Australian English for Living and Working in Australia. Lesson 8.
Written communication can reveal a lot about how well you understand local style. In this lesson you focus on emails and chat messages in Australian workplaces. You compare stiff, overly formal messages with versions that sound friendly but still professional, noticing common openings, closings and softeners. You practise writing short emails to request information, follow up on a task and apologise for a delay, choosing phrases such as "Just following up on the invoice below", "When you get a chance, could you review this?" or "No rush if you’re busy". You also work with Teams or Slack-style chats, where colleagues type more like they speak, sometimes with emojis or shortened words. By the end, you can decide how informal to be with different readers and write messages that sound clear, polite and comfortably Australian.
1. Noticing Aussie email tone in a real example.
In this first block, I want to drop you straight into a very typical situation in an Australian office. You have just joined a new company in Sydney, and you need to email Sam in the finance team about your first invoice. You know what you want to say, but you are not sure how formal or informal to sound. In Australia, written messages that are too stiff can feel distant or even a bit cold, but if you go too casual too fast, that can also feel strange.
So in a moment you will read two versions of the same email to Sam. One sounds overly formal, almost like a letter from a lawyer. The other sounds friendly but still professional, in a style you will see a lot in Australian workplaces. I will ask you to decide which one feels more natural for emailing a colleague you do not know very well yet. As you read, pay attention to the greeting, the phrases used for the request, and the sign-off at the end. Notice how short, simple phrases like “Hi Sam, hope you’re going well” or “Cheers, and talk soon” can make the message sound more relaxed without losing respect. After you read, you will write a short comparison in your own words.
Scene: Your first email to Sam in finance.
You have just started at a mid-sized company in Melbourne. You need to email Sam, who works in the finance team, about an invoice for a contractor. You want to sound polite and professional, but also not like a robot.
Below are two versions of the same email.
Email A – Very formal.
> Dear Samuel,
>
> I hope this email finds you well.
>
> I am writing to kindly request information regarding invoice number 4573 for our external designer. Could you please advise when this invoice will be processed for payment?
>
> I would be most grateful if you could provide an update at your earliest convenience.
>
> Yours sincerely,
>
> Maria Rodriguez
> Marketing Specialist
Email B – Friendly but professional (Aussie-style).
> Hi Sam, hope you’re going well.
>
> Just following up on invoice 4573 for our external designer. When you get a chance, could you let me know when it’s likely to be paid?
>
> No rush if you’re busy, I just want to keep the designer in the loop.
>
> Thanks in advance for your help.
>
> Cheers,
> Maria
What feels more Australian?.
Email A is correct, but it sounds very formal and a bit distant for an internal colleague in most Australian offices. Phrases like “I am writing to kindly request” and “I would be most grateful” are not wrong, but they feel old-fashioned and too heavy.
Email B uses:
a simple greeting: “Hi Sam” rather than Dear Samuel;
a friendly opener: “hope you’re going well”;
softening phrases: “Just following up on”, “When you get a chance”, “No rush if you’re busy”;
a casual but still professional closing: “Thanks in advance for your help. Cheers, Maria.”
This style matches everyday Australian email culture: clear, short, polite, but relaxed.
In the activity below, you will explain which email you would send to Sam and why.
Practice & Feedback
Read Email A and Email B on the screen again, then answer in your own words.
Write one short paragraph (around 80–120 words) answering these questions:
Which email would you choose to send to Sam in a typical Australian office, and why?
Which 2–3 phrases in that email make it sound friendly but still professional?
Is there one phrase from the other email that you might still keep, and why?
Try to use some of the language you see on the screen, such as "hope you’re going well", "Just following up" or "Thanks in advance for your help". Focus on explaining your thinking about tone, not on being perfect.
Email A – Very formal.
> Dear Samuel,
>
> I hope this email finds you well.
>
> I am writing to kindly request information regarding invoice number 4573 for our external designer. Could you please advise when this invoice will be processed for payment?
>
> I would be most grateful if you could provide an update at your earliest convenience.
>
> Yours sincerely,
>
> Maria Rodriguez
> Marketing Specialist
Email B – Friendly but professional.
