Useful Business English Phrases-1

Business English: Participating in a Meeting

The following phrases are used to participate in a meeting. These phrases are
useful for expressing your ideas and giving input to a meeting.
Getting the Chairperson's Attention
(Mister/Madam) chairman.
May I have a word?
If I may, I think...
Excuse me for interrupting.
May I come in here?
Giving Opinions
I'm positive that...
I (really) feel that...
In my opinion...
The way I see things...
If you ask me,... I tend to think that...
Asking for Opinions
Are you positive that...
Do you (really) think that...
(name of participant) can we get your input?
How do you feel about...?
Commenting
That's interesting .
I never thought about it that way before.
Good point!
I get your point.
I see what you mean.
Agreeing
I totally agree with you.
Exactly!
That's (exactly) the way I feel.
I have to agree with (name of participant).
Disagreeing
Unfortunately, I see it differently.
Up to a point I agree with you, but...
(I'm afraid) I can't agree
Advising and Suggesting
Let's...
We should...
Why don't you....
How/What about...
I suggest/recommend that...
Clarifying
Let me spell out...
Have I made that clear?
Do you see what I'm getting at?
Let me put this another way...
I'd just like to repeat that...
Requesting Information
Please, could you...
I'd like you to...
Would you mind...
I wonder if you could...
Asking for Repetition
I'm afraid I didn't understand that. Could you repeat what you just said?
I didn't catch that. Could you repeat that, please?
I missed that. Could you say it again, please?
Could you run that by me one more time?
Asking for Clarification
I don't quite follow you. What exactly do you mean?
I'm afraid I don't quite understand what your are getting at.
Could you explain to me how that is going to work?
I don't see what you mean. Could we have some more details, please?
Asking for Verification
You did say next week, didn't you? ('did' is stressed)
Do you mean that...?
Is it true that...?
Asking for Spelling
Could you spell that, please?
Would you mind spelling that for me, please?
Asking for Contributions
We haven't heard from you yet, (name of participant).
What do you think about this proposal?
Would you like to add anything, (name of participant)?
Has anyone else got anything to contribute?
Are there any more comments?
Correcting Information
Sorry, I think you misunderstood what I said.
Sorry, that's not quite right.
I'm afraid you don't understand what I'm saying.
That's not quite what I had in mind.
That's not what I meant.
Keeping the Meeting On Target (time, relevance, decisions)
We're running short of time.
Well, that seems to be all the time we have today.
Please be brief.
I'm afraid we've run out of time.
I'm afraid that's outside the scope of this meeting.
Let's get back on track, why don't we?
That's not really why we're here today.
Why don't we return to the main focus of today's meeting.
We'll have to leave that to another time.
We're beginning to lose sight of the main point.
Keep to the point, please.
I think we'd better leave that for another meeting.
Are we ready to make a decision?

It is important that whether for business or personal use that you follow the basics of email
etiquette. This document covers for you the top tips for email etiquette that everyone needs to be
aware of and follow. By doing so you will be a joy to communicate with while being perceived
as a caring and intelligent human being.

