Useful emailing phrases

This is a edited list of the most important English emailing phrases. You should make sure you have learnt and can use the phrases below before trying to learn and use more complex and rarer phrases. 

Useful phrases for opening emails

Opening greeting to one person

• Dear Mr/ Ms/ Dr/ Professor + family name (= Dear Mr./ Ms./ Dr./ Prof + family name)
• Dear Alex
• Hi (John)
• Dear Sir or Madam

Opening greeting to more than one person

• Dear all
• Hi (everyone/ guys)
• To: All faculty members/ To: New recruits/ To: All members/ To:…

Useful email opening lines

Opening line mentioning the last contact between you

• Thank you for your email (yesterday/ of 12 May) about…
• Thanks for your email this morning/ earlier/ yesterday/ on Monday/ last week/…
• Thanks for your quick reply./ Thanks for getting back to me so quickly.
• Thanks for your phone call this morning/ the information about/ your interest in/ your help with/ your hospitality in…/…
• Thanks for sending me/ for contacting me about/ for attending/ asking us about/ informing us/ giving us feedback on/ inviting me to/ talking to me about…
• It was great/ so nice to see you again on Monday.
• (I) just read your email about/ (I) just got your message about/ (I) just got your request for…
• It was a pleasure/ my great pleasure to meet you last week.
• Sorry for my late reply/ Sorry it took me so long to get back to you/ Sorry not to reply sooner (but/ but I had to…).
• Thank you for finding the time to meet me/ talk to me/ attend…
• Sorry it’s been so long since I was last in touch/ since my last email.

Opening line with the subject of the email

• I’m writing to you about your latest model/ about the meeting next week/ about your presentation yesterday/ about…
• I am writing to you in connection with/ with regards to/ regarding/ concerning…
• I’m writing (in order) to ask/ to enquire/ to confirm/ to check/ to inform you/ to follow up on/ to let you know/ to tell you/ to thank you/ to invite you to/ to update you on/ to announce that/ to ask for a favour/ to…
• (This is) just a quick note to say…
• As promised/ As we discussed, I’m writing to send you/ to…
• I’m writing (to you) because I have just found out that/ because I thought you’d like to know that/ because I need/ because…
• Sorry to write out of the blue, but…
• Sorry to write again so quickly, but/ Sorry to bother again so soon, but…
• Sorry, in my last email I forgot to…

Social opening line/ Friendly opening line

• (I) hope you had a good weekend/ a good evening/ a good trip (to...)/ a good time/ a good holiday/ a good break/ a good…
• How’s it going?/ How are things?/ How’s life?/ How are you doing?
• I hope you (and your family) are (all) well.

Useful phrases for closing emails

Closing line talking about the next contact between you

Closing line when you need a reply

• I look forward to hearing from you (soon)./ (I’m) looking forward to hearing from you (soon).
• Please let me know if that’s okay/ if that is acceptable with you/ if that sounds okay/ if you can/ if you can help/ if you need an extension/ if you need to reschedule/ if…

Closing line offering more communication if needed

• (In the meantime) if you need any more information,…/ If you require any further information (about/ in order to/ before you/ to help you…/…)/ If you need any more info/ Need more info,…
• If you have any (more) questions (about…),…/ Any more Qs,…
• … please do not hesitate to contact me./… please contact me./ … please feel free to contact me./ please get in touch./ … just let me know./ … just drop me a line (at any time).

Closing line mentioning the next (face to face) meeting

• I look forward to seeing/ meeting you then.
• See you on Monday/ on…/ next week/ next…/ then.
• (I) hope we have the chance/ opportunity to meet again soon.

Other closing lines mentioning the next contact between you

• Speak to you soon/ then/ on Monday/ on…

Closing lines for (big) requests

• Thanks/ Thank you (in advance).
• Cheers.
• Any help (at all/ you can offer me)/ Any feedback you can give me (on this)/ Any assistance (you could give me in this matter) would be greatly appreciated/ would be highly appreciated/ would be much appreciated/ would be gratefully accepted.  

Closing lines with apologies/ Closing lines when responding to complaints

• I hope that is acceptable with you./ (I) hope that is okay (with you).
• Once again, please accept our apologies for any inconvenience caused/ for the inconvenience caused/ for the delay/ for…
• Thanks for your patience./ Thank you for your patience.
• Thanks for your understanding./ Thank you for your understanding.

Social closing lines/ Friendly closing lines

• Have a good evening/ day/ weekend/ holiday/ vacation/ break/ trip/...
• Send my love to John./ Say “Hi” to John from me./ Please send my (best) regards to John.