> Hi Sam, hope you’re going well.
>
> Just following up on invoice 4573 for our external designer. When you get a chance, could you let me know when it’s likely to be paid?
>
> No rush if you’re busy, I just want to keep the designer in the loop.
>
> Thanks in advance for your help.
>
> Cheers,
> Maria
2. Writing low-pressure requests and follow-ups.
Now that you have seen the difference between a very formal email and a more natural Australian one, let us zoom in on **requests and follow-ups**. In Australian workplaces, people often avoid very direct commands in writing. Instead, they use gentle phrases that reduce pressure, but still make the task clear. This is where expressions from your chunk bank, like "Just following up on the invoice below" or "When you get a chance, could you review this?" are extremely useful.
In this block, you will look at some typical Australian-style request phrases next to more direct versions. Notice how small changes, like adding "just" or "when you get a chance", change the feeling of the message. Then we will build a short follow-up email together, step by step. Finally, you will write your own short follow-up to Sam about an unpaid invoice, using at least two softening phrases. Focus less on long, complex sentences and more on sounding clear, calm and respectful.
Softening your requests in Australian emails.
When you need something from a colleague, manager or client, you want to be clear but not pushy. Australian English often uses short softening phrases to keep the tone relaxed.
Look at these examples:
More direct
Softer, more Australian-style
Send me the report today.
When you get a chance, could you send me the report?
Please review the attached file.
Just wondering if you could review the attached file.
Tell me if anything is unclear.
Let me know if anything’s unclear.
I need the invoice by Friday.
If possible, I’d really like to get the invoice by Friday.
Reply as soon as you can.
No rush if you’re busy, but a quick reply would be great.
Notice how these phrases from the lesson chunk bank help you sound low-pressure:
Just following up on the invoice below.
When you get a chance, could you review this?
No rush if you’re busy.
Let me know if anything’s unclear.
Thanks in advance for your help.
A model follow-up email.
> Hi Sam,
>
> Just following up on the invoice below for the April design work. When you get a chance, could you let me know if it has been scheduled for payment?
>
> No rush if you’re busy, I just want to give the designer an update.
>
> Please see the attached file if that helps.
>
> Thanks in advance for your help.
>
> Cheers,
> Maria
The structure is simple:
Greeting + friendly opener (Hi + a short line if you like).
Reason for writing (Just following up on… / Just wondering if… ).
Specific request with a softener (When you get a chance, could you…?).
Reference to attachment or details (Please see the attached file.).
Thanks + sign-off (Thanks in advance… Cheers, Maria).
In the activity, you will write your own follow-up email using this structure.
Practice & Feedback
Imagine it is next week. You emailed Sam about invoice 4573, but you have not heard back. You want to send a friendly follow-up.
Write a short email to Sam (about 80–130 words). Include:
a greeting (e.g. Hi Sam);
a clear reference to the invoice (e.g. number or date);
a soft follow-up phrase, such as "Just following up on the invoice below";
at least two softeners from the screen (for example "When you get a chance", "No rush if you’re busy", "Let me know if anything’s unclear");
a polite closing and sign-off (e.g. "Thanks in advance for your help. Cheers, Maria").
Do not write a subject line, just the body of the email. Focus on sounding clear, relaxed and professional, not too formal.
You are following up about invoice 4573 for design work completed in April. The external designer has asked when they will be paid. You want to check with Sam in finance, without sounding impatient.
Remember useful chunks:
"Just following up on the invoice below."
"When you get a chance, could you review this?"
"No rush if you’re busy."
"Let me know if anything’s unclear."
"Thanks in advance for your help."
"Please see the attached file."
3. Saying sorry and giving bad news in writing.
Emails are not only for good news and simple questions. Sometimes you need to apologise or tell someone that a deadline will not be met. In Australian workplaces, people usually prefer that you are honest and clear, but they also expect a calm, low-drama tone. The goal is not to write a long story about how busy you are. Instead, you say sorry briefly, give a simple reason if it helps, and then explain what will happen next.
