The phrase “with reference to the below” shows up often in business emails. People use this phrase to point readers to details shared later in the email. This simple phrase helps keep emails clear and makes sure everyone stays on the same page.
Many writers struggle with the right way to use this phrase in their emails. The good news is that mastering this skill can make your emails stand out. The samples below show different ways to use this phrase in your daily work emails.
“With Reference to the Below” Email Samples
These email examples show how to use “with reference to the below” in different work settings. Each sample has its own style to fit various needs.
1. Project Update Email
Subject: Project Alpha Update – April 13
Dear Team,
With reference to the below project timeline, please note that we need to finish the first phase by April 20. This gives us one week to complete all remaining tasks.
The design team has already finished their part. The development team needs to speed up their work to meet our deadline.
Project Timeline: – April 13-15: Complete coding – April 16-18: Testing phase – April 19-20: Bug fixes and final review – April 21: Release to client
Please let me know if you have any questions or need help meeting these dates.
Thanks, Sarah
[Signature block: Name, Title, Company, Phone number, Email address]
2. Meeting Invitation Email
Subject: Team Meeting – Quarterly Goals Discussion
Hi everyone,
With reference to the below meeting details, I want to invite you all to our quarterly goals discussion. Your attendance is very important as we will set our targets for the next three months.
Meeting Details: Date: April 20, 2025 Time: 10:00 AM – 12:00 PM Location: Conference Room B Zoom Link: [link for remote workers]
Please review the attached last quarter results before the meeting. Come ready with ideas for how we can improve our results this quarter.
Best regards, Tom
[Signature block: Full name, Department, Position, Company logo, Contact information]
3. Customer Support Response Email
Subject: Re: Order #12345 Delivery Status
Dear Ms. Johnson,
Thank you for reaching out about your order.
With reference to the below tracking information, your package is currently in transit. It should arrive at your location within the next 2-3 business days.
Tracking Details: Order Number: #12345 Current Status: In Transit Last Location: Chicago Distribution Center Expected Delivery: April 16-17, 2025
You can also check the status yourself by clicking on this tracking link: [tracking link].
Please contact us if you don’t receive your package by April 18.
Warm regards, Customer Care Team
[Signature block: Agent name, Support team ID, Company name, Contact center hours, Support email and phone]
4. Job Application Response Email
Subject: Your Application for Marketing Manager Position
Dear Mr. Garcia,
Thank you for applying for the Marketing Manager position at ABC Company.
With reference to the below interview schedule, we would like to invite you for the first round of interviews. Please confirm which time slot works best for you by replying to this email.
Interview Schedule Options: – April 18, 2025: 10:00 AM – 11:00 AM – April 18, 2025: 2:00 PM – 3:00 PM – April 19, 2025: 11:00 AM – 12:00 PM
The interview will take place via Zoom. Please have your resume and portfolio ready to share during our talk.
Looking forward to meeting you, HR Department
[Signature block: Recruiter name, HR Department, Company address, LinkedIn profile, Company website]
5. Product Launch Announcement Email
Subject: New Product Launch – Smart Home System X200
Dear Valued Partners,
We are happy to announce the launch of our newest product line!
With reference to the below product details, we are now taking pre-orders for the Smart Home System X200. This system offers the latest in home automation technology at a competitive price point.
Product Details: – Launch Date: May 1, 2025 – Retail Price: $599 – Partner Price: $499 – Key Features: Voice control, smartphone app, energy monitoring, security sensors – Warranty: 2 years
We are offering special pricing for orders placed before April 25. Please use the partner portal to place your orders.
Thank you for your continued partnership, Sales Team
[Signature block: Sales Director name, Product division, Contact details, Partner portal link, Social media handles]
6. Invoice Payment Reminder Email
Subject: Reminder: Invoice #INV-2025-0342 Due April 20
Dear Mr. Anderson,
This is a friendly reminder about your upcoming payment.
