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17 Email Phrases to Help You Get the Desired Response
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17 Email Phrases to Help You Get the Desired Response

Jun 05, 2023
5 min read
Hiver HQ
Will Sarto

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Email is one of the most modern ways of communication these days. We exchange news through emails, write complaints, ask questions, establish contacts, do business, etc. The way we write emails influences the results we get.

It is essential to know some tricks and unwritten rules to write email like a boss. If you use all of them, you will have more chances to get the desired email response from people.

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Let’s take a look at the 17 email phrases

1. “Might I take a minute of your time?”

The way you start your email sets the tone of the whole communication. Everything depends on your letter type and your relationships with an addressee. If you write an email to someone you don’t know, you may go with something like this:

“Might I take a minute of your time…”

If it is someone you know, you may start with the reason for your email:

“I’m just emailing to ask….”

2. “I would like to follow up….”

If you have sent an email without any feedback, it doesn’t necessarily mean your letter was terrible, dull, or irrelevant. Maybe it simply got lost or somehow ended up in a spam folder. In this case, you might want to write a kind reminder of yourself. Don’t be rude here, and don’t accuse your addressee of ignoring your email and not writing back. Just write something like this:

“When you get a minute, please drop me a line regarding my last email?”

OR “I want to follow up to ensure you got my previous mail.”


3. “Attention! Super important meeting!”

Subject lines are supposed to give people a preview of a letter. Try not to write something blurry and annoying such as “Meeting” or “Asking for a favor.” Be more specific, depending on the situation. For example, instead of “Meeting,” you can write:

“Tomorrow, 5 am, super-important discussion!”

And instead of “Asking for a favor,” you can go with:

“This matter requires your intervention.”

No matter your intentions, such subject lines are always more interesting for recipients to see; thus, you have more chances to get a reply much faster. Don’t write standard, uninteresting words even if you suffer from writer’s block. Just don’t rush things, and you will definitely figure this out. If you need an accurate answer or have a deadline, mention it in the subject line.

4. “I’m attaching the file…”

If you attach anything to your email, such as a picture, a document, a video, etc., it is necessary to warn the recipient. Otherwise, he or she may just not notice it.

5. “Let me introduce myself….”

If you write an email to someone you don’t know, don’t forget to say who you are and your intentions. Many people say hello and come straight to the point while a person on the other side sits in confusion, guessing who has written this. A sentence or two of telling about yourself would be enough not to seem rude:

“Let me introduce myself….”

OR“My name is Jack, and I am addressing you because….”

6. “I wish to complain…”

Well, being polite goes without saying. Even if you are angry, let’s say, with some service, and you are writing to complain, you should still be polite and not use abusive language to show how mad you are. Remember that people on the other side might not have anything to do with what’s bothering you. So, instead of writing that “Your service is sh*it,” you can write something like:

“I wish to complain about the services I got yesterday. I would like some explanations (refund, replacements, etc.).”


7. “I understand your frustration…”

This phrase is for those people who get complaints. Let people know that you realize why they are angry and offer the solution.

8. “You are great, but unfortunately…”

This is for those who have to write rejection letters, whether it’s rejecting a job candidate, a business proposal, etc. It is always necessary to give a compliment first. “You did very well at the job interview, but I regret to inform you that we picked someone else.” Use the carrot-and-stick approach here.

9. “ASAP” vs. “As soon as possible.

Acronyms are very cool to use in texting. They are not for emails, though. So, try not to use them unless you write to a close friend.

10. “Let me get strictly to the point.”

Well, of course, this is not the rule. You may want to write a massive letter to your cousin telling how your life is going or an enormous complaint about a product that differs significantly from what you expected.

However, if you can put the same information in shorter sentences and paragraphs, you should do it better. This will show people that you value their time. Moreover, try to start every new idea with a new section. This way, it’s much easier to read and understand the information. Read some email etiquette tips and rules.

The statistics say that, on average, an office worker gets around 121 emails daily. Even if you are emailing, not an office worker, this person probably still has something better to do than to read your endless letters.


11. “Warmly, Jennifer.”

You should always write your name at the end of the letter (unless you write to your mom or a best friend, of course). It is more convenient for people who answer many emails daily.

12. “I hope you are doing great…”

If you email someone you know or have already exchanged a couple of letters, it may be appropriate to add some personal touch.

For example, if your business partner was on vacation (you might have gotten an auto-email notification about that),you can ask how it went.

“Hello Jennifer, I hope you and your family are doing great. Have you finished those cooking classes you were so thrilled about? Well, I am actually writing to you with a question…”

13. “Thanks a lot for writing back.”

It mainly concerns situations when people don’t have to answer your email (if you write with a business offer or ask for a favor) or you know they are swamped but still find time to write to you. It is always nice to know that your time and effort are appreciated. So, your first line after getting an email can be like this:

“I really appreciate you finding some time to answer my email.”

OR “Thanks a lot for writing back.”

14. “Would you be so kind….”

If you ask someone to do you a favor, read your article, mention your business, look at your product, etc., you need to be very polite and use “would” or “could” sentences.

15. “I apologize for the delayed reply.”

We often open an email and intend to answer but then get distracted and forget about it. Whatever the reason for your long answer, it is necessary to apologize.

Your response was probably expected, and you might have disappointed someone. You shouldn’t make excuses for being sick, out of town, or your cat died. Just politely apologize; you don’t have to explain yourself (unless you do because you missed some deadlines, etc.):

“I’m very sorry it took me this long to answer…”

OR “I apologize for the delayed reply…”

16. “Dear Mrs. Smith.”

You should be very careful with the titles before names. Many people get offended when they are addressed by the wrong labels.

17. “Have a great day!”

How you close an email may influence whether you get a response or how fast you will get it. Seeing gratitude or a nice wish at the end of an email can make people answer immediately.

“Have a great weekend, and I hope to hear from you soon!”

OR “Enjoy the evening! Looking forward to hearing from you”.

Wrapping Up

Writing and sending emails are an integral part of many people’s lives. Whether you write emails regularly or not, it is still necessary to know how to do it right.

If you write a digital newsletter, you have to be creative, know your audience very well and think of something that would impress and bring you sales. Here are 20 phrases that you should never use in an email.

You always need to understand what results you want and write appropriate phrases to get those results.

If you write complaints and want to get your money back, you need to be convincing and reasonable but not rude.

You must be formal and respectful when writing a business email. And if you write to a friend or good acquaintance, you can be personal but still respect their time.

Always think of the feedback you want to receive and get to writing!

William Sarto is a marketer and content strategist from a freelance writing board. He shares his knowledge and experience in his articles based on current marketing trends. He is passionate about all new techniques and methods appearing in digital marketing.

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