In this block, you will hear a short email being read aloud where the writer apologises for a delay and suggests a new plan. Listen out for phrases like "Sorry for the slow reply", "Unfortunately" and "I’ll get it to you by Friday". These are very common patterns. After listening, you will summarise what the writer is apologising for and how they soften the bad news. This will prepare you to write your own polite apology emails later in the lesson.
Handling delays and apologies in Aussie emails.
Everyone misses a deadline sometimes. What matters is how you communicate it.
Australian-style apology emails are usually:
short and direct about the problem;
calm, without too much emotion or drama;
solution-focused, with a clear next step.
Here is a model email:
> Hi Sam,
>
> Sorry for the slow reply on this.
>
> I was out of the office earlier this week and I’m a bit behind on emails. Unfortunately I won’t be able to finalise the report today.
>
> I’ll get it to you by Friday morning instead so you still have time to review it before the meeting.
>
> Thanks for your patience.
>
> Cheers,
> Maria
Useful patterns to notice.
Opening with a simple apology:
Sorry for the slow reply.
Sorry, I missed this email earlier.
Introducing the bad news gently:
Unfortunately I won’t be able to…
I’m afraid I can’t send it through today.
Giving a clear new plan:
I’ll get it to you by Friday morning instead.
I’ll send an updated version by close of business tomorrow.
Closing positively:
Thanks for your patience.
Thanks for understanding.
You can combine these with earlier chunks like:
Hi Sam, hope you’re going well.
Let me know if anything’s unclear.
In the activity, you will listen to a similar apology email and then explain, in your own words, what is happening and which phrases make the tone sound honest but still friendly.
Practice & Feedback
Listen carefully to the short email. You can play it two or three times if you like.
Then write 3–5 sentences explaining:
What the writer is apologising for.
What bad news they are giving.
What new plan or solution they offer instead.
One or two softening phrases you remember from the email (for example, "Sorry for the slow reply", "Unfortunately", "I’ll get it to you by…", "Thanks for your patience").
Do not worry if you do not remember every word exactly. Focus on the main message and the tone. Use your own words and try to write in full sentences, as if you were explaining the email to a colleague.
4. Switching to quick chat on Teams or Slack.
Email is great for longer messages, but in Australian offices a lot of real communication now happens in chat tools like Teams or Slack. The style there is closer to spoken conversation: shorter messages, faster back-and-forth, sometimes emojis or very light abbreviations. At the same time, it is still work, so you want to stay polite and professional.
In this block, we will look at a short chat between you and Sam about a file. Notice how there is no subject line, no long greeting, and often no full sentences. However, phrases like "hey", "no worries" and "all good" keep the tone friendly. After reading the chat example, you will practise writing your own short chat to Sam about an invoice question. Imagine you are typing in real time. Keep each message short, as if you were on your phone, and use a relaxed but respectful tone that would feel normal in an Australian office.
Email vs chat in Australian workplaces.
In tools like Teams, Slack or Google Chat, people often type more like they speak. The tone is usually more relaxed than in email, especially with colleagues you know.
Here is a typical chat between you and Sam.
> You: Hey Sam, got a sec to look at the invoice I sent through?
>
> Sam: Hey! Yeah, what’s up?
>
> You: Just checking if the client name is right on page 2.
>
> Sam: Had a quick look, it’s all good.
>
> You: Legend, thanks heaps.
>
> Sam: No worries at all.
What is different from email?.
Greeting: short and casual (Hey Sam instead of Hi Sam, hope you’re going well.).
Length: very short messages, often just a line.
Structure: no subject, no sign-off, no "Kind regards".
Tone: friendly and informal, but still respectful.
You might see Aussie-style expressions such as:
got a sec? (Do you have a moment?)
all good (Everything is fine.)
No worries at all. (You’re welcome / It’s not a problem.)
thanks heaps (Thanks a lot.)
Be careful with:
too many emojis with people you do not know well;
very informal spelling with managers or clients (e.g. u instead of you, lol).
When to use chat.
Chat is great for:
quick yes/no questions;
checking small details in a document;
letting someone know you are running a few minutes late;
sharing a link or file you just updated.
