Business English Phrases for the US Workplace: 40 Phrases for Emails and Meetings (With Quiz)
Short answer: American workplace English is friendly but direct. Use a polite request (“Could you please…?”), a clear subject line and a short closing such as “Best regards,” and avoid slang in first emails to people you do not know.
Email openings and closings
| Use | Example |
|---|---|
| Formal opening | Dear Ms. Carter, |
| Friendly professional opening | Hello Alex, |
| Saying why you are writing | I’m writing to ask about the open marketing position. |
| Thanking someone | Thank you for getting back to me so quickly. |
| Closing a formal email | Best regards, |
| Closing a friendly email | Thanks, / Best, |
| Closing line | Please let me know if you have any questions. |
| Attachments | I’ve attached the report for your review. |
Making requests politely
| Instead of | Say |
|---|---|
| Send me the report. | Could you please send me the report? |
| I need this today. | Would it be possible to get this by 5 p.m. today? |
| Call me. | Do you have time for a quick call this afternoon? |
| Tell me what you think. | I’d appreciate your feedback. |
Following up and being clear about time
| Phrase | Meaning |
|---|---|
| I’m following up on my email from Monday. | I’m checking whether you saw my earlier message. |
| Let’s circle back on this next week. | Let’s discuss it again next week. |
| I’ll keep you in the loop. | I’ll keep you informed. |
| Please send it by EOD. | By the end of the day. |
| ASAP | As soon as possible. |
| Let’s touch base on Friday. | Let’s have a brief check-in on Friday. |
Declining and disagreeing politely
| Instead of | Say |
|---|---|
| No. | Unfortunately, I won’t be able to join. |
| That’s wrong. | I see it a little differently. Could we look at the numbers again? |
| I can’t do that. | I don’t have the capacity for that this week. Could we move it to next week? |
In meetings and on calls
| Use | Example |
|---|---|
| Starting | Thanks, everyone, for joining. Let’s get started. |
| Asking for repetition | Sorry, could you repeat that? |
| Adding a point | If I could add one thing… |
| Agreeing | That makes sense. I agree. |
| Ending | Let’s recap the action items before we wrap up. |
Tips for the US workplace
- Use first names unless the other person signs with a title.
- Keep subject lines specific: “Q3 budget review, Thursday at 2 p.m.”
- Put the main request in the first two sentences.
- Avoid idioms in a first email to someone from another country.
See also: common American idioms and American vs. British English.
Take the business English quiz
1.Which is the most appropriate opening for a first email to an unknown manager?
"Dear Ms. Carter," is polite and professional for a first message.
2.Which request is the most polite?
"Could you please…?" is a polite request form.
3."I'm following up on my email from Monday." What does it mean?
Following up means checking on or continuing an earlier message.
4.Which closing is appropriate for a formal email?
"Best regards," is a standard professional closing.
5."Let's circle back on this next week." What does it mean?
Circle back means to return to a topic later.
6."I'll keep you in the loop." What does it mean?
Keep someone in the loop means keep them informed.
7.Which sentence declines an invitation politely?
It is polite and professional.
8."Please send it by EOD." What does EOD mean?
EOD means end of day.
9.What does "ASAP" stand for?
ASAP means as soon as possible.
10.Which phrase asks someone to change a meeting time?
Reschedule means to change the time of a planned event.
Frequently asked questions
How formal should business email be in the US?
Most US workplaces are friendly but professional. Use a polite request, a clear subject line and a short closing, and avoid slang in first emails.
What does touch base mean?
Touch base means to briefly contact or check in with someone.
Are idioms okay in business English?
Common ones are fine with colleagues you know. Avoid them in first emails or with international readers, because they may be unclear.
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