In the modern workplace, most of our communication happens through a screen. Writing a professional email in English can be a stressful task for many learners. You want to sound polite, but you also want to be direct and efficient. Using phrasal verbs is the best way to achieve this important balance.
While formal words like “investigate” or “contact” are perfectly fine, using phrases like “look into” or “reach out” makes your writing feel more natural and human. It helps you sound like a partner rather than a robot. If you are worried about your writing being too stiff, mastering these expressions is the next step toward a natural level of fluency.
Why Phrasal Verbs Matter in Business
Many English learners believe that they should only use long, formal words in business. This is actually a common misconception. In modern global offices, native speakers prefer clear and friendly communication. Phrasal verbs allow you to explain complex actions, such as investigating a technical bug or preparing a legal contract, in just two words.
Learning these verbs helps you move away from “textbook English” and toward the fluid communication used in professional settings every day. This is a vital learning strategy because it prepares you for real-world interactions where speed and clarity are the most important goals.
Starting the Email: Setting the Context
When you start an email, you often need to explain why you are writing or who else is involved in the conversation. Here are the best phrasal verbs to use for a professional opening.
1. Reach Out
Use this instead of the word “contact” to sound more friendly and approachable. It shows that you are making an effort to connect with the other person.
- Example: “I am reaching out to see if you are available for a brief call next week.”
2. Copy In
Use this when you add someone to the CC line of the email. This helps the recipient know exactly why that person is part of the thread.
- Example: “I have copied in my manager so she can see the latest project update.”
3. Follow Up
Use this to check the status of a previous message or a task that has not been finished yet. It is a polite way to remind someone about an old topic.
- Example: “I am following up on my email from Monday regarding the missing invoice.”
Sharing Information and Documents
If you are sending a report, a contract, or a set of data, these verbs help you describe the action clearly. This is a key part of mastering phrasal verbs for the office.
4. Draw Up
Use this when you are in the process of preparing a formal or legal document from the beginning.
- Example: “Our legal team is drawing up the agreement as we speak, and we will send it soon.”
5. Go Over
Use this to invite the reader to review the details of an attachment or a plan. It suggests a careful and thorough review.
- Example: “Please go over the attached PDF and let me know if you have any questions or concerns.”
6. Key In
Use this if you are asking someone to enter data or specific figures into a computer system or a spreadsheet.
- Example: “Could you please key in these figures before the end of the day so the report is ready?”
Solving Problems via Email
Email is often used to fix errors, handle delays, or manage difficult situations. Using the right verbs shows that you are taking action and responsibility.
7. Look Into
Use this to tell a client or a colleague that you are investigating their problem. It sounds proactive and professional.
- Example: “Thank you for the report. I will look into the technical error immediately and get back to you.”
8. Deal With
Use this to confirm that you are handling a specific task, a problem, or a difficult person. It shows that the situation is under control.
- Example: “Do not worry about the vendor. I will deal with that situation later today.”
9. Fill In
Use this if you are telling a client you are covering for a coworker who is away. It can also mean to give someone missing information.
- Example: “I am filling in for Sarah while she is on leave this week, so please send all files to me.”
Closing the Email: Next Steps
A strong closing tells the reader exactly what will happen next. It helps prevent confusion and keeps the project moving forward.
10. Check In
Use this to suggest a quick future update without being too aggressive or demanding.
- Example: “I will check in with you on Friday to see how the project is going on your end.”
11. Sign Off
Use this when you are waiting for final approval from a manager or client before you can start a task.
- Example: “We are ready to start the work as soon as you sign off on the final budget.”
12. Look Forward To
This is the most common professional way to end a friendly business email. Note that you must use the “-ing” form of the verb after this phrase.
- Example: “I look forward to hearing from you soon regarding our next meeting.”
Changing Tones: Formal vs. Casual
As an English learner, it is important to know when to use a phrasal verb versus a formal single-word verb. In many cases, phrasal verbs are considered “neutral,” meaning they are safe for almost any situation. However, in very formal legal letters, single verbs are sometimes preferred.
| Situation | Formal Single-Word Verb | Phrasal Verb |
|---|---|---|
| Writing to a new client | “We will investigate the error.” | “We will look into the error.” |
| Writing to a coworker | “Please distribute the files.” | “Please pass out the files.” |
| Writing to a manager | “I will substitute for Mark.” | “I am filling in for Mark.” |
Using the phrasal verb version makes your email feel more like a conversation between partners. If you want to see how phrasal verbs look in a story context, check out our Phrasal Verb Story about Bring.
Common Mistakes to Avoid in Writing
In written English, the position of the phrasal verb matters. For many of these verbs, you can put the object in the middle of the phrase. These are called “separable” verbs.
- Correct: “I will hand over the files.”
- Also Correct: “I will hand the files over.”
However, there is a very common mistake with pronouns. If you use a pronoun like it, them, him, or her, you must put it in the middle. You can never put a pronoun at the end of a separable phrasal verb.
- Incorrect: “I will hand over them.”
- Correct: “I will hand them over.”
Elevate Your Professional Writing
Writing emails in a second language doesn’t have to feel formal and stiff. By incorporating these 12 phrasal verbs, you move away from “textbook English” and toward the natural, fluid communication used in modern global offices.
Remember, the goal of a business email is clarity. These verbs help you explain complex actions in just two words, such as investigating a bug or preparing a contract. Start by choosing two verbs from this list and using them in your next email draft. You will notice that your writing feels more confident, and your colleagues will find your messages easier to read.
What’s Next? Don’t stop at emails! If you want to master the full range of professional vocabulary, explore our other resources:
- 15 Phrasal Verbs for Business Meetings: Learn how to speak up and lead discussions.
- The Guide to 50 Business Phrasal Verbs: Our complete guide for every workplace situation.
