Lesson 3: Emails and Messages

Most office English is written, but you still have to talk about it. These are the conversations that happen around the inbox all day.

How to use this lesson. Read each conversation aloud, slowly, two or three times. Do not worry about speed — clear is better than fast. Notice the expressions under each conversation, then try the practice at the end. If you can, read with a friend and take turns playing each person.

1. Asking Someone to Send Something

Ana: Could you send me the figures?

Ben: Sure. Which ones?

Ana: Last quarter, by region.

Ben: When do you need them?

Ana: End of day, if possible.

Ben: I'll get them over to you.

Useful expressionsCould you send me...?Which ones?When do you need them?I'll get them over to you.

2. Confirming You Received It

Ben: Did that come through?

Ana: Yes, got it. Thanks.

Ben: Let me know if anything's missing.

Ana: Will do.

Ben: There's a second file coming.

Ana: Understood.

Useful expressionsDid that come through?Got it, thanks.Let me know if...Will do.

3. Following Up on an Email

Anna: Hi, Mark. Do you have a second?

Mark: Sure. What is it?

Anna: I sent you an email last Tuesday. I haven't heard back.

Mark: About the invoice? Sorry. It got buried.

Anna: No worries. Could you look today?

Mark: I'll do it now.

Useful expressionsDo you have a second?I haven't heard back.It got buried.No worries.

4. Copying Someone In

Lin: Should I copy Priya in?

Tom: Yes, she should see this.

Lin: Anyone else?

Tom: Put finance on copy too.

Lin: And your manager?

Tom: No need. I'll brief her.

Useful expressionsShould I copy ... in?on copyAnyone else?No need.

5. Sending It to the Wrong Person

Dan: I need to tell you something.

Grace: Okay. Go ahead.

Dan: I sent the file to the wrong client.

Grace: When?

Dan: An hour ago. I tried to recall the email. It didn't work.

Grace: Mistakes happen. Call them now.

Useful expressionsI need to tell you something.recall the emailIt didn't work.Mistakes happen.

6. Arranging a Meeting by Message

Rita: Are you free Thursday morning?

Ken: Thursday's tight. What about Friday?

Rita: Friday works. Ten o'clock?

Ken: Can we make it eleven?

Rita: Fine. I'll send an invite.

Ken: Great, thanks.

Useful expressionsAre you free Thursday?Thursday's tight.Can we make it eleven?I'll send an invite.

7. Chasing a Slow Reply

Omar: Any word from the supplier?

Lea: Not yet. I chased them Monday.

Omar: Chase them again.

Lea: I will. Should I copy you in?

Omar: Please do.

Lea: I'll flag it if there's still nothing.

Useful expressionsAny word from...?I chased them Monday.Chase them again.I'll flag it.

8. Going Away and Setting Cover

Sara: I'm off next week.

Marc: Who's covering for you?

Sara: Priya. I've briefed her.

Marc: Is your out-of-office on?

Sara: I'll set it Friday evening.

Marc: Good. Enjoy the break.

Useful expressionsI'm off next week.Who's covering for you?I've briefed her.out-of-office

Words to know

come through	to arrive, about a message or file Did that come through?
copy in	to add someone to an email so they can see it Should I copy Priya in?
get buried	to be lost under newer emails Sorry. It got buried.
recall	to pull back an email you already sent I tried to recall the email.
chase	to ask again for something that is late I chased them Monday.
flag	to point out a problem to someone senior I'll flag it.
cover	to do someone's work while they are away Who's covering for you?
brief	to give someone the information they need I've briefed her.

Quick practice

Complete each sentence with an expression from the lessons.

1. A: Could you ________ me the figures?
    B: Sure. Which ones?

2. A: Did that come ________?
    B: Yes, got it. Thanks.

3. A: I sent it Tuesday. I haven't ________ back.
    B: Sorry. It got buried.

4. A: Should I ________ Priya in?
    B: Yes, she should see this.

5. A: Any word from the supplier?
    B: Not yet. I ________ them Monday.

6. A: I'm off next week.
    B: Who's ________ for you?

Show the answers

1. send   2. through   3. heard   4. copy   5. chased   6. covering

Common mistakes

Not: You didn't answer my email.

Say: I haven't heard back.

The first one blames the reader. The second says the same thing and keeps the relationship.

Not: I will send you it tomorrow.

Say: I'll send it to you tomorrow.

With two short pronouns, English puts the thing first: send it to you.

Not: Please do the needful.

Say: Could you take a look today?

Do the needful is common in some regions but unclear elsewhere. Say exactly what you want.

Your turn

Think about your own inbox this week. Say these five things aloud.

• Ask a colleague for a specific document and give a deadline.
• Confirm you received something and thank them.
• Chase an email that has had no reply, without blaming anyone.
• Admit out loud that you sent something to the wrong person.
• Say who is covering your work while you are away.

Quick review

Take one real email in your inbox that you have been avoiding, and say the reply out loud before you type it. Speaking it first keeps the sentences short, and short is what good business email sounds like. Then write exactly what you said.