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Back to Speak English With Vanessa

Work & Business

Business English: 3 Email Expressions [Advanced Professional English]

Organize polite professional emails with phrases for acknowledging contact, directly answering a question, and inviting genuine follow-up.

Read the full lesson summary

Vanessa introduces three expressions that can help organize a polite professional email: “reach out” near the beginning, “to answer your question about” or “as for your question about” when responding in the middle, and “If you have any questions, feel free to contact me” near the end. They are examples of phrasing, not mandatory rules; writers should choose language that fits the recipient and purpose.

“Reach out” is a figurative phrasal verb meaning contact someone. If a person writes to share a product or opportunity, Vanessa suggests replying, “Thank you for reaching out to me about this opportunity.” She notes that “Thank you for contacting me about this opportunity” means essentially the same thing. A writer can also use the phrase to begin an email they initiate: “I’m reaching out to you today because…” followed by the reason for writing. This makes the purpose clear while maintaining a courteous tone.

For the body of the email, Vanessa demonstrates a direct response to a question about international shipping. “To answer your question about international shipping, we do ship internationally” repeats the topic so the reader can see what is being answered. “As for your question about international shipping…” is another way to introduce the answer. These phrases can make an email easier to follow, especially when the message covers multiple topics.

At the end, “If you have any questions, feel free to contact me” signals that the sender is available to help. Vanessa explains that some writers worry about inconveniencing the recipient; this closing reassures the reader that follow-up is welcome. The shorter “feel free to ask me” is another option. In real professional communication, availability should be stated honestly and the closing should suit the relationship and workplace norms.

To practise, draft a short email with a clear opening reason, a direct answer to one question, and a closing offer of help. Use only the expressions that fit the situation. The goal is organized, courteous communication—not adding formal-sounding phrases where they are unnecessary.

S2.1
Speak English With VanessaAmerican English05:22

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Transcript

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Select an expression for its meaning · 0:00

Introducing three expressions for polite professional emails

Hi, I'm Vanessa from Speak English with Vanessa.com. How can you professionally write an email? There are many expressions you can use politely in emails. Today I want to talk about three that will help organize your email and show that you're professional and polite. The first expression is at the beginning of the email, the next one is in the middle, and the final one is at the end. Let's start with the first expression, which uses the phrasal verb ‘reach out.’

Try it: Draft a brief, polite email: acknowledge why you are writing, answer one question, then close with an offer to help. Use only the expressions that fit your real situation.

Phrase cheat sheet

All phrases at a glance

Review each expression, hear it, save it, or jump to where it appears in the video.

11 phrases

reach out

Using reach out to acknowledge incoming contact · expression

Contact someone, usually by starting a conversation or sending a message.

Tone and use: Polite and common in professional English. Use it when describing an email or other contact you initiate or receive.

May not fit: It is figurative; it does not mean physically reaching with your arm.

Example“I’m reaching out to schedule a short meeting.”

Thank you for reaching out to me about this opportunity

Using reach out to acknowledge incoming contact · expression

A polite reply acknowledging someone’s message about an opportunity.

Tone and use: Professional and appreciative. Use it to thank someone who contacted you with an idea or offer.

May not fit: Replace “this opportunity” with the actual topic when clarity is needed.

Example“Thank you for reaching out to me about the position.”

Thank you for contacting me about this opportunity

Using reach out to acknowledge incoming contact · expression

A direct alternative to thanking someone for reaching out.

Tone and use: Professional and neutral. Use it when acknowledging someone’s message.

May not fit: Avoid repeating “contact” several times in the same email.

Example“Thank you for contacting me about the partnership.”

I’m reaching out to you today because

Using reach out to introduce your own reason for writing · expression

A phrase that introduces the reason you are writing.

Tone and use: Polite and direct. Use it at the beginning of an email you initiate, followed by your purpose.

May not fit: Complete the sentence with a clear reason.

Example“I’m reaching out to you today because we need to confirm the meeting time.”

introducing your topic

Using reach out to introduce your own reason for writing · expression

Starting to explain the subject of a message or discussion.

Tone and use: Neutral instructional phrase. Use it to describe the purpose of an opening sentence.

May not fit: An opening should not delay the main point unnecessarily.

Example“The first paragraph is for introducing your topic.”

to answer your question about

Organizing a direct answer to an email question · expression

A phrase that signals a direct response to a specific question.

Tone and use: Professional and organizing. Use it before naming the topic of the question and giving the answer.

May not fit: Make sure the following information actually answers the question.

Example“To answer your question about delivery, we can ship internationally.”

as for your question about

Organizing a direct answer to an email question · expression

A phrase that introduces a response to a particular question or topic.

Tone and use: Neutral and professional. Use it to shift to or identify one topic among several.

May not fit: It can sound slightly formal; a direct answer may be simpler.

Example“As for your question about pricing, I’ll send the details today.”

If you have any questions

Inviting further questions with a courteous closing · expression

A conditional phrase inviting the reader to ask for more information.

Tone and use: Courteous and common in email closings. Use it before offering a way to follow up.

May not fit: Only invite follow-up if you are prepared to respond.

Example“If you have any questions, please let me know.”

feel free to contact me

Inviting further questions with a courteous closing · expression

A polite invitation to get in touch without feeling it is an imposition.

Tone and use: Professional and reassuring. Use it in a closing when follow-up is genuinely welcome.

May not fit: It can sound formulaic if the invitation is not sincere.

Example“Feel free to contact me if anything is unclear.”

answer gladly

Inviting further questions with a courteous closing · expression

Respond to questions willingly and positively.

Tone and use: Warm, professional. Use it to show you are willing to help with follow-up.

May not fit: A more natural contemporary phrasing is often “I’d be happy to answer your questions.”

Example“I’ll gladly answer your questions.”

a polite statement you would use in an email

Practising a professional email sentence · expression

A courteous sentence suitable for written professional communication.

Tone and use: Instructional phrase. Use it when practising email language.

May not fit: Tone depends on the relationship and purpose.

Example“Write a polite statement you would use in an email.”

Knowledge check

Practice the phrases you heard

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What it means · “reach out”

What does “reach out” mean in Vanessa’s email lesson?