40 ready-to-use phrases covering every stage of a professional IT email — from opening to sign-off. Bookmark this page. Then test yourself with the 5 exercises below.
How to use this bank
Browse by situation — scroll down or click a group to jump to it
Click Copy on any phrase and paste it into your email draft
Replace text in square brackets [ ] with your specific details
After reviewing the phrases, test yourself with the 5 exercises at the bottom
{groups.map(g => (
{g.icon}{g.title}
{g.phrases.map(p => (
{p.phrase}
{p.note}
))}
))}
🧠 Fill in the Email — 5 Exercises
Each question presents a real professional scenario. Choose the phrase from the bank that fits best.
0 / 14 completed
1 / 14
You received an important email on Monday but couldn't reply until Thursday. Which phrase from the bank is the most professional opener for your response?
"I apologise for the delay in responding." — When replying late, acknowledge the delay first, before addressing the email's content. This signals professional awareness and courtesy.
Why the others don't fit: • "Just to confirm, I have received your email" — this is for when you've just received an email; using it 3 days later would be odd • "Looking forward to your feedback" — a closing phrase, not an opener • "This is a gentle reminder" — used when YOU are following up on THEM; here they've been waiting on YOU
Full example:"I apologise for the delay in responding — I was at the team offsite this week. Here's the information you requested:…"
2 / 14
A vendor hasn't responded to your last two emails about a contract renewal. It's now urgent. Which combination of phrases from the bank builds the most effective follow-up?
"I wanted to follow up" + "gentle reminder with deadline" — the correct combination for a second-contact chase.
Why it works: ① "I wanted to follow up on my previous email" — signals a repeated contact without aggression ② "This is a gentle reminder that the contract renewal is due next week" — adds urgency; "gentle" is a professional hedging word that keeps the tone polite, not threatening
Why the others fail: • "As discussed in our last meeting" — if they're ignoring emails, there was probably no recent meeting; this phrase assumes shared context that isn't there • "I apologise for the delay" — here THEY are the unresponsive party; you don't apologise for their silence
3 / 14
A product manager sent a last-minute request to add a feature to the current sprint. You can't do it but want to keep the relationship positive. Which phrase is most appropriate?
"I'd suggest deprioritising this for now and revisiting it in the next sprint planning."
Why this is best: • Frames as a prioritisation decision, not a hard refusal — "not now" rather than "no" • "I'd suggest" is collaborative — invites agreement • "Next sprint planning" is a concrete, specific future moment — not a vague "later" • Keeps the working relationship with the PM positive
Why the others are weaker: • "We're unable to accommodate" — closes the conversation; no future alternative offered • "Falls outside the scope" — accurate but sounds bureaucratic and distant • "Capacity is fully committed" — fine, but more formal than needed for a peer PM conversation
Tip: When declining a stakeholder request, always name a specific time for the revisit.
4 / 14
Your CTO needs to approve a server migration plan by Friday or the project will slip by three weeks. Which phrase communicates the urgency most effectively?
"We need a decision on this by Friday to avoid a three-week timeline slip."
This is from the Escalating & Flagging Urgency group. It's the most effective because it contains all three elements of a well-formed urgency message:
① Clear ask: "we need a decision" ② Concrete deadline: "by Friday" ③ Quantified consequence: "three-week timeline slip"
Why the others fail at urgency: • "Just checking in" — signals LOW priority; no urgency • "I'm reaching out regarding" — neutral opener with no urgency • "when you have a moment" — actively signals low priority; the opposite of urgency
Formula: [Clear ask] + [Deadline] + [Consequence of not acting] = effective escalation.
5 / 14
You have resolved a P1 incident affecting the payments service. You need to send a brief update to the team. Which combination of phrases is most appropriate?
"This is to confirm that the issue has been resolved." + "Please let me know if you have any questions."
Why this is best: ① "This is to confirm that the issue has been resolved" — definitive, professional resolution statement from the Confirming & Acknowledging group; signals certainty ② "Please let me know if you have any questions" — standard professional closing; invites follow-up questions without creating ambiguity
Why option B is wrong: "I'll keep you posted as things develop" implies the situation is ongoing. After a resolution, this creates confusion about whether the fix is final.
Why option A is wrong: "Looking forward to your feedback" implies you're asking for something from them. After resolving an incident, you're delivering an update — not seeking feedback on your work.
Tip: Incident resolution communications should be definitive. Avoid anything that suggests the situation might continue.
6 / 14
Sarah: 'The API is returning a 500 error. We need to investigate.'
Mark (your teammate) replies in Slack: 'Okay, let's debug it. Any initial thoughts?' Which of the following phrases would be the most professional and actionable response from you, building on Mark's question?
The key here is to move beyond simply stating the problem (the 500 error). While acknowledging the issue is important, a professional developer response should immediately demonstrate proactive investigation. Option 3 asks for the full API response – a crucial step in debugging – and initiates a collaborative diagnostic process. Options A and B are passive or lack actionable steps; option C is overly dismissive.
7 / 14
Sarah: 'The API is returning a 500 error. We need to investigate.'
Mark (your teammate) replies in Slack: 'Okay, let's debug it. Any initial thoughts?' Which of the following phrases would be the most professional and actionable response from you, building on Mark's question?
