th to 26th 2012 at
the 20th Hotel in Bangkok I hope you
will be able to attend sincerely
twenty-eight attendants absence
gently I have other prior arrangements
on that day so I will be unable to
attend
unfortunately I am unable to attend the
party due to an urgent business
I look forward to seeing you at the
party
I am pleased to accept your invitation
to the dinner party on May 20th
thank you very much for your invitation
to the party
sample email
subject re invitation to the fifth
anniversary party
dear Miss Smith
thank you very much for the invitation
to the fifth anniversary party
unfortunately I have other prior
arrangements on that day so I will be
unable to attend
I would like to take this opportunity to
congratulate you on your company's fifth
anniversary I shall be praying for your
future expansion and growth regards
twenty-nine computer
if the download is not working then I
would like to request a refund
when I click on the link provided in the
email the browser screen goes blank and
I am unable to go any further
I am unable to download the software
that I purchased on April 24th
I am resending it
I am forwarding to you
if you do not receive any email within
one our after your payment
please check the spam folder of your
email account
the characters are garbled
I can't open the attachment
this file is password protected and I
will send you the password in a separate
email
price list of our products
please refer to the attached file for
details
email subject 2 example
inquiry about
inquiry about your products
question about
notification of
announcement of
information about
request for
request for latest price list
request for a quote
Asian
quotation for
quotation for item numbers 333
order for
order for item number 333
cancellation of
cancellation of order numbers 23456
arrangement for
change out
invitation to
confirmation of
issue with
apology for
error in
error and invoice
reminder
urgent
important
important change in business hours
resent
confidential
abbreviations
I
ASAP
bTW
for example
I'm Oh
M ho
PO
attention
but
aka
TBD
now
FAQ
RSVP
and RN
n/a
ie
NARR
message
MTG
approximately
etc
JPY
USD
here
RMB
title
chairperson of the board
president
representative director
senior managing director
managing director
outside director
director board member
Auditor
Advisor
executive vice president
general manager
deputy general manager
assistant general manager
manager section chief
assistant manager assistant section
chief
supervisor
CEO
see oh
CFO
CTO
Department
accounting department
General Affairs Department
Human Resources Department
finance department
legal department
research depart
public relations department
marketing department
sales department
overseas Department
Manufacturing Department
Engineering Department
sales promotion department
secretary section