Email Examples & Expressions

InsightWorks Publishing November 18, 2025

 

Email Examples & Expressions

Essential Expressions for  Emails &  Email Examples 

Opening Phrases

  • "I am writing to inquire about..."
  • "Following up on our previous correspondence regarding..."
  • "I would like to confirm the details of..."
  • "This is to inform you that..."
  • "We would like to arrange for..."
  • "Could you please provide an update on..."

Requesting Information

  • "Could you please advise on the current status of..."
  • "We require clarification regarding..."
  • "Please confirm the following details..."
  • "Kindly provide us with..."
  • "We would appreciate receiving..."

Providing Updates

  • "Please be advised that..."
  • "We are pleased to inform you that..."
  • "This is to confirm that..."
  • "The current status is as follows..."
  • "Unfortunately, we must inform you that..."

Urgency Expressions

  • "This matter requires immediate attention"
  • "We kindly request expedited processing"
  • "Due to time constraints..."
  • "As a matter of urgency..."
  • "Please treat this as a priority"

Closing Phrases

  • "Please do not hesitate to contact us if you require further information"
  • "We look forward to your prompt response"
  • "Thank you for your cooperation in this matter"
  • "We appreciate your immediate attention to this issue"
  • "Should you have any questions, please feel free to reach out"


Example 1: Shipment Delay Notification

Subject: Shipment Delay Notification - Order #LG-45782

Dear Mr. Johnson,

I am writing to inform you that there has been an unexpected delay with shipment #LG-45782, originally scheduled for departure on November 15, 2025.

Due to port congestion at Shanghai, the vessel has been delayed by approximately 72 hours. The revised estimated time of departure (ETD) is now November 21, 2025, with an updated estimated time of arrival (ETA) of December 5, 2025.

We sincerely apologize for any inconvenience this may cause and are actively monitoring the situation. Our team is working closely with the carrier to minimize further delays.

Please find the updated shipping details below:

  • Container Number: MSCU4567892
  • Vessel Name: Pacific Horizon
  • New ETD: November 21, 2025
  • New ETA: December 5, 2025

We will keep you informed of any further developments. Should you have any questions or concerns, please do not hesitate to contact me directly.

Thank you for your understanding and patience.

Best regards, 

Sarah Mitchell Logistics Coordinator

 Global Freight Solutions

 Email: s.mitchell@globalfreight.com 

Phone: +1 (555) 234-5678


Example 2: Request for Shipping Quote

Subject: Request for Shipping Quote - FCL Shipment to Rotterdam

Dear Sir/Madam,

We are seeking a competitive quote for a Full Container Load (FCL) shipment from Los Angeles to Rotterdam.

Shipment Details:

  • Origin: Los Angeles, CA, USA
  • Destination: Rotterdam, Netherlands
  • Container Type: 1 x 40ft High Cube
  • Cargo Description: Industrial machinery parts (non-hazardous)
  • Approximate Weight: 18,500 kg
  • Preferred Shipping Date: December 10, 2025
  • Incoterms: FOB Los Angeles

Could you please provide the following information:

  • Ocean freight charges
  • Port handling fees
  • Estimated transit time
  • Sailing schedule
  • Validity of the quote

We would appreciate receiving your quote by November 22, 2025, as we need to finalize our logistics arrangements.

Thank you for your prompt attention to this matter. We look forward to your response.

Best regards, 

Michael Chen Procurement & Logistics Manager

 TechParts International

 Email: m.chen@techparts.com 

Phone: +1 (555) 876-5432

Example 3: Customs Clearance Issue

Subject: Urgent: Customs Hold - Shipment AWB #876-54329871

Dear Customs Broker Team,

I am writing regarding shipment AWB #876-54329871, which has been held at customs since November 16, 2025.

According to the tracking information, the shipment is being held for additional documentation. We have reviewed the case and believe all required documents were submitted with the original shipment package.

Original documents submitted:

Could you please advise on the specific documentation required to release this shipment? The consignee urgently requires this cargo for production, and any further delay will significantly impact their operations.

We are prepared to provide any additional documentation immediately upon your confirmation of requirements.

Please treat this matter as urgent and contact me at your earliest convenience.

Thank you for your immediate attention.

Best regards, Jennifer Rodriguez Import Operations Manager

 Swift Logistics Inc. 

