In-Depth Tips from Dr English

The aim of the opening paragraph in a formal business email is generally to:

• make reference to previous correspondence/communication
• say how you found the recipient's name/address
• say why you are writing to the recipient.

The opening paragraph is important. A good opening should make clear the purpose of your email.

Here, we’ll present you with a number of common functional phrases for referencing different situations.

Reference to Previous Correspondence

Sometimes you may receive a letter or fax from a client or colleague but choose to reply by email.

But mostly you will reply to emails. You may think it’s unnecessary to include the date since it’s recorded in the email header, but in formal emails it’s still good practice to include it, especially if some time has elapsed between the initial email and your response. If you are responding on the same day, you can omit the date.

NOTE:

After the reference expression you must always have a comma and a second part to the sentence.

Incorrect: With reference to your email.

This sentence is incomplete since it lacks a subject and verb.

Correct: With reference to your email, I can confirm that the invoice has been paid.

This sentence is complete.

Reference to Your Own Previous Correspondence

Sometimes you may need to follow up on your own earlier correspondence if you haven’t yet received a reply.

Reference to Previous Verbal Communication

You may have spoken to someone on the phone or at a meeting and will need to refer to this in your opening.

Reference by Thanking

A polite way to start your email is to thank someone for their correspondence to you or for meeting you.

Saying Why You’re Writing

Making Reference to Questions

If you have received correspondence in which the writer asked you a question, you can start your reply with these phrases.

Replying to Someone's Request

If you have received correspondence in which the writer has asked you to do something, you can start your reply with these phrases.

Making Reference to Something your Reader Knows

If you are writing to confirm something that has been previously discussed, you can use these phrases.

Making Reference to Something You’ve Seen

If you are writing about a notice or advertisement posted somewhere, you should refer to it including where and when you saw it.