Other closing lines

• Thanks again (for all your help/ for the info/ for bringing this matter to my attention/ for…)
• (I) hope that helps.
• Sorry I couldn’t be more help.
• (I) hope that answers all your questions/ that’s clearer now/ that’s some help/ that meets with your approval/ that…

Useful closing greetings for emails

• Best regards
• Sincerely (yours)
• Best wishes
• All the best
• Best wishes

Different ways of writing your name at the end of emails

• Alex
• Alex Case
• Alex Case (Mr)
• A.M.Case (Mr)

Useful phrases for the main body of the email

Mentioning attachments etc/ Mentioning information elsewhere

• (For your reference,) please find the information/ the document/ some data/… attached.
• Please see (the information/ the website/ the diagram/ the…) below (for more details/ for…).
• If you look at the first line/ bullet point/ paragraph/ section/ page of… (below), you will see that…
• The parts in bold/ in red/ in green/… are my comments/ are my boss’s feedback/ are the changes in the second draft/ are…
• I’ve pasted in…. below./ I’ve copied in…. below./ I’ve put a copy of… below.
• I’ve attached…/ ... is attached.
• Here’s the… (that I promised/ that you asked for/ that I mentioned/ that…)
• More information on this is available at http://.../ on the intranet/ in pg.. of our catalogue/…

Highlighting important information

• Please note that…/ NB…

Requests

• Could you (possibly)…?
• Would you mind sending me/ …ing…?
• I was wondering if you could/ if you would be able to…
• I’d be very grateful if you could take action in the next few days/ if you could…
• I’d really appreciate (some help with)…

Enquiries/ Asking for information

• Could you (possibly) tell me…?
• (First of all) I’d like to know…
• My (first/ second/ third/ next/ last/ final) question is about…
• I (also) have a question about…
• (If possible) I (also) need to know…
• My three (main) questions are below./ Please find my three (main) questions below.

Answering questions/ Giving information

• You (also) asked us about…
• The answers to your question are below./ Please find my answers below.
• In answer to your first/ second/ third/ last question…
• To answer your question about…

Making arrangements/ Changing arrangements/ (Re) scheduling

• I’d like to meet on… if you are available/ free then.
• I’m available on… , if that is convenient/ okay with you.
• I’m afraid I can’t make… (because…) How about…?
• (Due to…) I’m afraid we need to put forward/ delay/ postpone/ put back/ cancel/ call off/ reschedule/ move/ rearrange…

Making complaints

• I’m afraid I was not (very) happy with…
• Unfortunately, … was not (really) what I expected.
• I’m afraid I was not (completely/ fully) satisfied with…

Apologising/ Replying to complaints

• I was sorry to hear about…
• (First of all) I would like to apologise for…
• Please accept our (sincerest) apologies for the inconvenience caused/ for any inconvenience caused/ for…

Instructions/ Commands/ Demanding action

• Just a (quick/ brief/ friendly) reminder that…
• (In future/ From now on/ From next week) please make sure that you…/ Please ensure that you…

Giving bad news

• We regret to inform you that…
• We are sorry to announce that…

Making announcements

• I/ We would like to inform you that…

Tones in Reading and Comprehension

Tones of Writing

The tone of the passage represents the author’s sentiment or attitude towards the subject being discussed. In other words, it’s the predominant emotion the author displays towards the subject. You probably react differently to different people in same or different situations. You may speak the same sentence in harsh or polite or sarcastic tone depending upon the context and people. Similarly, RC tones vary in different contexts with same or different subjects.

Learning to identify the tone will help you in multiple ways: answering the direct tone based questions as well as figuring out the implicit information and inferences. Tone of the passage is indicative of the message that the author wants to convey to the reader. The same set of words change their meaning if you speak them in a different tone.

Broadly, the tones used are subjective or objective. As you would guess, the objective tone is used when the author chooses to remain neutral and detached. On the other hand, a subjective tone reveals the attitude and emotions of the author with respect to the issue. Generally, following types of tones:

Acerbic/harsh/severe/bitter/caustic/vitrolic:

How would you express your dislike or disapproval for something or someone in a harsh way? Here comes the role of acerbic tone. The author reveals his disagreement with a particular theory or may express his disdain towards a person in an acerbic tone. Once you identify this tone, you will be able to answer the ‘author agree/disagree’ questions that follow the RC passage.

Angry/indignant:

Similar to the above type, this kind of tone shows the author’s anger towards the subject in a justified way. How do you justify your anger towards any unfair system? You may do so by some arguments, facts and examples regarding the subject. Similarly, the author intends to justify his anger by stating various reasons related to the issue.

