Guide · Business English
Writing emails and letters in English: greetings, phrases and sign-offs
Every key phrase for business English correspondence, each with its German translation. Sorted by occasion for quick reference, with ready-to-use templates and the mistakes German speakers make most often.
In short
- Formal greeting: “Dear Ms Taylor,” or “Dear Mr Taylor,”. If you don’t know the name: “Dear Sir or Madam,”.
- “Mit freundlichen Grüßen” is “Yours sincerely” after a greeting with a name, “Yours faithfully” after “Dear Sir or Madam” and “Sincerely” in American English. In emails, “Kind regards” is the standard.
- A comma follows the greeting, yet the first sentence still starts with a capital letter.
- Pick one variety, British or American, and stick to it for spelling, dates and titles.
- Short sentences and established phrases come across as more professional than literal translations from German.
Greetings: how to say “Sehr geehrte Damen und Herren” in English
In British English, “Sehr geehrte Damen und Herren” is “Dear Sir or Madam”. A greeting with a name, such as “Dear Ms Taylor”, or with a job title, such as “Dear Hiring Manager”, almost always works better. “To whom it may concern” is considered outdated in emails.
| Situation | Greeting | Note |
|---|---|---|
| You know the name | Dear Ms Taylor, / Dear Mr Taylor, | “Ms” works for any woman, whatever her marital status |
| You know the name, not the title | Dear Alex Taylor, | First and last name with no title; in British English also “Mx Taylor” |
| Academic title | Dear Dr Taylor, | No full stop in British English, “Dr.” with one in American English |
| You know the role, not the name | Dear Hiring Manager, / Dear Customer Service Team, | Better than a greeting addressed to no one in particular |
| You know neither name nor role | Dear Sir or Madam, | British, very formal, followed by “Yours faithfully” |
| Several people | Dear all, / Dear colleagues, | For teams and mailing lists |
| Someone you know | Hello Alex, / Hi Alex, | Only if they write to you that way themselves |
A comma follows the greeting, and the first sentence starts with a capital letter. Formal American letters often put a colon after the greeting, as in “Dear Ms. Taylor:”. British English writes titles such as Mr, Ms and Dr without a full stop; American English adds one.
Sign-offs: how to say “Mit freundlichen Grüßen” in English
The sign-off depends on the greeting. After “Dear Ms Taylor”, write “Yours sincerely”; after “Dear Sir or Madam”, write “Yours faithfully”. American English uses “Sincerely” in both cases. In business emails, “Kind regards” is the neutral standard. A comma follows the sign-off.
| Sign-off | German | When to use it |
|---|---|---|
| Yours faithfully, | Mit freundlichen Grüßen | British, very formal, only after “Dear Sir or Madam” |
| Yours sincerely, | Mit freundlichen Grüßen | British, formal, after a greeting with a name |
| Sincerely, / Sincerely yours, | Mit freundlichen Grüßen | American, formal |
| Kind regards, | Freundliche Grüße | Neutral, the standard in business emails |
| Best regards, | Beste Grüße | Neutral to friendly |
| Regards, | Grüße | Brief, can come across as cool |
| Best wishes, | Viele Grüße | Friendly, for people you know |
| Many thanks, | Vielen Dank und viele Grüße | When you have asked for something |
| Best, | Viele Grüße | Casual, more American |
| All the best, | Alles Gute | Casual, for people you know |
| Thanks, | Danke und viele Grüße | Short, for quick replies |
Closing lines before the sign-off
| English | German |
|---|---|
| If you have any further questions, please do not hesitate to contact me. | Bei weiteren Fragen stehe ich Ihnen gern zur Verfügung. |
| Please let me know if you need any further information. | Bitte geben Sie mir Bescheid, wenn Sie weitere Informationen benötigen. |
| I look forward to hearing from you. | Ich freue mich auf Ihre Antwort. |
| I look forward to working with you. | Ich freue mich auf die Zusammenarbeit. |
| Thank you in advance for your help. | Vielen Dank im Voraus für Ihre Unterstützung. |
| Please feel free to call me on [number]. | Sie erreichen mich gern telefonisch unter [Nummer]. |
Phrases by occasion
Proven phrases for the most common occasions in business correspondence, each written as a complete sentence with its German translation. The examples follow British English.
