Pillar 2 — Written Correspondence

The theory: three questions to ask before you hit send

If you want to avoid being misunderstood, skimmed over, or ignored, make these a part of your regular writing routine.

Is it CLEAR?

Your client should understand your message the first time they read it. Clarity comes more from structure than complicated wording:

• keep one main idea per paragraph
• lead with the key point
• use subject lines that clearly explain what the email is about
• avoid vague phrases such as “let’s touch base soon”

Is it CONCISE?

Being concise does not mean shortening every email by all means. It means making sure every sentence takes its proper place. Phrases like “I just wanted to reach out to see if you may have had a chance to…” may be bulky, distract from the real matter and often delay the real point. Remove the unnecessary elements so your request is direct, easy to understand and more likely to get a response.

Is it EFFECTIVE?

This is the question that actually matters – did the email produce the outcome you needed?

An email can be clear and concise, but if it does not tell the reader what you want / expect them to do – it is unlikely to deliver results. Always be specific and end with the next step – who needs to do what and by when.

This is also where AI-generated emails can sometimes fail. AI can help make a message clear and concise, but it does not fully understand your relationship with a particular client, the tone, the wording. That judgement still needs to come from you.

The phrase bank that can help you be more precise, clear and convincing

Subject lines that get opened

• “Action needed: [specific item] by [date]”
• “Proposal for [project/client name] – feedback requested”
• “Quick decision needed on [topic]”
• “Following up: [original subject], any update?”

Avoid vague: “Quick question,” “Checking in”

Opening lines (professional, not stiff)

• “Following our call on [date], here’s a summary and next steps.”
• “I’m writing to confirm the details we discussed regarding [topic].”
• “Attached is the proposal for [project], covering [1-2 key points].”
• “I wanted to flag something before it becomes a bigger issue.”

Stating your purpose immediately

• “The purpose of this email is to…”
• “I’m reaching out because…”
• “There are two things I need from you on this: …”
• “Before we proceed, I need your confirmation on…”

Making a request or asking for action

• “Could you confirm [X] by [date]?”
• “I’d appreciate it if you could review the attached and share feedback by [date].”
• “Please let me know if [X] works on your end, or suggest an alternative.”
• “To keep the timeline on track, I’ll need [X] from your side by [date].”

Following up without sounding pushy

• “I wanted to follow up on my earlier note in case it got buried.”
• “Circling back on this – do you need anything further from me to move forward?”
• “This is a gentle nudge on the proposal sent last week.”
• “I know things get busy – happy to jump on a quick call if that’s easier than email.”

Delivering delays or bad news

• “I want to flag a delay on [item] before it affects the timeline.”
• “Unfortunately, we’ve run into [issue], which pushes delivery to [new date].”
• “I take responsibility for the oversight and here’s how we’re correcting it.”
• “This isn’t the update I wanted to send, but here’s where things stand.”

Declining or pushing back diplomatically

• “I understand the request, but I don’t think [X] is possible given [constraint].”
• “That timeline doesn’t work on our end – could we discuss [alternative]?”
• “I’d rather flag this now than over-promise: we can deliver [Y], not [X], by that date.”
• “Thank you for the offer, but this isn’t the right fit for us at this time.”

Proposing or negotiating terms in writing

• “We’d propose [X], based on [reasoning]. Open to discussing further.”
• “To move this forward, I’d suggest we agree on [term] first.”
• “Here’s what we can offer: [terms]. Let us know if this aligns with your expectations.”
• “If [condition] changes, we’re happy to revisit the terms.”

Closing lines that prompt action (not just politeness)

• “Let me know your thoughts by [date] so we can keep things on track.”
• “Happy to discuss further – does [day/time] work for a quick call?”
• “Looking forward to your confirmation.”

Avoid ending on “Let me know if you have any questions” alone – it’s passive and puts the burden of initiating back on the reader with no deadline.

Sign-offs by register

• Warmer, ongoing relationship: “Best,” “Thanks again,” “Talk soon,”
• Neutral, standard business: “Best regards,” “Kind regards,”
• More formal, first contact or senior stakeholder: “Sincerely,” “Respectfully,”

A note on structure

The words above only work inside the right shape. A strong email or proposal usually follows this order:

1. Context – why you’re writing.
2. Purpose – the actual point.
3. Detail – the minimum information needed to act.
4. Ask – the specific expected action and deadline.
5. Close – a line that prompts the next step. Not just a goodbye.

Aliona is one of EMA’s own course trainers, based in Antalya, specialising in Business English. This is Pillar 2 of her weekly “9 Pillars of Business English” series, first shared on her LinkedIn, and continuing here on our blog every week. Catch up on Pillar 1: Core Business Vocabulary, or read more about her on her trainer profile.