Such RC passages revolve around biased systems or policies followed by the authorities. Questions based on such passages are generally direct and easy to answer.

Apologetic         

As the name states, this kind of tone is used to express remorse or guilt regarding the mishaps or tragedies that may have occurred in the past. RC passages based on this tone generally talk of theories related to world wars, natural disasters or other such catastrophes that have impacted mankind adversely. Such passages may also include a lot of facts and figures.

Belligerent/bellicose

In which tone do you think two warring parties talk to each other? As you would guess, they are aggressively hostile towards each other. This is when author adopts belligerent tone of writing. Think of the feelings that Allies and Axis powers had towards each other. RC passages based on this kind of tone are easily to understand and let you easily predict the answers to inference-based questions.

Biased  

While favouring one thing/person/group over the other, we tend to use a biased tone to display our inclination towards it. Similarly, the author uses a biased tone and presents arguments in favour of a particular thing/theory in the passage. Once you identify the author’s stand, you will be able to figure out the answers to the required questions.

Commiserating

This type of tone is used to express grief or show sympathy for a person or a group of people suffering from prejudiced practices or cultural norms. The author intends to familiarize the reader with the trauma undergone by the sufferers.

Condescending/Patronizing

A condescending tone implies an attitude of patronizing superiority of a particular thing/person/group. As you would expect, such RC passages may display snobbish or scornful tones with regard to things considered inferior in the author’s view.

Contemptuous/derisive/disparaging      

This kind of tone exhibits author’s disdain or contempt towards the subject. You will often find such passages treating the subject in a scornful and ridiculous way.

Cynical

How do tend to speak about people you find distrustful? Here comes the role of cynical tone. Passages written in cynical tone reveal author’s view of society being driven purely by self-interest.                 

Dogmatic           

You must have some firm beliefs and perspective regarding particular aspects of life. In what kind of tone will you speak about them? This is where dogmatic tone comes into play. When the author is assertive regarding his opinions, he uses a dogmatic tone to convey his viewpoint.

Emotional          

While narrating an incident/event/story, the author uses an emotional tone of writing in order to portray the feelings regarding the same. Such RC passages may appear complex and need to be reread to arrive at the right answer.

Ethical  

As you would know, the issues of ethics in business have assumed greater relevance in the growing corporate culture. Such RC passages commonly feature in CAT exam. The author employs an ethical tone to depict the issues of morality, righteousness, honesty, etc.

Euphemistic

How do you express your disliking or disagreement without being offensive or blunt? In such a case, euphemistic tone comes to your rescue. RC passages in this kind of tone make use of indirect and implicit statements.

Grandiose

As the name suggests, this type of tone is adopted by passages written in a descriptive or abstract style. The passage may appear more elaborative than necessary. Also, sometimes abstract passages utilize a grandiose tone of writing.

Humanistic

As you would guess, a humanistic tone of writing is most suitable to issues related to welfare, values and other such human affairs. A good idea for such passages would be to glance at the questions before reading the passage. This way, you will be able to grasp the essence of the given passage/theory.

Humorous         

One of the most interesting tones of writing, a humorous tone is witty and amusing at the same time. All you need to do is spot the message that that author wants to convey in a light-hearted manner.

Introspective    

How would you talk about analysing your feelings or contemplate your actions? Well, an introspective tone is employed in the passage so as to self-examine and reflect upon one’s actions and feelings.

Incendiary/ provocative              

You may have come across some famous speeches by great orators and found their words moving or soul-stirring. Well, that’s an incendiary tone into play. It’s the tone of speech utilized by revolutionaries and politicians as well. In other words, an incendiary tone is meant to incite people in a negative or positive direction.

Laudatory          

How have you praised something or someone you admired? That’s what laudatory tone sounds like. Often, descriptive passages adopt this kind of tone so as to discuss a particular subject along with certain justifications.

Motivating

Another interesting kind of tone, a motivating tone of writing aims to inspire and propel you by the use of influential quotes and examples. Such passages may present examples of some popular personalities and incidents from their lives.

Pedestrian

When a passage appears neither interesting nor complex to you, probably it has a pedestrian tone of writing. In other words, this kind of tone is used when the RC passage talks about commonplace things and ideas.

Populist

As the name says, a populist tone is used to discuss theories and characteristics exhibited by general populace. The author of the passage utilizes a populist tone to explain features and behavior of common people.             

Romantic

As you would expect, this kind of tone is fanciful and exaggerated. Such passages may appear interesting to read but contains unrealistic content. This tone is mostly used for abstract RC passages.              