Explaining why you are writing
| English | German |
|---|---|
| I am writing to enquire about … | Ich schreibe Ihnen, um mich nach … zu erkundigen. |
| I am writing with regard to your email of 12 March. | Ich schreibe Ihnen bezüglich Ihrer E-Mail vom 12. März. |
| Further to our phone call yesterday, … | Im Anschluss an unser gestriges Telefonat … |
| Thank you for your email regarding … | Vielen Dank für Ihre E-Mail zu … |
| As discussed in our meeting, … | Wie in unserem Meeting besprochen, … |
Asking for information
| English | German |
|---|---|
| Could you please send me more information about …? | Könnten Sie mir bitte weitere Informationen zu … schicken? |
| I would be grateful if you could send me your current price list. | Ich wäre Ihnen dankbar, wenn Sie mir Ihre aktuelle Preisliste schicken könnten. |
| I would be interested to learn more about your services. | Ich würde gern mehr über Ihre Dienstleistungen erfahren. |
| Could you let me know whether …? | Könnten Sie mir mitteilen, ob …? |
Requesting or confirming something
| English | German |
|---|---|
| Could you please … by Friday? | Könnten Sie bitte bis Freitag …? |
| I would be grateful if you could … | Ich wäre Ihnen dankbar, wenn Sie … könnten. |
| I am pleased to confirm that … | Gern bestätige ich Ihnen, dass … |
| I am writing to confirm our meeting on Tuesday at 10 am. | Hiermit bestätige ich unseren Termin am Dienstag um 10 Uhr. |
| Could you please confirm receipt of this email? | Könnten Sie mir bitte den Eingang dieser E-Mail bestätigen? |
Arranging or moving a meeting
| English | German |
|---|---|
| Would you be available for a call next week? | Hätten Sie nächste Woche Zeit für ein Telefonat? |
| Would Tuesday at 10 am suit you? | Würde Ihnen Dienstag um 10 Uhr passen? |
| When are you free this week? | Wann haben Sie diese Woche Zeit? (fairly casual) |
| Would you like to meet for coffee to discuss this in person? | Wollen wir uns auf einen Kaffee treffen und das persönlich besprechen? |
| I would welcome the opportunity to meet you in person. | Ich würde mich über ein persönliches Treffen freuen. |
| Please let me know which time works best for you. | Bitte teilen Sie mir mit, welcher Termin Ihnen am besten passt. |
| Unfortunately, I am not available on Monday. Could we move the meeting to Wednesday? | Leider bin ich am Montag verhindert. Könnten wir das Meeting auf Mittwoch verschieben? |
Pointing to an attachment
| English | German |
|---|---|
| Please find attached … | Anbei finden Sie … |
| I have attached the document for your reference. | Das Dokument habe ich Ihnen zur Information angehängt. |
| Please see the attached file for details. | Details finden Sie in der angehängten Datei. |
| Please find enclosed … | In der Anlage finden Sie … (in letters) |
Sending and answering invitations
| English | German |
|---|---|
| We would be delighted if you could join us for … | Wir würden uns sehr freuen, wenn Sie an … teilnehmen könnten. |
| You are warmly invited to … | Wir laden Sie herzlich ein zu … |
| Thank you for your kind invitation to … | Vielen Dank für Ihre freundliche Einladung zu … |
| I would be delighted to attend. | Ich nehme sehr gern teil. |
| Unfortunately, I have a prior commitment on that day and will not be able to attend. | Leider habe ich an diesem Tag bereits einen Termin und kann nicht teilnehmen. |
Sharing good and bad news
| English | German |
|---|---|
| We are pleased to inform you that … | Wir freuen uns, Ihnen mitteilen zu können, dass … |
| We are pleased to announce … | Wir freuen uns, … bekannt zu geben. |
| We regret to inform you that … | Leider müssen wir Ihnen mitteilen, dass … |
| Unfortunately, we are unable to … | Leider können wir … nicht … |
| I am afraid that … | Leider … (softens the message politely) |
Saying thank you
| English | German |
|---|---|
| Thank you very much for … | Vielen Dank für … |
| I would like to thank you for … | Ich möchte mich bei Ihnen für … bedanken. |
| Thank you for your quick reply. | Vielen Dank für Ihre schnelle Antwort. |
| I really appreciate your help with … | Ich weiß Ihre Unterstützung bei … sehr zu schätzen. |