In the activity, you will write your own mini chat to Sam about a small invoice question, using this short, relaxed style.
Practice & Feedback
Imagine you are chatting with Sam on Teams about invoice 4573. You want to check one small detail quickly, so you do not need a full email.
Write a short chat conversation as if you were typing in real time. Include 4–6 messages in total (some from you, some from Sam). You can:
start with a casual greeting (e.g. Hey Sam or Hi Sam);
ask a quick question about the invoice (e.g. a date, client name, amount);
let Sam answer briefly;
thank Sam using natural phrases like "No worries", "All good", "Thanks heaps", "Legend".
Type it like a chat, for example:
> You: ...
> Sam: ...
Keep the tone friendly and professional, not too formal and not too silly.
Example structure for a quick work chat:
> You: Hey Sam, got a sec to check something on invoice 4573?
> Sam: Sure, what do you need?
> You: Just wondering if the due date should be the 15th or the 18th.
> Sam: Make it the 18th, that’s what we agreed with the client.
> You: Sweet, thanks heaps.
> Sam: No worries at all.
5. Adapting tone for colleagues, managers and clients.
By now, you have practised sounding friendly and relaxed with an internal colleague like Sam. The next step is to **adapt your tone** depending on who you are writing to. In Australia, people often use first names and a friendly style, even with managers and clients, but the level of informality still changes.
In this block, you will compare three versions of the same core message: a request about an invoice, written to a close colleague, a manager, and an external client. Notice the differences in greeting, softening phrases and sign-offs. None of them are extremely formal, but the writing for a client is a bit more careful and complete. After that, you will choose one audience and write your own email. This will help you decide how far you can go with expressions like "No rush if you’re busy" or "Cheers" in different relationships.
One message, three different readers.
You need to ask about an updated quote for a client project. Here are three versions of the same message to different people.
1. To a close colleague (same level).
> Hi Sam,
>
> Just checking in about the updated quote for the King Street project. When you get a chance, could you send it through so I can confirm with the client?
>
> No rush if you’re flat out today, I just want to give them a rough idea of timing.
>
> Thanks heaps.
>
> Cheers,
> Maria
2. To your manager.
> Hi Alex,
>
> Hope you’re going well.
>
> Just following up on the updated quote for the King Street project. When you have a moment, could you let me know if it’s ready to share with the client?
>
> If possible, I’d really like to send it to them by Thursday.
>
> Thanks in advance for your help.
>
> Kind regards,
> Maria
3. To an external client.
> Hi Ms Nguyen,
>
> I hope you’re going well.
>
> Just a quick note to follow up on the updated quote for the King Street project. When you get a chance, could you let me know if there are any changes from the previous version?
>
> No rush if you’re busy this week. We’re keen to make sure everything looks right from your side before we lock in the dates.
>
> Please see the attached file with our latest timeline.
>
> Thanks very much for your time.
>
> Best regards,
> Maria Rodriguez
> Account Manager
What changes, and what stays the same?.
Same:
polite, friendly tone;
clear request with softeners: Just checking in, Just following up, When you get a chance;
simple, direct sentences.
Different:
greeting (Hi Sam vs Hi Ms Nguyen);
level of detail (more explanation for the client);
closing (Cheers vs Kind regards vs Best regards);
how casual the language is (Thanks heaps is fine with a colleague, but too informal for a client you do not know well).
In the activity, you will choose one reader and write an email that fits that relationship, using some of the chunks above.
Practice & Feedback
Choose one of these readers:
A friendly colleague in your team (similar to Sam).
Your direct manager.
An external client you have not met in person yet.
You need to ask them for an updated quote or invoice. Write a short email (about 100–150 words) that:
uses an appropriate greeting and sign-off for that person;
explains briefly what you are asking for and why;
includes at least two softening phrases, such as "Just following up", "When you get a chance", "If possible", "No rush if you’re busy";
keeps the tone friendly but professional.
Start your answer by writing who you are writing to, for example: To: my manager or To: an external client. Then write the body of the email.
Useful chunks for different readers:
To colleagues:
"Hi Sam" / "Hi team"
"Just checking in about..."