Sarcastic/satirical/ironical/taunting

Try expressing your disliking indirectly and without sounding too serious? Well, most of us have spoken in this way at one time or the other. When the author states a negative opinion about something in a taunting or ironic way, he uses a sarcastic tone in the passage.

Speculative       

We do read about various speculations in newspapers- economic, political, etc. Similarly, RC passages explaining any such theories adopt a speculative tone of writing. Putting it other ways, such passages revolve around hypothetical things and expert opinions.

Technical

As the name states, the author of the passages tends to use technical jargons while using this tone of writing. This type of tone is generally used to discuss the core ideas of particular fields of study. Such passages are generally accompanied by a lot of facts and figures.

Rules to Spot Errors

1. Certain nouns possess a singular form but still represent plurality and thus, take a plural verb when used in a sentence.
E.g. Cattle, peasantry, people, clergy, police.
Thus,

• The Police has come (Incorrect)
• The Police have come (Correct)

2. Certain nouns always take the plural verb because their form is always plural.
E.g. Scissors, trousers, spectacles, thanks, premises.
Thus,

• The scissors is kept on the table. (Incorrect)
• The scissors are kept on the table. (Correct)

3. When a number is followed by a noun denoting measure, length, money, number or weight, the form of the nouns does not change so long as they are followed by another noun or pronoun.
E.g. Million, pair, metre, year, dozen, foot, head.
Thus,

• This is a nine-metres cloth. (Incorrect)
• This is a nine-metre cloth. (Correct)

4. When a number is followed by a noun denoting measure, length, money, number or weight, but these are not followed by another noun or pronoun, then they take the plural form.
E.g. Million, pair, metre, year, dozen, foot, head.
Thus,

• This sari is nine yard long. (Incorrect)
• This sari is nine yards long. (Correct)

5. Certain nouns, especially of the collective category, are used as singular when they specify a unit.
E.g. Public, team, committee, government, audience, orchestra, company, jury.
Thus,

• The public were unanimous in their opinion. (Incorrect)
• The public was unanimous in its opinion. (Correct)

6. Certain nouns, especially of the collective category, are used in plural when they specify a difference of opinion or class.
E.g. Public, team, committee, government, audience, orchestra, company, jury.
Thus,

• The jury was divided in its opinion. (Incorrect)
• The jury were divided in their opinion. (Correct)

7. If the pronoun ‘one’ is used, it must be maintained throughout the sentence.
Thus,

• One must respect his elders.  (Incorrect)
• One must respect one’s elders. (Correct)

8. The word ‘whose’is used for living people and ‘which’ is used for non-living things or ideas.
Thus,

• Which box is kept on the table? (Incorrect)
• Whose box is kept on the table?  (Correct)

9. ‘Less’ is used to denote quantity while ‘fewer’ is used to denote number.
Thus,

• No less than twenty people were (Incorrect)
• No fewer than twenty people were (Correct)

10. ‘One of’is always followed by noun in the plural form.
Thus,

• She is one of the least important person in the office. (Incorrect)
• She is one of the least important people in the office. (Correct)

11. Only ‘than’ should be used after ‘no other’
Thus,

• I like no other movie but Titanic. (Incorrect)
• I like no other movie than Titanic. (Correct)

12. After the word ‘Know’, ‘how, ‘what’ or ‘when’ should be used before using the infinitive.
Thus,

• I know to speak English. (Incorrect)
• I know how to speak English. (Correct)

13. If the verb indicates a purpose, an infinitive must be used and if the verb indicates a cause, a gerund must be used.
Thus,

• He went to the mall for watching a movie. (Incorrect)
• He went to the mall to watch a movie. (Correct)
• He was suspended to show indiscipline. (Incorrect)
• He was suspended for showing indiscipline.(Correct)

14. ‘As’ is not used with verbs like ‘appointed’, ‘elected’ , ‘considered’, ‘called’ but it is used with the word ‘regard’.
Thus,

• He was elected as Secretary of the organisation. (Incorrect)
• He was elected Secretary of the organisation. (Correct)
• I regard Sahil my best friend. (Incorrect)
• I regard Sahil as my best friend. (Correct)

15. Adverbs should not be confused with adjectives. An adjective describes the characteristic of the subject while an adverb describes the action of the verb.Thus,

• The horse looked beautifully. (Incorrect)
• The horse looked beautiful. (Correct)

16. Question tags are always the opposite of the sentence which means that if the sentence is positive, the question tag is negative and vice versa.
Thus,

• You were dancing, were you? (Incorrect)
• You were dancing, weren’t you? (Correct)

