Good work English is usually short, clear and polite, and a small set of fixed phrases will cover most emails and meetings. You do not need difficult vocabulary. You need the right phrase for each situation.
This guide gives you phrases you can copy and use today, organised by situation. It also explains the indirect, friendly tone that is common in Irish and UK workplaces, and the mistakes that learners often make.
Key takeaways
- Use Dear and Kind regards for formal emails, Hi and Best or Thanks for colleagues you know.
- Make requests softer with Could you…?, Would it be possible to…? and I was wondering if…
- In meetings, disagree gently: I see your point, but… sounds much better than You’re wrong.
- Say I am writing to you, not I am writing you, in British and Irish English.
Opening and closing an email
The first and last lines set the tone. Choose formal phrases for clients, managers you do not know well and official messages. Choose friendly phrases for colleagues you talk to every day.
| Situation | Formal | Friendly |
|---|---|---|
| Greeting (name known) | Dear Ms Murphy, | Hi Aoife, |
| Greeting (name unknown) | Dear Sir or Madam, / Dear Hiring Team, | Hello, |
| First line | I am writing regarding your order. | Just a quick note about the order. |
| Replying | Thank you for your email. | Thanks for getting back to me. |
| Final line | I look forward to hearing from you. | Speak soon. / Let me know what you think. |
| Closing | Kind regards, / Yours sincerely, | Best, / Thanks, / Cheers, |
Kind regards is safe in almost every situation. Cheers is very informal, so use it only with people you know well.
Requests, follow-ups, apologies and attachments
Direct commands such as Send me the report can sound rude in English, even if they are normal in your language. Polite questions are the standard way to ask for something.
| Situation | Useful phrases |
|---|---|
| Asking politely | Could you send me the latest figures, please? / Would it be possible to move the call to Thursday? / I was wondering if you could help me with this. |
| Following up | I’m just following up on my email from Monday. / Just a quick reminder about the invoice. / Have you had a chance to look at this? |
| Apologising for a delay | Sorry for the late reply. / Apologies for the delay in getting back to you. / Thank you for your patience. |
| Attaching files | I’ve attached the contract. / Please find attached the updated plan. / Here’s the file you asked for. |
| Offering help | Let me know if you have any questions. / I’m happy to help if you need anything else. |
Notice the present perfect in I’ve attached and Have you had a chance. We use it because the action is connected to now. If this tense is still confusing, see our lesson on present perfect vs past simple.
A short sample email
Subject: Project timeline – updated version
Hi Daniel,
Thanks for your email, and sorry for the slow reply. I’ve attached the updated timeline for the website project.
Could you have a look and let me know if the dates work for your team? Would it be possible to send any comments by Friday? That way we can confirm everything at next week’s meeting.
Let me know if you have any questions.
Best,
Marta
This email is friendly but professional. It thanks, apologises briefly, explains the attachment, makes two polite requests and offers help. That simple structure works for most work emails.
Phrases for meetings
Meetings move quickly, so it helps to have a few phrases ready for each stage. You do not have to sound perfect. Clear and polite is enough.
| Stage | Useful phrases |
|---|---|
| Starting | Shall we get started? / Thanks, everyone, for coming. / The main aim of today’s meeting is to… |
| Giving an opinion | In my opinion… / I think we should… / From my point of view… |
| Agreeing | I completely agree. / That’s a good point. / I think you’re right. |
| Disagreeing politely | I see your point, but… / I’m not sure I agree. / That’s true, but have we thought about…? |
| Asking for clarification | Sorry, could you say that again? / What do you mean by…? / Just to check, are you saying that…? |
| Interrupting | Sorry to interrupt, but… / Can I just add something here? |
| Summarising | So, to sum up… / Let me just recap the main points. / So we’ve agreed that… |
| Ending | I think that covers everything. / Let’s finish there. / Thanks, everyone. I’ll send round the notes. |
When you summarise what other people said, you often use reported speech: Tom said the client wanted more time. Our guide to reported statements explains how the tenses change.
Tone in Irish and UK workplaces
In Ireland and the UK, people at work are often quite indirect. They soften requests and criticism, and they rarely say no very directly. Understanding this helps you read between the lines.
- Softeners are normal: just, maybe, a bit, I was wondering. For example: Could you maybe have a quick look at this?
- Polite phrases can hide disagreement: That’s an interesting idea or I’m not sure that’s quite right may mean the person does not agree.
- Small talk matters: a short line like Hope you had a good weekend at the start of an email or meeting is common and friendly.
- First names are usual: many offices use first names, even with managers. Follow what your colleagues do.
- Irish English: you may hear grand, meaning fine or OK, as in That’s grand, thanks.
Being too direct is not a grammar mistake, but it can create the wrong impression. Adding please, thanks and a polite question form makes a big difference.
Common mistakes to avoid
- I am writing you – in British and Irish English, say I am writing to you. (Writing you is heard in American English.)
- I look forward to hear from you – the correct form is I look forward to hearing from you.
- Please find attached the file – this is correct but quite formal. In everyday emails, I’ve attached the file is simpler and more natural.
- Waiting for your answer – this can sound impatient. Try Let me know when you can.
- Dear Sir when you know the name – use the person’s name if you know it.
- Too many exclamation marks – one can sound friendly; three can look unprofessional.
Frequently asked questions
Is Hi too informal for a work email?
Not usually. Hi plus a first name is very common between colleagues. For a first email to a client or a job application, Dear is safer.
What is the difference between Kind regards and Best regards?
Both are polite and very similar. Kind regards is slightly more common in Ireland and the UK, but either is fine in most emails.
How can I disagree in a meeting without sounding rude?
Start with something positive, then give your view: That’s a good point, but I’m worried about the budget. Asking a question, such as Have we thought about the cost?, is also a gentle way to disagree.
What should I say if I don’t understand someone in a meeting?
It is completely normal to ask. Say Sorry, could you say that again? or Just to check, do you mean…? Most people are happy to explain.
Next step: test what you have learned on our practice page, and review the most common English mistakes before your next important email.