"No rush if you’re flat out today"
"Cheers"
To managers:
"Hi Alex, hope you’re going well."
"Just following up on..."
"If possible, I’d really like to..."
"Thanks in advance for your help."
"Kind regards"
To clients:
"Hi Ms Nguyen" or "Hi Linh" (if first names are used)
"Just a quick note to follow up on..."
"When you get a chance, could you let me know...?"
"We’re keen to make sure everything looks right from your side."
"Thanks very much for your time."
"Best regards"
6. Mini project: your Aussie email and chat toolkit.
You have now seen and practised many of the key patterns for Australian-style emails and chats: friendly openings, soft follow-ups, gentle bad news, and relaxed chat messages. It is time to put everything together in a small, realistic project.
Imagine it is Thursday afternoon in your new job in Australia. You need to do two things. First, send a short email to an external client about an overdue invoice, where you also apologise for a small delay on your side. Second, send a quick Teams message to Sam in finance to double-check one detail before you reply to the client. This is exactly the kind of combination of email and chat you will use in real life.
In this final block, you will plan and write **both** messages. I will give you a checklist of phrases and success criteria on the screen. Use them like a toolkit. Aim for clear structure, a calm, polite tone, and at least a few of the Australian chunks you have seen, such as "Just following up on the invoice below", "When you get a chance", "No rush if you’re busy", "Sorry for the slow reply", or "Cheers".
Your final scenario.
It is Thursday afternoon.
An external client, GreenStone Builders, has an invoice that is now one week overdue. They emailed you yesterday asking for an update.
You saw their email but were busy in meetings, so you did not reply straight away.
You also want to confirm one small detail with Sam in finance before you answer the client.
You will write:
One short email to the client, GreenStone Builders.
One short Teams chat message to Sam.
Useful language toolkit.
Openings and closings:
Hi Alex, / Hi Alex, hope you’re going well.
Just a quick note to follow up on the invoice below.
Thanks very much for your patience.
Best regards, / Kind regards, / Cheers,
Requests and follow-ups:
Just following up on the invoice below.
When you get a chance, could you let me know…?
If possible, I’d really like to…
No rush if you’re busy, I just want to…
Please see the attached file.
Apologies and soft bad news:
Sorry for the slow reply.
Unfortunately I wasn’t able to get back to you yesterday.
I’ll get this sorted by \[day/time\].
Thanks for your patience.
Chat-style phrases for Sam:
Hey Sam, got a sec to check something on the GreenStone invoice?
Just wondering if the amount due is still 8,250?
All good, thanks heaps.
No worries at all.
Mini checklist for success.
For the client email:
clear subject and purpose (you can skip the subject line in your answer if you like);
one short apology for the slow reply or delay;
clear update or next step about payment;
2–3 softening phrases from the toolkit;
polite closing and sign-off.
For the chat to Sam:
short, relaxed greeting (Hey Sam / Hi Sam);
one clear question about the invoice;
friendly closing with thanks.
In the activity, you will write both messages in one answer.
Practice & Feedback
Now put everything together.
Write both messages in one answer:
EMAIL TO CLIENT – GreenStone Builders
about 100–150 words;
apologise briefly for the slow reply;
explain the situation in simple, calm language;
give a clear update or next step about payment;
use at least three of the lesson chunks (for example, "Just following up on the invoice below", "When you get a chance", "Sorry for the slow reply", "Thanks for your patience").
TEAMS CHAT TO SAM
2–4 short lines;
ask a quick question about a detail in the GreenStone invoice;
thank Sam with a natural phrase like "Thanks heaps" or "Legend".
Please label the two parts clearly in your answer, for example:
EMAIL:
[write your email here]
CHAT:
[write your chat here]
Scenario summary:
Client: GreenStone Builders.
Issue: Their invoice is one week overdue and they emailed yesterday asking for an update.
Your side: You were busy and did not reply straight away, but you have now checked with finance and payment will be processed early next week.
Your tasks:
Email the client to apologise briefly, explain the situation and confirm when payment should arrive.
Send a quick Teams message to Sam to double-check one detail before you send the email (you can decide which detail).