| I am very grateful for … | Ich bin Ihnen für … sehr dankbar. |
Making a complaint
| English | German |
|---|---|
| I am writing to complain about … | Ich schreibe Ihnen, um mich über … zu beschweren. |
| Unfortunately, your product did not meet our expectations. | Leider hat Ihr Produkt unsere Erwartungen nicht erfüllt. |
| I am very disappointed with … | Ich bin von … sehr enttäuscht. |
| I must draw your attention to … | Ich muss Sie auf … hinweisen. |
| I would be grateful if you could look into this matter. | Ich wäre Ihnen dankbar, wenn Sie sich der Sache annehmen könnten. |
Apologising
| English | German |
|---|---|
| Please accept our apologies for … | Bitte entschuldigen Sie … |
| I apologise for the delay in replying. | Entschuldigen Sie bitte meine späte Antwort. |
| We apologise for any inconvenience this may have caused. | Wir entschuldigen uns für etwaige Unannehmlichkeiten. |
| I am sorry for the misunderstanding. | Das Missverständnis tut mir leid. |
| Sorry about the mix-up. | Entschuldigen Sie das Durcheinander. (casual) |
Following up
| English | German |
|---|---|
| I am following up on my email of 12 March. | Ich komme auf meine E-Mail vom 12. März zurück. |
| I just wanted to check whether you have had a chance to look at … | Ich wollte kurz nachfragen, ob Sie schon Gelegenheit hatten, sich … anzusehen. |
| I would appreciate a short update on … | Über ein kurzes Update zu … würde ich mich freuen. |
Congratulating someone
| English | German |
|---|---|
| Congratulations on your promotion. | Herzlichen Glückwunsch zu Ihrer Beförderung. |
| I would like to offer my warmest congratulations on … | Ich möchte Ihnen herzlich zu … gratulieren. |
| I wish you every success in your new role. | Ich wünsche Ihnen viel Erfolg in Ihrer neuen Position. |
| Best wishes for your retirement. | Alles Gute für Ihren Ruhestand. |
Small talk in emails
| English | German |
|---|---|
| I hope you are well. | Ich hoffe, es geht Ihnen gut. |
| I hope this email finds you well. | Ich hoffe, es geht Ihnen gut. (very common, but can sound formulaic) |
| I hope you had a good weekend. | Ich hoffe, Sie hatten ein schönes Wochenende. |
| It was good to meet you at … | Es hat mich gefreut, Sie bei … kennenzulernen. |
| I hope you enjoyed the conference. | Ich hoffe, die Konferenz hat Ihnen gefallen. |
| How are things going with the project? | Wie läuft es mit dem Projekt? |
Sharing a new address or email address
| English | German |
|---|---|
| Please note that my email address has changed to … | Bitte beachten Sie, dass sich meine E-Mail-Adresse geändert hat. Die neue lautet … |
| With effect from [date], our new address is: … | Ab [Datum] lautet unsere neue Adresse: … |
| Please update your records accordingly. | Bitte aktualisieren Sie Ihre Unterlagen entsprechend. |
Writing an out-of-office message in English
An out-of-office message in English covers three things: how long you will be away, whether you are reading email and who to contact if something is urgent. The subject line is usually “Out of office”.
| English | German |
|---|---|
| Thank you for your email. I am out of the office until [date] and have no access to email. For urgent matters, please contact [name] at [email]. | Vielen Dank für Ihre E-Mail. Ich bin bis [Datum] nicht im Büro und habe keinen Zugriff auf meine E-Mails. In dringenden Fällen wenden Sie sich bitte an [Name] unter [E-Mail]. |
| Thank you for your email. I am attending a conference until [date] and have limited access to email. I will reply as soon as possible after my return. | Vielen Dank für Ihre E-Mail. Ich bin bis [Datum] auf einer Konferenz und nur eingeschränkt erreichbar. Ich antworte Ihnen nach meiner Rückkehr so bald wie möglich. |
| I am on parental leave until [date]. For immediate assistance, please contact my colleague [name] at [email]. | Ich bin bis [Datum] in Elternzeit. Bitte wenden Sie sich an meine Kollegin oder meinen Kollegen [Name] unter [E-Mail]. |
Email and letter templates
Four templates for common situations, kept short and written in British English. Replace the highlighted parts and leave the rest as it is.