Sending Emails
1. Make sure your e-mail includes a courteous greeting and closing. Helps to make your e-
mail not seem demanding or terse.
2. Address your contact with the appropriate level of formality and make sure you spelled
their name correctly.
3. Spell check - emails with typos are simply not taken as seriously.
4. Read your email out loud to ensure the tone is that which you desire. Try to avoid
relying on formatting for emphasis; rather choose the words that reflect your meaning
instead. A few additions of the words "please" and "thank you" go a long way!
5. Be sure you are including all relevant details or information necessary to understand
your request or point of view. Generalities can many times causing confusion and
unnecessary back and forths.
6. Are you using proper sentence structure? First word capitalized with appropriate
punctuation? Multiple instances of !!! or ??? are perceived as rude or condescending.
7. If your email is emotionally charged, walk away from the computer and wait to reply.
Review the Sender's email again so that you are sure you are not reading anything into
 the email that simply isn't there.
8. If sending attachments, did you ask first when would be the best time to send? Did you
check file size to make sure you don't fill the other side's inbox causing all subsequent e-
mail to bounce?
9. Refrain from using the Reply to All feature to give your opinion to those who may not be
interested. In most cases replying to the Sender alone is your best course of action.
10. Make one last check that the address or addresses in the To: field are those you wish to
send your reply to.
11. Be sure your name is reflected properly in the From: field. Jane A. Doe (not jane, jane
doe or JANE DOE).
12. Type in complete sentences. To type random phrases or cryptic thoughts does not lend to
clear communication.
13. Never assume the intent of an email. If you are not sure -- ask so as to avoid unnecessary
misunderstandings.
14. Just because someone doesn't ask for a response doesn't mean you ignore them. Always
acknowledge emails from those you know in a timely manner.
15. Be sure the Subject: field accurately reflects the content of your email.
16. Don't hesitate to say thank you, how are you, or appreciate your help!
17. Keep emails brief and to the point. Save long conversations for the old fashioned
telephone.
18. Always end your emails with "Thank you," "Sincerely," "Take it easy," "Best regards" -
something!

Formatting Emails
19. Do not type in all caps. That's yelling or reflects shouting emphasis.
20. If you bold your type, know you are bolding your statement and it will be taken that way
by the other side - X10!
21. Do not use patterned backgrounds. Makes your email harder to read.
22. Stay away from fancy-schmancy fonts -- only the standard fonts are on all computers.
23. Use emoticons sparingly to ensure your tone and intent are clear.
24. Typing your emails in all small case gives the perception of lack of education or
laziness.
25. Refrain from using multiple font colors in one email. It makes your email harder to view
and can add to your intent being misinterpreted.
26. Use formatting sparingly. Instead try to rely on choosing the most accurate words
possible to reflect your tone and avoid misunderstandings in the process.

Email Attachments
27. When sending large attachments, always "zip" or compress them before sending.
28. Never send large attachments without notice! Always ask what would be the best time to
send them first.
29. Learn how to resample or resize graphics to about 600 pixels in width before attaching
them to an email. This will greatly reduce download time.
30. Never open an attachment from someone you don't know.
31. Be sure your virus, adware and spyware programs are up to date and include scanning of
your emails and attachments both incoming and outgoing.
32. It is better to spread multiple attachments over several emails rather than attaching them
all to one email to avoid clogging the pipeline.
33. Make sure the other side has the same software as you before sending attachments or
they may not be able to open your attachment. Use PDF when possible.

To, From, CC, BCc, RR, Subject:

34. Only use Cc: when it is important for those you Cc: to know about the contents of the
email. Overuse can cause your emails to be ignored.
35. Don't use Return Receipt (RR) on every single email. Doing so is viewed as intrusive,
annoying and can be declined by the other side anyway.
36. Include addresses in the To: field for those who you would like a response from.
37. Include addresses in the Cc: field for those who you are just FYI'ing.
38. Make sure your name is displayed properly in the From: field.
39. Remove addresses from the To:, CC; and BCc: field that don't need to see your reply.
40. Always include a brief Subject. No subject can get your email flagged as spam.
41. Think about your motives when adding addresses to To:, CC:, BCc. Use your discretion.
42. Never expose your friend's or contact's email address to strangers by listing them all in
the To: field. Use BCc:!
43. Make sure when using BCc: that your intentions are proper. To send BCc: copies to
others as a way of talking behind someone's back is inconsiderate.

Email Forwarding
44. Don't forward emails that say to do so--no matter how noble the cause may be. Most are
hoaxes or hooey and may not be appreciated by those you send to.
45. If someone asks you to refrain from forwarding emails they have that right and you
shouldn't get mad or take it personally.
46. When forwarding email, if you cannot take the time to type a personal comment to the
person you are forwarding to--then don't bother.
47. Don't forward anything without editing out all the forwarding >>>>, other email
addresses, headers and commentary from all the other forwarders.
48. If you must forward to more than one person, put your email address in the TO: field and
all the others you are sending to in the BCc: field to protect their email address from
being published to those they do not know. This is a serious privacy issue!
49. Be careful when forwarding email on political or controversial issues. The recipient may
not appreciate your POV.

