What an email might include

When writing an email you have to distinguish among different kinds of language functions used and then decide which pieces of language you have to use. Here's a list of language functions connected to phrases worth using:



Mentioning attachments:
(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…