Email: j.rodriguez@swiftlogistics.com

Phone: +1 (555) 345-7890 

Mobile: +1 (555) 345-7891

Example 4: Delivery Confirmation Request

Subject: Delivery Confirmation Request - PO #2025-1148

Dear Warehouse Team,

I hope this email finds you well. I am writing to request confirmation of delivery for Purchase Order #2025-1148.

According to our tracking system, the shipment was delivered to your facility on November 17, 2025, at 2:45 PM. However, we have not yet received the signed proof of delivery (POD).

Could you please confirm receipt of the following:

  • 150 cartons of Product Code: XT-4892
  • 200 cartons of Product Code: XT-4893
  • Total pallets: 14

We require the signed POD for our records and to process the supplier's invoice. If possible, please scan and email the document to us by end of business today.

Additionally, please advise if there were any discrepancies or damages noted upon receipt.

Thank you for your cooperation. Please let me know if you need any additional information.

Best regards,

 David Thompson Supply Chain Coordinator 

Metro Distribution Center 

Email: d.thompson@metrodist.com 

Phone: +1 (555) 432-8765

Example 5: Carrier Performance Complaint

Subject: Formal Complaint - Service Level Breach - Shipment Ref: TR-2025-889

Dear Customer Service Manager,

I am writing to formally express our dissatisfaction with the service provided on shipment reference TR-2025-889.

We have experienced the following issues:

  1. Delivery was 5 days late (promised: November 10, actual: November 15)
  2. Package arrived with visible external damage
  3. No proactive communication regarding the delay
  4. Customer service was unresponsive to our inquiries

This is the third incident in the past two months where your service has fallen below the agreed service level agreement. These delays have resulted in:

  • Lost sales opportunities
  • Dissatisfied customers
  • Additional expedited shipping costs

We value our business relationship and have been a loyal customer for over three years. However, we must insist on immediate improvement in service quality. We request:

  • A detailed explanation of what went wrong
  • Measures being taken to prevent future occurrences
  • Compensation as per our service agreement terms

We would appreciate a response within 48 hours to discuss how we can resolve this situation and prevent similar issues going forward.

Thank you for your immediate attention to this serious matter.

Regards, Amanda Foster Logistics Director 

Premier Retail Group 

Email: a.foster@premierretail.com 

Phone: +1 (555) 765-4321

Example 6: Booking Confirmation

Subject: Booking Confirmation - Container #TEMU9876543

Dear Valued Customer,

Thank you for choosing Pacific Shipping Lines. We are pleased to confirm your booking as detailed below:

Booking Details:

  • Booking Reference: PSL-2025-4576
  • Container Number: TEMU9876543
  • Container Type: 20ft Standard Dry Container
  • Port of Loading: Hamburg, Germany
  • Port of Discharge: New York, USA
  • Vessel Name: Atlantic Express
  • Voyage Number: 245N
  • ETD: December 1, 2025
  • ETA: December 15, 2025
  • Cut-off Date: November 28, 2025, 5:00 PM

Important Reminders:

  • Please ensure your cargo is delivered to the terminal before the cut-off date
  • All documentation must be submitted 24 hours prior to departure
  • Cargo must comply with SOLAS VGM requirements

Our operations team will contact you 48 hours before the cut-off date to confirm arrangements. Should you require any changes to this booking, please notify us at least 72 hours in advance.

We look forward to serving you. Please contact us if you have any questions.

Best regards,

Customer Service Team 

Pacific Shipping Lines 

Email: bookings@pacificshipping.com

Phone: +49 (0)40 1234 5678

Useful Vocabulary for Logistics Emails

Shipping Terms:

  • Bill of Lading (B/L)
  • Air Waybill (AWB)
  • Estimated Time of Departure (ETD)
  • Estimated Time of Arrival (ETA)
  • Full Container Load (FCL)
  • Less than Container Load (LCL)
  • Proof of Delivery (POD)
  • Verified Gross Mass (VGM)

Action Verbs:

  • Arrange, dispatch, coordinate, expedite
  • Consolidate, track, monitor, verify
  • Confirm, authorize, release, process

Status Updates:

  • In transit
  • Pending clearance
  • Ready for pickup
  • Delivered successfully
  • Delayed due to...
  • On hold
  • Under investigation