How to Write emails in English with phrases and templates


When writing a business email, do you ever wonder how to write the first sentence of the export? How would you express it if you were a native speaker? If you suddenly write it out from the requirements, it might be too business-like, isn't there a word that corresponds to "I'm indebted to you" in Japanese?
Here are some useful English phrases that you can use to write such English emails.

Which style of English mail is better, casual or formal?

Speaking of business emails in English, there are various formal rules on how to write, such as starting with a call such as "Dear Mr ...." and connecting with "Sincerely yours,".

Read articles about other English emails

However, in the actual exchange of emails at work, casual style English emails are also increasing. Start with a "Hi, (name)," call and use a friend-like knot, such as "Have a great day!".
Should I write an English email in either formal or casual style? Here are some points that can be used as a guide.

Write the first email in formal

Casual style calls and sentences are NG to the person who emails for the first time. Even if you don't know how close you are to the other person, it can give you a familiar impression. Be sure to write your first email in a formal style.

What is your destination and your company's corporate culture?

Writing formal emails is preferable when interacting with a solid industry or a large company that values etiquette. However, formal styles can be a hassle and even awkward for companies with a corporate culture that emphasizes speedy interaction rather than formality, such as the IT industry and venture companies.

Is the destination superior?

When sending emails to clients or superiors in the company, try to use formal English emails. If you are a foreigner with business experience in Japan, you know that in Japanese you use "san" for familiar semi-formal calls. In English, use "san" in the first name, such as "Thomas-san,". If you report directly to your boss, some companies use casual styles to interact with you.

If you're wondering between casual and formal styles, first look at the style of the other person's email and choose between them. It is also a good idea to change from a formal style to a casual style depending on the relationship with the other party and the length and familiarity of the relationship.

What is the origin of emails that native English speakers like?

There is a point in the beginning of English emails that native English speakers have a good impression of. It is a good idea to include "greetings, thanks, and the purpose of the email" at the beginning of the email. Let's take a concrete look using an example sentence.


Good afternoon,
Hello (greeting)
Thank you very much for offering your assistance on this project.
Thank you very much for offering assistance to this project. (Thank you)
I've attached the project agenda and your first assignment.
We will send you the project agenda and the first assignment you would like to request as an attachment. (Purpose of this email)

The following greetings, which are often used verbally, are also used in emails.

  • Good afternoon,
  • Good morning,
  • Good evening,
  • How are you?

Thank You Words of thanks
that are often used in English emails include:

  • Thanks for getting in touch. (Thank you for contacting us)
  • Thanks for the quick response. (Thank you for your prompt reply)
  • Thank you for getting back to me. (Thank you for your reply.)
  • Thank you for the update. (Thank you for notifying us of the progress)

of email It is helpful to let the other party know the purpose of the email. It's useful to remember because it's all simple phrases that are clichés.

  • I'm writing to you about…(I'm emailing about)
  • I'm reaching out about…(We are informed about)
  • Just to remind you about…(Please let me remind you about)
  • Let me confirm with you about…(Please let me check about)
  • I'm eager to get your advice on…(I would love to hear your advice)

Writing greetings, thanks, and the purpose of the email first is a polite and easy-to-understand way to write an email for native English speakers. Even Japanese emails are often done normally, so once you remember the appropriate English phrases, you shouldn't find it too difficult.

What is an easy-to-use starting phrase?

In addition, remember some English phrases that are often used in the beginning of English emails.

  • It's great to hear from you. (I am very happy to hear from you)
  • Allow me to introduce myself. (We will contact you for the first time)
  • As we discussed in our call…(As you called)

What is smart and effective export?

Finally, I will introduce a smart and effective email writing technique that is often used by native English speakers.

Write a connection to the first person

When you receive your first email from someone you don't know at all, the person who receives the email will feel "why?" Or "where did you know me?" For this reason, writing first where the contact point with the other party is is leading to writing an email that can be read to the end.

  • I am writing to you because I got your name through Mr.….(Mr.-san told me your name and I'm emailing you)
  • I was very impressed by the article you contributed to….(I read the article contributed to ... and thought it was very wonderful)

Put awareness to the other party

If you're interacting with someone you know, it's a good idea to include a "thank you" followed by a status report and awareness of the other person. You don't have to talk about difficult things, just small talk.

  • How did you enjoy your last business trip to Japan? (How was your business trip to Japan the other day?)
  • I hope you enjoyed your weekend. (Did you have a good weekend?)
  • I hope you are feeling rested after the long weekend. (Did you take a good rest during the three consecutive holidays?)

It's not difficult to start smart emails in English

Writing an English email may seem difficult, but you can write an email that gives you a feeling of gratitude and awareness of the other person. This is not the case when emails are exchanged many times in a short period of time, such as in a rally, and it is okay to enter from the requirements more straightforwardly.
It's a good idea to read the atmosphere you can feel from the other party's email and respond flexibly.