Expert · English at work and interviews · topic 49 of 59 · 16 min
Office emails and messages
Explanation
Every work email has the same parts: a subject line, a greeting, an opening line, the main point or request, a closing and your name. When each part does its job, people understand you in ten seconds and reply faster.
| Part | Good example | Avoid |
|---|---|---|
| Subject line | Leave request: 14 and 15 November | "Hi", "Urgent!!!" or an empty subject |
| Greeting (colleague) | Hi Ravi, | Hey dude, |
| Greeting (formal, client, senior) | Dear Ms Sharma, / Dear Mr Iyer, | "Dear Sir" when you know the name; "Respected Sir" outside India |
| Opening line | I'm writing to ask about... / Thanks for your quick reply. | Hope you and your family are fine and doing well and everything is good. |
| Request | Could you please send the invoice by Friday? | Please do the needful. |
| Closing | Thanks, / Best regards, / Kind regards, | Yours obediently, / Thanking you in anticipation |
"Respected Sir" and "Respected Madam" are common in Indian schools and government letters. In company emails, and especially with people abroad, they sound too formal (बहुत ज़्यादा औपचारिक). "Dear Mr Iyer" is respectful and modern. Use "Dear Sir or Madam" only when you really do not know the name.
I'm writing to ask about the training schedule.
Say it: aim RY-ting to AASK a-BOWT the TRAY-ning SHED-yool
मैं ट्रेनिंग के शेड्यूल के बारे में पूछने के लिए लिख रहा हूँ।
A clean first line that tells the reader why you are writing.
I've attached the report for your review.
Say it: aiv a-TACHT the ri-PORT for yor ri-VYOO
मैंने आपके देखने के लिए रिपोर्ट अटैच कर दी है।
"Please find attached the report" is still correct and fine in formal mail. "I've attached..." sounds more modern and friendly.
Could you please send me the invoice by Friday?
Say it: kud yoo pleez SEND mee the IN-voys by FRY-day?
क्या आप शुक्रवार तक मुझे इनवॉइस भेज सकते हैं?
A clear request plus a clear deadline (समय-सीमा) gets the fastest reply.
Just following up on my email from Monday.
Say it: just FOL-oh-ing UP on my EE-mayl from MUN-day
सोमवार वाले मेरे ईमेल के बारे में फिर से पूछ रहा हूँ।
A soft reminder. "Gentle reminder" is common in India; "Just following up" sounds friendlier everywhere.
Sorry for the late reply.
Say it: SOR-ee for the LAYT ri-PLY
देर से जवाब देने के लिए माफ़ी।
Let me know if you have any questions.
Say it: let mee NOH if yoo hav EN-ee KWES-chunz
कोई सवाल हो तो मुझे बताइए।
Old office phrases and better ones
| Old phrase | The problem | Say instead |
|---|---|---|
| Please do the needful. | The reader must guess what "needful" is. | Could you please approve my leave for 14 and 15 November? |
| PFA | A short form; it can look careless. | I've attached the file. / Please find the file attached. |
| Kindly revert. | Abroad, "revert" means "go back to an old state", not "reply". | Could you get back to me by Thursday? |
| Kindly approve. Kindly check. Kindly send. | "Kindly" in every line sounds old-fashioned and stiff. | Could you please approve...? (use "kindly" rarely) |
| Dear Sir, (to Mr Iyer) | Sounds like a form letter. | Dear Mr Iyer, |
A short sample email
| Part | Sample |
|---|---|
| Subject | Leave request: 14 and 15 November |
| Greeting | Hi Ravi, |
| Opening | I'm writing to request two days of leave on 14 and 15 November for my cousin's wedding. |
| Details | I'll finish the client report by 13 November, and Neha has agreed to take my calls. |
| Request | Could you please approve this by Friday? |
| Closing | Thanks, Anjali |
WhatsApp, Teams and Slack at work
Work chat is shorter than email but still professional. Put your greeting and your question in one message; do not send only "Hi" and wait. Write full words ("please", not "pls"; "you", not "u"). Avoid late-night messages unless it is urgent, and ask before sending long voice notes to a senior.
Hi Neha, quick question: is the client call at three or four today?
Say it: hai NAY-haa, KWIK KWES-chun: iz the KLY-unt KAWL at THREE or FOR to-DAY?
हाय नेहा, एक छोटा सवाल: आज क्लाइंट कॉल तीन बजे है या चार बजे?
Watch the lesson
Office emails and messages · 1/7
Hello! Today we learn to write clear, polite office emails and work messages.
Prefer a video by a teacher? Find free videos on “professional email writing in english for office in hindi” on YouTube ↗
In real life: Checking an email with a senior colleague
Priya: Sanjay, could you check this email before I send it to the client? Sanjay: Sure. Hmm, the subject only says "Hi". Write "Revised quote for the website project". Priya: Okay. I also wrote "Respected Sir". Is that fine? Sanjay: You know his name, so write "Dear Mr Thomas". It's polite and modern. Priya: At the end I wrote "Kindly do the needful and revert ASAP." Sanjay: Say exactly what you need: "Could you please confirm the quote by Thursday?" Priya: That's much clearer. Should I write "PFA" for the attachment? Sanjay: Write "I've attached the revised quote." Then close with "Best regards" and your name. Priya: Done. Thanks, Sanjay! That was really helpful.
Practice (0/4 done)
Read this email request aloud, clearly and politely.
Could you please send me the updated report by Friday? Thanks for your help.
क्या आप शुक्रवार तक मुझे अपडेट की हुई रिपोर्ट भेज सकते हैं? आपकी मदद के लिए धन्यवाद।
Listen and type the sentence.
Write a short email to a client called Mr Thomas. You sent him a quote last week and he has not replied. Follow up politely and ask him to confirm by Thursday.
Which closing is best for a normal work email?
Quick quiz
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