Template
Enquiry to a service provider
Subject: Enquiry about [service]
Dear Ms Taylor,
I am writing to enquire about [service] for [project]. We are looking for [short description] and would like to know whether you could support us.
Could you please send me [a quote] by [date]? I have attached [document] for your reference.
Thank you in advance. I look forward to hearing from you.
Kind regards,
[Name]
[Position], [Company]
Template
Proposing a meeting
Subject: Meeting on [topic]
Dear Mr Taylor,
Thank you for your email. I would welcome the opportunity to discuss [topic] in more detail.
Would Tuesday, [date], at 10 am (CET) suit you? Alternatively, I am available on Thursday afternoon.
Please let me know which time works best for you.
Best regards,
[Name]
Template
Following up
Subject: Follow-up: [topic]
Dear Ms Taylor,
I am following up on my email of [date] regarding [topic]. I just wanted to check whether you have had a chance to look at it.
I would appreciate a short update by [date]. Please let me know if you need any further information.
Kind regards,
[Name]
Template
Formal letter, British layout
[Your company]
[Address]
22 September 2026
[Recipient name]
[Position], [Company]
[Address]
Dear Ms Taylor,
Re: [Subject]
[Text]
Yours sincerely,
[Name]
[Position]
British English writes the date as “22 September 2026”, American English as “September 22, 2026”. For pairs such as enquire and inquire or apologise and apologize, choose one spelling and use it throughout the text.
Common mistakes German speakers make
Most mistakes come from carrying German over word for word. They show up as a lower-case start after the greeting, in sign-offs and in false friends such as “actual” and “eventually”.
| Wrong | Right | Why |
|---|---|---|
| Dear Mr Taylor, thank you for … | Dear Mr Taylor, Thank you for … |
In English, the text after the greeting starts with a capital letter. |
| Dear Mr Taylor … Yours faithfully | Dear Mr Taylor … Yours sincerely | “Yours faithfully” only follows “Dear Sir or Madam”. |
| Please send it until Friday. | Please send it by Friday. | A deadline takes “by”; “until” describes something that continues up to that point. |
| I work here since 2020. | I have worked here since 2020. | “Since” takes the present perfect. |
| the actual version | the current version | “Actual” means “tatsächlich” (real), not “aktuell” (current). |
| We will eventually send the offer. | We may send the offer next week. | “Eventually” means “schließlich” (in the end), not “eventuell” (possibly). |
| With friendly greetings | Kind regards | A literal translation that sounds unnatural in English. |
| Dear Sirs, | Dear Sir or Madam, | Considered outdated, and it only addresses men. |
Frequently asked questions
How do you say “Sehr geehrte Damen und Herren” in English?
In British English, “Dear Sir or Madam,”. A greeting with a name, such as “Dear Ms Taylor,”, or with a job title, such as “Dear Hiring Manager,”, works better. “To whom it may concern” is considered outdated in emails.
What is “Mit freundlichen Grüßen” in English?
In formal letters, “Yours sincerely,” after a greeting with a name and “Yours faithfully,” after “Dear Sir or Madam”. American English uses “Sincerely,”. In business emails, “Kind regards,” is the norm.
Yours sincerely or Yours faithfully?
“Yours sincerely” when you know the person’s name and use it in the greeting. “Yours faithfully” only after “Dear Sir or Madam”. Both are British.
Do you put a comma after the greeting and the sign-off?
Yes. In emails and British letters, both take a comma. Formal American letters often use a colon after the greeting, as in “Dear Ms. Taylor:”.
Does the first sentence after the greeting start with a capital letter?
Yes. Unlike in German, the first sentence after the greeting starts with a capital letter in English.
British or American English?
Follow the person you are writing to, and stick to one variety per email for spelling, date format and titles. For example: organise or organize, 22 September 2026 or September 22, 2026, Mr or Mr.
Terms on this page
- Salutation
- The greeting at the start of a letter or email, such as “Dear Ms Taylor”.
- Sign-off
- The closing phrase at the end, such as “Kind regards” or “Yours sincerely”.
- Out-of-office message
- An automatic reply sent to incoming emails while you are away.
- Business English
- English as used at work, with its own conventions for correspondence, meetings and negotiations.