10 Common Prepositional Phrases for Professional Business Emails


In the fast-paced world of modern business, clarity and professional tone are the cornerstones of effective communication. Whether you are reaching out to a new client, coordinating with a global team, or following up on a high-stakes proposal, the words you choose carry significant weight. One of the most effective ways to polish your correspondence is through the strategic use of prepositional phrases.

A prepositional phrase is a group of words that begins with a preposition (like in, at, by, or with) and ends with a noun or pronoun. These phrases act as the "connective tissue" of your sentences, providing essential context regarding time, place, and relationship.

Using the right phrases can make your emails sound more authoritative yet polite, ensuring your message is received exactly as intended. Here are ten of the most impactful prepositional phrases for professional settings and how to use them effectively.

The Essential List for Better Business Communication

1. "In regard to..."

This is a sophisticated way to introduce the subject of your email. It serves as a clear signpost for the reader, immediately identifying the context.

  • Usage: "In regard to the project timeline, we have reached the first milestone."

2. "By the end of business (EOB)"

Clarity on deadlines is vital for project management. Using this phrase sets a firm but professional expectation for when a task should be completed.

  • Usage: "Please provide your feedback by the end of business this Friday."

3. "On behalf of..."

When you are representing your department, your manager, or your entire company, this phrase establishes your authority to speak for the group.

  • Usage: "On behalf of the marketing team, I would like to welcome you to the partnership."

4. "With respect to..."

Similar to "in regard to," this phrase is excellent for shifting the focus to a specific detail within a larger discussion without sounding abrupt.

  • Usage: "With respect to the budget concerns, we have identified several areas for cost-saving."

5. "At your earliest convenience"

This is a staple of polite business English. It requests a prompt response or action without sounding overly demanding or aggressive.

  • Usage: "Please review the attached contract and sign it at your earliest convenience."

6. "In accordance with..."

When you need to reference a contract, a company policy, or a previous agreement, this phrase adds a layer of formal compliance to your request.

  • Usage: "The refund was processed in accordance with our standard terms and conditions."

7. "Under the circumstances"

This phrase is particularly helpful when addressing delays, changes in plans, or unexpected challenges. It acknowledges the current situation empathetically.

  • Usage: "Under the circumstances, we believe extending the deadline is the best course of action."

8. "For your reference"

This is the perfect way to introduce attachments or additional data that the recipient might find useful but doesn't necessarily require immediate action on.

  • Usage: "I have included the meeting minutes below for your reference."

9. "In the meantime"

Excellent for maintaining momentum, this phrase suggests what should happen while everyone is waiting for a future event or decision.

  • Usage: "In the meantime, please continue working on the initial drafts."

10. "With an eye toward..."

This is a more visionary phrase, used when discussing long-term goals or future planning. It shows that you are thinking strategically.

  • Usage: "We are refining our strategy with an eye toward the upcoming fiscal year."

Why These Phrases Work

Using these specific structures does more than just fill space. They serve three critical functions in American business culture:

  • Establishing Tone: They move your writing from "casual" to "corporate," which builds trust with stakeholders.

  • Precision: They eliminate ambiguity. Phrases like "at your earliest convenience" or "by the end of business" leave little room for misunderstanding.

  • Politeness: In many cultures, direct commands can seem rude. Prepositional phrases soften the blow of a request while maintaining its importance.

Comparison: Casual vs. Professional

Casual ApproachProfessional Prepositional Phrase
About the meeting...In reference to our scheduled meeting...
I'm writing for the team.I am writing on behalf of the team.
Because of the rules...In accordance with company policy...
Soon.At your earliest convenience.

Pro-Tip: Avoid "Prepositional Pile-Up"

While these phrases are powerful, using too many in a single sentence can make your writing feel "clunky" and hard to digest. Aim for one or two per sentence to keep your prose lean and energetic.

  • Too Much: "In regard to the report for the meeting at the office by the park..."

  • Just Right: "In regard to the office report, I will have it ready by the meeting time."

Summary of Professional Impact

Mastering these ten phrases allows you to navigate the nuances of workplace hierarchy and client relations with ease. They provide the structure needed to be both firm and respectful, ensuring that your professional identity is reflected in every "Send" you click.


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