The key here is to move beyond simply stating the problem (the 500 error). While acknowledging the issue is important, a professional developer response should immediately demonstrate proactive investigation. Option 3 asks for the full API response – a crucial step in debugging – and initiates a collaborative diagnostic process. Options A and B are passive or lack actionable steps; option C is overly dismissive.
8 / 14
Sarah: 'The API is returning a 500 error. We need to investigate.'
Mark (your teammate) replies in Slack: 'Okay, let's debug it. Any initial thoughts?' Which of the following phrases would be the most professional and actionable response from you, building on Mark's question?
The key here is to move beyond simply stating the problem (the 500 error). While acknowledging the issue is important, a professional developer response should immediately demonstrate proactive investigation. Option 3 asks for the full API response – a crucial step in debugging – and initiates a collaborative diagnostic process. Options A and B are passive or lack actionable steps; option C is overly dismissive.
9 / 14
Sarah: 'The API is returning a 500 error. We need to investigate.'
Mark (your teammate) replies in Slack: 'Okay, let's debug it. Any initial thoughts?' Which of the following phrases would be the most professional and actionable response from you, building on Mark's question?
The key here is to move beyond simply stating the problem (the 500 error). While acknowledging the issue is important, a professional developer response should immediately demonstrate proactive investigation. Option 3 asks for the full API response – a crucial step in debugging – and initiates a collaborative diagnostic process. Options A and B are passive or lack actionable steps; option C is overly dismissive.
10 / 14
During a code review, Alice comments: 'This function doesn't handle edge cases effectively. It should include validation for null input.' Which phrase from the bank best expresses this concern in a professional and constructive manner?
The correct response, 'This function could benefit from enhanced validation', offers a suggestion for improvement without being overly demanding or critical. Options A and B are too blunt; option C is technically accurate but lacks the polite phrasing needed in a collaborative code review. Option D pushes for immediate action before discussing solutions.
11 / 14
You're receiving automated alerts from AWS CloudWatch indicating high CPU utilization on a critical application server. You need to inform the development team about this issue in a Slack channel. Which of the following phrases is most appropriate for your initial message?
Option 1, 'We're experiencing elevated CPU usage on Server X', is the most professional and informative Slack message. It clearly states the problem, identifies the affected server, and implies a need for investigation. Options A is too simplistic, option C lacks crucial details, and option D is demanding without context.
12 / 14
You've written a detailed PR description outlining the changes you've made to a complex database schema. Before submitting it for review, your lead engineer asks: 'Can you provide an estimate of the potential impact on query performance?' Which phrase best answers this question while maintaining professionalism?
Option 2, 'I've conducted a preliminary analysis, and I anticipate a 10-20% improvement in query performance', is ideal because it demonstrates proactive effort and offers a quantified estimate. Options A is misleading, option C focuses on technical details rather than impact, and option D avoids accountability.
13 / 14
During a daily standup meeting, you need to update the team on your progress. You've completed the first phase of implementing a new API integration but encountered an unexpected authentication issue. Which phrase would be most appropriate to include in your update?
Option 2, 'Phase 1 is complete; we encountered an authentication issue that requires investigation', provides a concise and informative update. It acknowledges completion while immediately addressing the problem, allowing for appropriate discussion and follow-up. The other options fail to clearly communicate the situation or indicate next steps.
14 / 14
A junior developer sends you a code review comment: 'This is confusing.' Which phrase would be most effective in responding to this feedback constructively and professionally?
Option 1, 'Could you elaborate on what specifically is confusing about the code?', demonstrates a willingness to understand and improve the code. It's a polite and productive way to engage with feedback, rather than simply accepting it or dismissing it defensively. The other options are unhelpful and could be perceived as dismissive.
What does the "Email Phrase Bank — Professional IT English Phrases" exercise cover?
40 ready-to-use professional email phrases for IT professionals: opening, making requests, apologising, confirming, following up, escalating, declining, and closing. Includes 5 fill-in exercises.
Is this exercise free to use?
Yes. Every exercise on CoderSlingo, including this one, is free to use with no account, sign-up, or paywall.
How many questions are in "Email Phrase Bank — Professional IT English Phrases"?
This exercise has 14 questions. Each one gives instant feedback with an explanation, so you can see exactly why an answer is right or wrong.
Do I need to create an account to save my progress?
No account is required. The progress bar and score are tracked in your browser for the current session -- the exercise is designed to be a quick, repeatable drill rather than something you resume later.
What happens if I get an answer wrong?
You'll see the correct answer highlighted immediately, along with a short explanation of why it's correct. Wrong answers aren't penalized beyond your score, and you can keep going through every question.
How is this exercise different from reading an article?
Articles explain vocabulary and concepts through prose, while exercises like this one are interactive drills -- multiple-choice questions -- that test and reinforce your recall of specific terms and phrasing.
Can I retry this exercise?
Yes -- use the "Try again" button on the results screen to reset your score and go through all the questions again from the start.
Where can I find more Email & Writing exercises?
Browse the full Email & Writing hub for related drills, or check the site-wide exercises index for other IT English topics.
Is this exercise suitable for beginners?
This exercise assumes basic familiarity with IT terminology. If a term feels unfamiliar, check the site Glossary for a plain-English definition before attempting the questions.
How often is new content like this published?
New exercises are added regularly across all categories, alongside new vocabulary sets and articles. Check back on the exercises hub to see what's new.