English for the Office: 15 Phrases to Navigate the Workplace – Preply Business

As the Harvard Business Review once wrote, “Global business speaks English.” In other words, English business language training is key to opening up job opportunities and making connections.

English words and expressions may be tricky, but these easy-to-remember phrases are the perfect way to prepare for different situations in the office. 

Phrases for talking on the phone

What can I do for you?

Hi Ted! This is Charlotte. What can I do for you?

Answering the phone in a foreign language can be intimidating, so having a simple opening phrase handy is essential. Instead of saying “What do you want?,” asking “What can I do for you?” is a polite way to ask why the speaker is calling. That way, you can help them in a friendly, efficient manner.

I’m trying to reach…

Hello, this is Priya. I’m trying to reach Gill from Human Resources.

If you’re familiar with the literal meaning of “reach” as trying to grab or hold on to something, this might sound a little creepy, but not to worry!

If you want to “reach someone,” it means you want to get in contact with them. Sometimes, you have to talk to multiple people in order to get on the phone with the right person. This phrase comes across as less demanding than asking, “Where is Gill from Human Resources?”  

I didn’t quite catch that

I didn’t quite catch that; would you mind repeating what you just said?

Let’s face it—even in our first language, sometimes we can’t understand the person at the other end of the line. Specialized vocabulary and abbreviations in a second language can be even more confusing!

If you tell someone, “I didn’t quite catch that,” they will understand you didn’t hear them and usually repeat themselves more slowly and clearly.

Download today the English for the office cheat sheet with useful English words & phrases for the workplace!

Phrases for communicating over email

I’m reaching out because…

Hello, Lei! I’m reaching out because I have a business proposal for you.

It may be confusing, but “reaching out” is different than trying to “reach someone.” Starting out an email with “I’m reaching out because…” is a polite, efficient way to explain why you’re sending the email.

Of course, it doesn’t hurt to add “Hope all is well” or another friendlier greeting if you are already familiar with the person you’re emailing.

I’ll get back to you

I’ll get back to you about that report as soon as I finish the project with Mia!

Deadlines, deadlines, deadlines. You might be juggling a few at a time and need to focus on some projects and push back others. If you say, “I’ll get back to you,” the other person will understand that you are busy now, but you will take the time to help them out as soon as you can. 

I just wanted to follow up…

Hi Veronica! I just wanted to follow up on that email I sent last Monday…

We’re all busy people, and we all know what it’s like to login into your email account, only to see a large number of urgent messages. Sometimes people don’t get back to us right away (see what I did there?).

Beginning an email by stating, “I just wanted to follow up,” politely reminds the recipient they haven’t yet responded to your last message. Bluntly asking, “Did you see my last email?” or “Is there a reason you didn’t answer my email from last Thursday?” might offend many English speakers. It comes across as rude and aggressive.

Phrases for making office small talk

What do you do?

I’m a Customer Service Representative. What do you do? 

If you’re first meeting someone, this is a great opening question. By asking, “What do you do?” you will be able to understand what the other person’s job is. This is helpful both for starting conversations and for doing business since you’ll need to know if and how you’ll be working together.

How did you get into…?

It’s cool that you work on robotics! How did you get into being an engineer?

“How did you get into…?” means “What lead you to choose this career?” It never hurts to ask about the other person’s passions and career path! This phrase always leads to good conversation because the other person will probably have a lot to say about their job.

This, in turn, leads to lots more questions and probably some natural small talk.

How is everything going over in…?

Hey Michelle! How is everything going over in sales?

If you want to ask a colleague about the latest news from their department, you might ask them, “How is everything going over in…?”

This question shows you care enough to remember what job the other person does and how they are getting on. It’s also useful if you want to start talking about business since the other person will probably ask you the same question back.

Then you can tell them about your job and talk about working together from there. 

Phrases for negotiating a deal  

How did you arrive at that price/ cost?

We’re not sure $200 per unit is really fair. How did you arrive at that price?

To “arrive at” a price is a more elevated and polite way to say “get to” a price. As in, what reasons do you have for suggesting the price you just suggested?

Financial information is important when you’re trying to make a deal, so you need to ask the right questions. Asking “how” and “why” questions instead of “yes” or “no” questions helps move the deal forward in an efficient manner. 

We’d like to offer a counter-proposal

Thank you for your offer of $100,000. Given the price of office equipment, we’d like to offer a counter-proposal of $75,000.

The other party may suggest a price or terms that doesn’t suit your budget or needs. Offering a “counter-proposal” is a polite way to refuse those terms and provide a suggestion of your own. Of course, they may offer a counter-proposal to your counter-proposal—but that’s where the next phrase comes in!

The bottom line is…

The bottom line is, we simply can’t agree to pay that amount. 

Negotiation is an art, but sometimes you just need to be straightforward. At some point, you need to tell the other party what the “bottom line” is — which point(s) you simply cannot compromise on. This phrase comes from the bottom line of a budget worksheet that shows the final balance.  

Phrases for speaking to your manager

Would it be possible to speak with…?

Hi, this is Reyna. Would it be possible to speak with Mr. Xi?

If you want to speak to your manager, this is a great opener. When speaking with a superior in the workplace, it’s very important to be courteous. Instead of using “Can I…?” or “Can you…?,” asking if speaking with your manager “would be possible” shows that you respect their position.

You can also use this phrase when dealing with coworkers or partners from English-speaking companies—you can never be too polite! 

Is there a way…?

Is there a way we could find a more time-efficient solution to the distribution problem?

You can use this phrase when making suggestions to your manager. Asking “Is there a way to…” followed by a suggestion shows that you may have helpful ideas but respect your manager’s authority to make the final decision.

This phrase is also useful in making counterproposals without coming across as rude or inappropriate.  

Do you have any feedback for me?

Thank you for reviewing my project! Do you have any feedback for me?

“Feedback” is advice about what you’ve done well or badly. When speaking with your manager, it’s always important to have open communication. Asking for “feedback” will allow you to talk about what you’re doing well and which areas you can improve.

Plus, your manager will be more likely to respond with helpful comments if asked in a straightforward but polite way. 

Conclusion

Learning Business English vocabulary is essential for the modern workplace. Even without knowing lots of vocabulary or English grammar, knowing these phrases will help you cover the basics.

Of course, these fifteen are just a starting point. If you really need to speak business English fluently, reach out to a few online Business English tutors on Preply or opt for corporate English training with Preply Business. 

On Preply, thousands of great English tutors can provide English lessons on the exact vocabulary you need for your professional career. So what are you waiting for? The bottom line is, English is the number one business language—and it’s not going anywhere, any time soon.