Work Email & Phone Calls
Use these phrases when initiating, managing, and concluding professional correspondence or phone calls in a corporate environment.
Key Phrases
Hi Sarah, it's Alex from Accounting; I know you're absolutely swamped right now, so I'll try to keep this incredibly brief.
casualA considerate way to start an internal call when you know the other person is heavily occupied.
Good morning, this is David speaking; I hope I'm not catching you at a particularly inconvenient time?
politeA formal and respectful opening, often used when calling external clients or senior partners.
I'm just calling to touch base regarding the Q3 marketing figures we discussed on Tuesday.
neutralA standard, professional way to transition into the main topic of a telephone conversation.
I am writing to formally request an extension on the project deadline, given the recent unforeseen staffing shortages.
politeAppropriate for official emails requiring a documented request or addressing senior management.
Can we pencil in a quick sync for tomorrow afternoon, assuming you're not completely swamped?
casualCommon in modern corporate environments when casually coordinating with close colleagues.
Would you happen to have a window sometime next week to go over the revised specifications?
politeA soft, deferential way to ask for a portion of someone's valuable time.
Just bumping this to the top of your inbox, though there's absolutely no rush if you're tied up right now.
casualA very informal nudge, typically used over email or instant messaging with familiar peers.
I'm just circling back on my previous email, as I know things have been incredibly hectic on your end recently.
neutralPolitely reminds the recipient without sounding overly demanding or aggressively accusatory.
I'm afraid she's stepped away from her desk at the moment, but I can certainly pass along a detailed message.
neutralA polite, standard response when covering someone else's phone during their brief absence.
If you could just let him know I called, and ask him to call me back on my cell, that would be great.
neutralUS English. Standard way to ask for a return call to a mobile phone.
If you could just let him know I rang, and ask him to ring me back on my mobile, that would be great.
neutralUK English. The British equivalent of asking for a return call to a mobile phone.
Could you do me a huge favor and shoot those documents over to me before the end of the day?
casualInformal and direct; only appropriate for colleagues you have a genuinely strong working relationship with.
I was wondering if you might be able to expedite the approval process, given the extremely tight turnaround we're facing.
politeUses distancing grammar to carefully soften what is ultimately a rather demanding request.
While I completely understand where you're coming from, I don't think we have the bandwidth to take that on right now.
neutralA diplomatic way to refuse an assignment without shutting down the professional conversation entirely.
I'm afraid that's going to be a rather tough sell for the board, considering our current overarching budget constraints.
politeA very cautious, indirect refusal often deployed strategically when managing upwards.
Anyway, I know you've got a massive amount on your plate today, so I'll let you get right back to it.
casualA natural, friendly way to wrap up a call when you've taken up a colleague's time.