What polite phrases should you use in your emails?

In today's professional world, email communication is pervasive. Whether it is to communicate with colleagues, line managers, customers or partners, the email Has become a essential tool. However, while emails are often less formal than traditional letters, maintaining a certain level of politeness and respect is crucial.

Polite formulas are not only a matter of courtesy, they also play an important role in professional perception that your correspondents will have from you. We guide you on the appropriate use of polite phrases in order to write your professional emails, taking into account the context and the recipient. Also discover the common mistakes to avoid and the specificities of communication in English!

How to adapt the polite form according to the recipient?

The key to effective email communication lies inadapting your message to your recipient. Politeness formulas should be chosen based on the relationship you have with your interlocutor, as well as their status and the context of communication. Here it is A few tips to help you adapt your polite formulas according to the recipient!

Hierarchically superior recipient

When speaking to a line manager or to a person of a certain status, maintaining a formal tone is crucial. This shows not only respect but also a recognition of the authority and experience of the other person. Here are some examples of appropriate forms of politeness:

• Start of email: “Madam,” “Sir,” “Madam [Name],” “Mr. [Name],” “Sir [Name],”;
• End of email: “Please accept, Madam, Sir, the expression of my distinguished greetings,” “Please believe, Mr. [Name], in the assurance of my respectful greetings,”.

Colleague or team

With colleagues or members of your team, it is possible to adopt a slightly more tonal tone casual while remaining professional. The key is maintaining a balance between friendliness and respect. Here are some suitable polite phrases:

• Start of email: “Hello [First name],” “Hi [First name],”;
• End of email: “Good day,” “Regards,” “See you soon,”.

Customer or partner

Communicating with patrons or business partners require maintaining a high level of professionalism. It is important to show respect and consideration for their time and status. Here are some examples of appropriate forms of politeness:

• Start of email: “Madam, sir,” “Dear [Name],”;
• End of email: “Best regards,” “Respectfully,” “Regards,”.

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If you write to someone you Don't know personally, it is advisable to opt for a formula very formal. This helps to avoid any inappropriate familiarity and to show respect from the first contact. Here are some examples of appropriate forms of politeness:

• Start of email: “Madam, sir,” “Who is entitled to?”;
• End of email: “Please accept, Madam, Sir, the expression of my kind regards,” “Respectfully,”.

By adapting your polite formulas according to the recipient and the context, you can improve the effectiveness of your communication and strengthen your professional relationships. In the context of a formal interview, for example, it is important to choose the most appropriate formulas to show your seriousness and respect. In any case, choosing the right formula can make a big difference. Sometimes, a simpler formula may be the best choice to avoid blunders while remaining polite and professional!

What are the polite formulas to adopt at the beginning of an email?

Opening your email sets the tone for your communication. Here are some common ways to get you started:

• Formal formulas :

• “Madam, sir,”
• “Sir [Name],”
• “Madam [Name],”

• Semi-formal formulas :

• “Hello [First name],”
• “Good morning sir [Name],”
• “Good morning Madame [Name],”

• Casual formulas :

• “Hello [First name],”
• “Hi [First name],”

• Formulas for a group :

• “Good morning everyone,”
• “Dear colleagues,”
• “Hello team,”

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What kind words of politeness should you avoid?

Some forms of politeness may seem inappropriate or outdated in a modern professional context. Here are the ones to avoid:

• Formulas that are too informal :

• “Hi!”
• “Hi,”
• “Hey,”

• Impersonal formulas :

• “Who has the right,” (unless really necessary)
• “Dear Customer,” (without personalization)

Politeness formulas to write in a letter or cover letter

In formal letters and cover letters, it is crucial to show respect and professionalism. Here are some adapted formulas:

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• Start formulas :

• “Madam, sir,”
• “Sir [Name],”
• “Madam [Name],”

• End formulas :

• “Please accept, Madam, Sir, the expression of my distinguished feelings,”
• “Please accept, Mr. [Name], the expression of my respectful greetings,”
• “While waiting for your return, please believe, Madam, Sir, in the assurance of my distinguished consideration,”

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These formulas show your respect and your seriousness, essential qualities in the context of an application or formal communication.

What polite phrases to use in English?

Communicating in English also requires the use of appropriate polite phrases. Here are a few suggestions:

• Start formulas :

• “Dear Sir/Madam,”
• “Dear Mr. [Last Name],”
• “Dear Ms. [Last Name],”

• Semi-formal formulas :

• “Hello [First Name],”
• “Hi [First Name],”

• End formulas :

• “Sincerely,”
• “Best regards,”
• “Kind regards,”
• “Yours faithfully,” (if you don't know the recipient's name)
• “Yours sincerely,” (if you know the recipient's name)

Using the right manners in English shows your mastery of the language and your respect for cultural norms.

How do you close an email in an effective and polite way?

Closing your email is just as important as opening it. Here are some polite phrases to finish your emails well:

• Formal formulas :

• “Regards,”
• “Good for you,”
• “Respectfully,”

• Semi-formal formulas :

• “Good day,”
• “See you soon,”
• “Good for you,”

• Casual formulas :

• “Sincerely,”
• “Thanks,”
• “See you later,”

• Formulas in English :

• “Best regards,”
• “Sincerely,”
• “Kind regards,”

In addition to the polite form, it may be useful to Briefly recall the expected action Or of thank your interlocutor for his time. For example: “Thank you for your attention to this file. Sincerely,”.

Using appropriate polite phrases in your professional emails is essential for maintaining relationships respectful and effective. By adapting your formulas according to the recipient and the context, you show your consideration and your professionalism. Whether it's to open or close an email, always opt for formulas that reflect the tone and importance of your message.

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