Email and Perception, Privacy, Copyright

50. Choose your email address wisely. It will determine, in part, how you are perceived.
51. Try not to make assumptions when it comes to email. Always ask for clarification before
 you react.
52. Posting or forwarding of private email is copyright infringement -- not to mention
downright rude. You need permission from the author first!
53. Even though it isn't right; emails are forwarded to others. Keep this in mind when typing
about emotional or controversial topics.
54. When there is a misunderstanding by email, don't hesitate to pick up the old fashioned
telephone to work things out!
55. Know that how you type, and the efforts you make or don't make will indicate what is
important to you and if you are an educated courteous person.
56. If you forward an email that turns out to be a hoax, have the maturity to send an apology
follow up email to those you sent the misinformation to.
57. When filling out a contact form on a Web site, do so carefully and with clarity so your
request is taken seriously.
58. If a friend puts your e-mail address in the To: field with others you do not know, ask
them to no longer expose your address to strangers without your permission.

Business Email
59. Think of your business email as though it was on your business letterhead and you'll
never go wrong!
60. If you cannot respond to an email promptly, at the very least email back confirming your
receipt and when the sender can expect your response.
61. Emailing site owners about your product or service through the site form is still spam.
Ask them if they want more info first!
62. When replying to emails always respond promptly and edit out unnecessary information
from the post you are responding to.
63. Formality is in place as a courtesy and reflects respect. Assume the highest level of
formality with new email contacts until the relationship dictates otherwise. Refrain from
getting too informal too soon in your email communications.
64. Never send anyone an email they need to unsubscribe from when they didn't subscribe in
the first place!
65. Be very careful how you use Reply to All and Cc: in a business environment. Doing so
for CYA or to subtlety tattle can backfire and have your viewed as petty or insecure.
66. When replying to an email with multiple recipients noted in the To: or Cc: fields, remove
the addresses of those who your reply does not apply to.
67. Never send business attachments outside of business hours and confirm that the format
in which you can send can be opened by the other side.

IM, Blackberry
68. With IM and Chat, try not to be overly cryptic or your meaning can be misread.
69. Use Instant Messaging (IM) for casual topics or informational briefs. IM is not the place
for serious topics or confrontational issues.
70. Start by always asking if the person you are IMing is available and if it is a good time to
chat. Refrain from IMing during meetings or when your attention is required.
71. Practice communicating briefly and succinctly.
72. Use IM for casual topics or informational briefs. Serious topics are not for IM.
73. IMing is not an excuse to forget your grade school education.
74. If you are not a smooth multi-tasker, do not continue multiple IM sessions and leave
folks hanging while you communicate with others.
75. Learn how to use the features of your IM program. Specifically your "busy" and "away"
message features.
76. Never IM under an alias to take a peek at friends' or associates' activities.
77. Take into consideration who you are communicating with to determine the acronyms and
emoticons that should be used - if at all.

Email and Blogs, Forums, Message Boards

78. Keep in mind when in newsgroups or message boards that you are in a global arena.
Read the charters and rules - before you post.
79. When discussions get out of control; don't stoop to name-calling or profanities. You are
better than that!
80. Keep your signature file to no more than 4-5 lines.
81. Keep commercialism to no more than a link at the end of your comment or contribution.
82. Stay on topic and discuss issues only relative to the thread/topic in question.
83. If new to the message board, "lurk" for awhile to get a feel for the community and
personalities of the regulars before you post.
84. Never give out personal information or specifics to your location on message boards.
85. Keep in mind there will always be differences of opinion. Try to remain objective and
not personalize issues.
86. Don't fall for trolls. Trolls are folks who will post rude comments just to get a rise out of
everyone.
87. Be sure to down edit, or remove any part of the post you are replying to that is no longer
necessary to the ongoing conversation.

