Intermediate · B1 / B2 · Work

Writing & Replying to Work Emails

Your goal: write clear, polite emails with the right level of formality, subject lines, and follow-ups.

1

Survival Phrases

Opening

  • Hi Sam, / Dear Mr Patel,
  • I hope you're well. / Hope you had a good weekend.
  • Following up on our chat yesterday, …

Making a request

  • Could you send over the figures by Thursday?
  • Would it be possible to move the call to 3?
  • Let me know if you need anything else from me.

Clarifying

  • Just to confirm, we're going ahead with option B.
  • Could you double-check the attachment?
  • I've attached the brief — let me know if anything's unclear.

Closing

  • Thanks in advance, / Many thanks,
  • Looking forward to your reply.
  • Best, / Kind regards, / Cheers,
2

Model Dialogue

Read the dialogue aloud twice — once for each speaker. Notice how B picks up A's words and adds something.

Email 1 (request): Hi Sam, Hope you're well. Following up on yesterday's chat — could you send over the Q3 figures by Thursday? I need them for the board update. If anything's unclear, happy to jump on a quick call. Many thanks, Marina

Reply: Hi Marina, Sure — I'll have them over by Wednesday EOD. Should I include the regional breakdown too? Best, Sam

Follow-up: Hi Sam, Just checking in on this — were you able to send the figures? No rush, but I'd like to prep the deck tonight. Thanks! Marina

3

Register: formal vs informal

SituationMore formalMore informal / natural
GreetingDear Mr Patel, / I hope this email finds you well.Hi Sam, / Hope you're good.
RequestingI would be grateful if you could send the figures.Could you send the figures over?
RemindingI'm writing to remind you that the figures are due Thursday.Just a nudge — figures due Thursday.
Signing offKind regards, / Yours sincerely,Cheers, / Thanks,
At B1/B2 the line between formal and informal is often tone and softeners (just, a bit, possibly), not different words. Soften requests when the stakes are higher.
4

Typical Mistakes (B1/B2 & Portuguese interference)

  • Dear Mr. Sam, → Hi Sam, / Dear Sam, ((Sam é nome, não Mr.))
  • I am writing you for ask… → I'm writing to ask… ((to ask, não for ask))
  • Please find attached the document. → Please find the document attached. / I've attached the document. ((ordem mais natural))
  • I wait your answer. → I look forward to your reply. ((wait ≠ look forward to))
  • We will have a meeting about the project on Friday at 3. → We'll meet on Friday at 3 to discuss the project. ((simplificar))
  • Re: your email, I agree. → Thanks for your email — I agree. ((Re: soa frio))
5

Culture Note

  • Subject lines matter — 'For action: Q3 figures by Thu' beats 'Q3' every time; people decide what to open by subject.
  • 'As per my last email' reads as passive-aggressive — re-state the point plainly instead.
  • Reply-all is often a mistake: check whether the whole chain needs your answer.
  • In English-speaking work culture, short and clear beats long and polite; one ask per email.
6

Practical Task

  1. Write the three emails above adapted to your real context.
  2. Record yourself reading them aloud — check they sound natural.
  3. Write one polite follow-up after no reply.
  4. Real-life mission: find one real work email in English and improve its subject line.

Before you finish, can you…

  • ☐open and close an email at the right formality?
  • ☐make a clear request with a deadline?
  • ☐send a polite follow-up?
  • ☐write a clear subject line?
Bring your three emails — the teacher role-plays a busy colleague who 'didn't see' the first email.