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235. BUSINESS ENGLISH SERIES #5 – 5 Essential Expressions for Professional Emails and Follow-Ups

🧩 BUSINESS ENGLISH SERIES #5

5 Essential Expressions for Professional Emails and Follow-Ups

In modern work environments, emails are often more important than meetings.
Decisions are recorded in emails. Instructions are clarified in emails. Opportunities are created — or lost — through emails.

Many professionals have good English skills but still struggle with email tone. Their messages may sound:

  • too direct
  • too passive
  • unclear
  • cold
  • or unintentionally rude

The solution is not longer emails — it is using the right expressions.

In this lesson, you’ll learn five essential Business English expressions that are widely used in professional emails and follow-ups. These expressions help you sound polite, confident, clear, and professional — without sounding fake or overly formal.

Let’s begin.

1️⃣ “I’m reaching out to…”

Meaning:

A polite and professional way to explain why you are contacting someone.

Why professionals use it:

It sounds respectful and natural. It avoids aggressive openings like “I want” or “I need.”

Examples:

  1. “I’m reaching out to follow up on our previous conversation.”
  2. “I’m reaching out to inquire about the project timeline.”

When to use it:

  • First emails
  • Follow-ups
  • Client communication
  • Job-related emails
  • Requests

This phrase immediately sets a polite tone and helps the reader understand your purpose.

📘 Vocabulary Notes:

  • reach out (v) – contact someone
  • inquire (v) – ask for information politely
  • conversation (n) – discussion or exchange of ideas
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2️⃣ “Just following up on…”

Meaning:

A polite way to remind someone about a previous email or request.

Why professionals use it:

Because people are busy. This expression avoids sounding impatient or demanding.

Examples:

  1. “Just following up on the email I sent last week.”
  2. “Just following up on my request regarding the report.”

When to use it:

  • When someone hasn’t replied
  • After meetings
  • During project coordination
  • When deadlines are approaching

This phrase is extremely common in professional emails and is safe to use in almost any situation.

📘 Vocabulary Notes:

  • follow up (v) – check again or remind
  • request (n) – a polite demand
  • regarding (prep) – about
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3️⃣ “Please let me know if…”

Meaning:

A polite way to invite feedback, confirmation, or questions.

Why professionals use it:

It sounds cooperative and open, not controlling.

Examples:

  1. “Please let me know if you need any additional information.”
  2. “Please let me know if this timeline works for you.”

When to use it:

  • Ending emails
  • Asking for confirmation
  • Offering help
  • Checking agreement

This phrase softens requests and encourages response without pressure.

📘 Vocabulary Notes:

  • additional (adj) – extra or more
  • confirm (v) – make something certain
  • timeline (n) – schedule or plan over time
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4️⃣ “As discussed…”

Meaning:

A phrase used to refer back to a previous meeting, call, or agreement.

Why professionals use it:

It creates clarity and documentation. It reminds everyone what was agreed upon — without repeating the full discussion.

Examples:

  1. “As discussed, we will move forward with the revised plan.”
  2. “As discussed during our meeting, the deadline is Friday.”

When to use it:

  • After meetings
  • Project summaries
  • Confirming decisions
  • Preventing misunderstandings

This expression is powerful in professional environments because it records agreements politely.

📘 Vocabulary Notes:

  • revise (v) – change or improve
  • agreement (n) – mutual decision
  • deadline (n) – final time to complete something
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5️⃣ “Looking forward to…”

Meaning:

A polite and positive way to end an email.

Why professionals use it:

It leaves a friendly impression and signals cooperation and professionalism.

Examples:

  1. “Looking forward to your feedback.”
  2. “Looking forward to working with you on this project.”

When to use it:

  • Ending emails
  • Client communication
  • Team collaboration
  • Professional networking

This phrase helps your email end on a positive and respectful note.

📘 Vocabulary Notes:

  • feedback (n) – comments or evaluation
  • collaboration (n) – working together
  • project (n) – planned work with a goal
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⭐ Putting These Expressions Together: Real Email Examples

🔹 Example 1: Follow-up Email

Hi Alex,

I’m reaching out to follow up on our meeting last week.
As discussed, I’ve attached the updated document for your review.
Please let me know if you have any questions.

Looking forward to your feedback.

🔹 Example 2: Request Email

Hi Sarah,

I’m reaching out to inquire about the project timeline.
Just following up on my previous email regarding next steps.
Please let me know if the proposed schedule works for you.

Looking forward to hearing from you.

These expressions work together to create emails that are clear, polite, and professional — without sounding robotic.

📝 Full Summary (Quick Reference Guide)

  1. I’m reaching out to… – explain why you’re contacting someone
  2. Just following up on… – politely remind
  3. Please let me know if… – invite feedback or confirmation
  4. As discussed… – refer to previous agreements
  5. Looking forward to… – end emails positively

Mastering these expressions will immediately improve the quality of your professional writing.

🌱

Clear writing creates trust. Polite language builds relationships. Professional emails open doors — even when you never meet the person face to face. Each expression you practice strengthens your ability to communicate calmly, confidently, and effectively. Keep applying what you learn, one email at a time. Your words are already working for you.

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