Email Considerations...
88. Before getting upset because you perceive someone didn't respond, check to see if their
reply was inadvertently deleted or sent to your Trash or Junk folder.
89. With emotionally charged emails, wait until the next morning to see if you feel the same
before clicking Send.
90. Feel free to modify the Subject: field to more accurately reflect a conversation's
direction.
91. When it comes to your email communications, know who you can trust; trust only those
you know.
92. Take the time to review each email before clicking Send to ensure your message is clear
and you are relaying the tone that you desire.
93. Never use an old email to hit reply and start typing about an entirely new topic.
94. Regardless of how noble a forwarded email may be, don't just forward without
investigating its authenticity @ Snopes.com.
 95. Always add the email addresses of Web sites and new contacts immediately to your
approved senders or address book so they get through Spam filters.
96. Before completing a Web site's Contact form; make an effort to review the site to be sure
the information you seek is not already available.
97. Take a quick look at the e-mails in your Trash before you delete them just in case a good
e-mail landed there by mistake.
98. If any email states to forward to all your friends, or just 5 people -- do everyone a favor
and just hit delete!
99. Don't mass e-mail people who didn't ask to be on your personal "mailing list".
100. Double check that your adware, spyware and virus programs are set to
automatically update at least once each week so the software knows what to protect you
from.
101. And finally... Type unto others as you would have them type unto you!

How to write better emails

1. Use a descriptive subject line.

Say what the email is about in a few words. Instead of writing "Urgent", write "Meeting at 10am
about pay rise".
Use a subject line each time you reply to an email, to avoid subject lines starting Re: or R:R:
Be careful to avoid writing general subject lines, such as "Hello" or "Hi", as some email
providers automatically delete these as spam.

2. Keep your emails short.

Try to keep to only one point in each email. If necessary, you can send more emails on different
points. If you write a descriptive subject line for each email, it's easier for your reader to
understand the content of your email.
You don't need to quote all the previous messages in the one you send. You can selectively
quote (only including the previous question, for example) by using the angle brackets < < quote
here >>.

3. Write simple, direct English.

This is especially important if you're writing to someone whose first language is not English.

Here are some ways of writing simple English:

- use active forms instead of passive forms
- write short sentences rather than long ones (if in doubt, stick to a “who did what to who,
how, where and when)
- don't use idioms
- use common words rather than technical or jargon words if your reader is not in the same field
as you

4. Make sure your reader knows what to do next.

Help your reader act on your email. For example, if you want your reader to find some
information for you, write "Please can you find me the sales figures for 2009" instead of the
vaguer "I'm going to need the sales figures for 2009".

5. Reduce the amount of email you send.

Most people receive more – rather than less – email every day. Here are some ways you
can reduce the number of emails you send to people:

- make a phone call rather than write an email. This is particularly effective if you only want a
quick piece of information
- only send an email to the people who need to see it. Don't automatically click "reply to all" if
only one or two people need to read your message.
- don't take part in chain emails (when you have to forward something on to five of your best
friends, for example)
- don't reply to spam

6. Don't send heavy attachments.

If possible, send a zip file, or give web addresses where your reader can find information.

7. Be careful what you write in your email.

Try to make your emails informative and polite, and use a neutral tone. Remember that your
reader could forward your email to other people, so only write what you would be happy for
other people to read. (No gossip, no personal comments, no confidential information and no
ambiguous English such as sarcastic humour.)
Avoid using emoticons and smilies in business emails, or too many exclamation marks.

8. Check your email before you send it.

Use a spell check to eliminate spelling mistakes. Read your email aloud to check for grammar
and punctuation errors. Ask yourself these questions:
"Is this clear?"
"Does my reader know what to do next?"
"Is this polite?"

Samples for writing emails

There are a number of ways to start the email. In many cases, you can copy the sender and use
the same greeting, but if you are the one to write first, here are some possible greetings.