17. An infinitive verb should never be split.
Thus,

• I request you to kindly tell me. (Incorrect)
• I request you kindly to tell me. (Correct)

18. A pronoun after ‘like’, ‘unlike’ and ‘let’ takes an objective case.
Thus,

• You will never find a woman like she. (Incorrect)
• You will never find a woman like her. (Correct)
• Let I do it. (Incorrect)
• Let me do it. (Correct)

19. The relative pronoun ‘that’is used instead of ‘who’ or ‘which’ after adjectives in the superlative degree.
Thus,

• This is the best which she could do. (Incorrect)
• This is the best that she could do. (Correct)

20. To show equality ‘as’ is used both before and after the adjective.
Thus,

• I can run as fast, if not faster than you. (Incorrect)
• I can run as fast as, if not faster than you. (Correct)

21. Even though more than one’indicates a plural sense, it agrees with a singular noun and takes a singular verb.
Thus,

• More than one students completed their project. (Incorrect)
• More than one student completed his project. (Correct)

22. ‘Scarcely’and ‘hardly’ are followed by ‘when’ and not by ‘than’.
Thus,

• Hardly had the teacher left the room than the pupils started enjoying. (Incorrect)
• Hardly had the teacher left the room when the pupils started enjoying. (Correct)

23. ‘Though’ is followed by ‘yet’and not by ‘but’.
Thus,

• Though he is poor but he is honest. (Incorrect)
• Though he is poor, yet he is honest. (Correct)

24. ‘Lest’must be followed by ‘should’ or by nothing at all and ‘Such’ must be followed by ‘as’.
Thus,

• Work hard lest you will fail. (Incorrect)
• Work hard lest you should fail. (Correct)
• Work hard lest you fail. (Correct)
• He is such a writer that everybody should read his books. (Incorrect)
• He is such a writer as everybody should read his books. (Correct)

25. ‘Unless’ expresses a condition and is always used in the negative sense. Thus ‘not’ is never used with ‘unless’.
Thus,

• Unless you do not work hard, you will not excel in the examination. (Incorrect)
• Unless you work hard, you will not excel in the examination. (Correct)

26. ‘When’denotes a general sense and ‘while’ implies a time duration of doing something.
Thus,

• When learning how to sing, technique is of utmost importance. (Incorrect)
• While learning how to sing, technique is of utmost importance. (Correct)

Apps to improve vocabulary

How to Improve Vocabulary easily?

The best way to increase vocabulary is practice reading and listening regularly. 

At least learn a word a day or listen to someone speak for a few minutes in the language you wish to learn. 

There are several expert developed exercises and tips, which can guide you properly about how to improve vocabulary in English just in days. 

Remember that, learning never ends, and so always seek to learn new words.

Since today's world is a "Mobile" world , it makes more sense to learn through mobile technology.

Here are a few apps which can help you improve vocabulary. 

1. Vocabulary.com

This combined learning tool and game allows you to either learn and retain words you choose or words the app chooses for you. Vocabulary.com claims to use sophisticated algorithms to customize questions and exercises just for you. 

2. PowerVocab

PowerVocab is a definition matching game similar to this quiz currently popular on Facebook, or to Free Rice. Players match words against multiple-choice definitions with the added elements of competing against other players and playing against the clock. (Android only.)

3. Magoosh Vocabulary Builder

This quiz app is similar to PowerVocab but is specifically aimed at improving scores on the GRE (Graduate Record Exam) used for entry to graduate schools. Magoosh is an online prep company that helps graduate school applicants do better on the GRE and other exams.

4. A Word A Day Widget

From the people who brought you PowerVocab, A Word A Day Widget puts a new vocabulary word on your device's home screen every day. Android only, but for iOS, try Word of the Day Widget.

5. 7 Little Words

This fun little vocabulary game gives you seven definitions and tiles with combinations of two or three letters on them that you have to arrange into the seven words. You learn as you narrow down your choices from words you do know to words you don't. I'll admit to having played many rounds of 7 Little Words myself. 

6. Word to Word

This clever word association game offers you lists of words and challenges you to find the connections between them. They could be synonyms or antonyms, related words (such as "scurvy" and "liver") or elements in common phrases. Word to Word is simple to play but looks addictive to me.

7. Words with Friends

This highly successful game from Zynga (the company behind Farmville) has been around for years and still appeals. (I'm a recent convert myself.) Because the only way to win is to find uncommon words, Words with Friends forces you to learn new words although not ones you're likely to find on a GRE exam. Plus, it's a nice way to stay in touch with distant friends. Available for Windows Phone as well as iOS and Android.