- Friends and colleagues

"Hi" is informal, and you can use it for friends and colleagues.
You can also use "Hello" or "Hello + first name" if you know the person well.

- For acquaintances
Use "Dear Mr Jones" / "Dear Ms Jones" if you know the name of the person. Like with letters,
use Ms instead of Miss or Mrs.

- Formal emails
If you don't know the name of the person, you can write "Dear Sir", "Dear Madam" or "Dear Sir /
Madam".

- Writing to a group of people

If you are writing to a group of people, you could use a collective noun:
"Dear customers", "Dear partners".

If you are writing to a group of people who work in the same company or department, you could
write "Dear All", "Dear colleagues", or "Hello everyone".

- Writing to a group of bosses in your company

Here you could write "Dear Managers", "Dear Directors" or "Dear Board members".

- No greeting
Often in companies, you write quick emails to colleagues. Using email in this way is almost like
using the telephone. In these situations, you don't need to write any greeting or name, but just
start the message.

Starting your email

Your first sentence should tell the reader what your email is about. Here are four of the most
common reasons for writing an email, along with some sentences you can use to start:

1. Replying to a previous email

Thanks for the information.

Thanks for your phone call.
Thanks for getting me the figures.
2. Giving brief updates

Just a quick note to tell you…

Just a quick note to let you know…
Just to update you on…

3. Referring to an attachment

Take a look at the attached file.

Have a quick look at the file I've attached about…
Thought you might find the attached interesting.

4. Changing plans

Sorry, but I can't make the meeting tomorrow.

Sorry, but I won't be able to meet you next week.
Sorry, but something has come up and I can't meet you for lunch.

Your first sentence should only have one theme. For example, your reason for writing may be to
ask for help, or to share some information, or to ask a question. Your first sentence for these
different situations could be:

"Have you got a few minutes to help me with…?"

"Just wanted to let you know…"
"Regarding X, can you tell me if…?"

If you have more than one reason for writing, give each reason its own paragraph. It doesn't
matter if your paragraph is only one line long. In fact, the extra space helps your reader to
understand you have more than one reason for writing, and that each reason is different from
the other.

Sample email writing

Hi Jo

Just wanted to let you know we got the project! They're signing tomorrow, so we should be
starting the planning next week.

Regarding your presentation to them last year, do you still have the powerpoint files?
Thanks

Stating Your Opinion

In my opinion, According to me,

In my view, To me,

From my point of view, I think

It seems to me that I believe

From my perspective To my way of thinking

It appears that I suppose

I realize I understand

I imagine I feel

Giving Examples

For example, For instance,

such as In other words,

as like

that is namely

To illustrate To paraphrase

Comparing

Similar to As...as

in common also

Either...or In the same way,

 Neither...nor At the same time

Just as resemble

Contrasting

However, But

On the contrary, On the other hand,

Differ from Nevertheless

Although Though

Otherwise Instead

Alternatively, Even though

Generalizing

Generally, Generally speaking,

Overall, On the whole,

In general, By and large,

It seems to me that I believe

All in all, Basically,

Essentially, As a rule,

All things considered For the most part

Expressing Certainty

Certainly, Undoubtedly,
 Doubtless, No doubt,

Definitely, Of course,

Expressing Partial Agreement

More or less, To some extent,

Up to a point, Almost,

In a way, So to speak,

Showing cause

Due to Because

Because of Owing to

Showing effect

Therefore, As a result,

Consequently, For this reason,

Thus, So,

thereby Eventually,

Hence, The reason why

Marking time

First, Last

Second, Lastly,
 Third, Then,

Firstly, First of all,

Secondly, Before

Thirdly, After

During While

To begin with At the same time

Simultaneously After this / that

Since Meanwhile

Afterwards Following this

When As soon as

Adding Information

Furthermore In addition

Also And

Moreover Similarly

Likewise As well as

Besides Too

Even What’s more

Expressing condition

If Whether

In case Unless
 Provided that So that

Concluding

To summarize In conclusion

Lastly, Finally,

To conclude with, In short,