With reference to the below invoice details, please note that payment is due by April 20, 2025. We appreciate your prompt attention to this matter.
Invoice Details: Invoice Number: INV-2025-0342 Issue Date: March 20, 2025 Due Date: April 20, 2025 Amount: $1,250.00 Payment Methods: Bank transfer, credit card, check
If you have already sent your payment, please ignore this message. For any questions, please contact our accounts team.
Regards, Finance Department
[Signature block: Accounts Receivable Specialist, Company financial details, Banking information, Payment portal link]
7. Event Registration Confirmation Email
Subject: Your Registration for Annual Tech Conference 2025
Dear Ms. Lee,
Thank you for registering for our Annual Tech Conference 2025!
With reference to the below event details, please save this email for your records. You will need to show the QR code at the registration desk on arrival.
Event Details: Date: May 15-17, 2025 Venue: Grand Convention Center, San Francisco Your Registration ID: TC2025-L7890 Package: Full Conference Pass Sessions Registered: All keynotes + 5 workshops
We have also attached the conference schedule. Please download our event app to create your personal agenda.
We look forward to seeing you at the event! Event Team
[Signature block: Event Coordinator, Conference logo, Social media hashtag, Help desk contact information]
8. Request for Information Email
Subject: Request for Information: Marketing Materials for Q3 Campaign
Hello Marketing Team,
I hope you are all doing well.
With reference to the below information needs, could you please share the required materials for our upcoming Q3 campaign? We need these items to start planning our strategy.
Information Needed: 1. Last quarter’s campaign results 2. Target audience profiles 3. Competitor analysis report 4. Product messaging guidelines 5. Available budget breakdown
We need this information by April 22 to stay on schedule. Please send the files to the shared drive or directly to my email.
Thank you for your help, Project Manager
[Signature block: Name, Project ID, Department, Office location, Work hours, Mobile number]
9. Feedback Request Email
Subject: Your Feedback on Recent Training Session
Dear Participants,
Thank you for attending the “Leadership Skills” training session last week.
With reference to the below feedback form, we would greatly value your thoughts on the training. Your input will help us improve future sessions.
Feedback Form Link: [Survey link]
The form includes questions about: – Content quality – Trainer effectiveness – Materials provided – Venue and arrangements – Topics you would like in future sessions
The survey takes only 5 minutes to complete. Please submit your responses by April 25.
Thank you for your time, Training & Development
[Signature block: T&D Manager, Human Resources department, Professional certifications, Company training portal, Email and extension]
10. Policy Update Notification Email
Subject: Important: Updated Company Travel Policy
Dear Staff,
Please read this email carefully as it contains important policy changes.
With reference to the below policy updates, please note that our company travel policy has been revised. These changes will take effect on May 1, 2025.
Key Policy Updates: – All travel must be booked through the new online portal – Approval is now required for any trip over $500 – Receipt submission deadline changed to 5 business days after return – New per diem rates for different cities – Added options for sustainable travel choices
The complete policy document is attached. All employees must review it before their next business trip.
Regards, Administration
[Signature block: Administrative Director, Policy reference number, Effective date, Company intranet link, Contact for questions]
11. Technical Support Email
Subject: Solution for Your Reported Software Issue #45678
Dear Mr. Wilson,
Thank you for reporting the issue with our software.
With reference to the below troubleshooting steps, please try these actions to fix the error you reported. Most users have found these steps solve the problem.
Troubleshooting Steps: 1. Close the application completely 2. Clear your browser cache (instructions attached) 3. Restart your computer 4. Open the application and log in again 5. If the error continues, try using a different browser
If you still face problems after trying these steps, please reply with a screenshot of any error messages you see.
Technical Support
[Signature block: Support Technician ID, Case number, Support hours, Knowledge base link, Screen sharing assistance option]
12. Proposal Follow-up Email
Subject: Follow-up: Website Redesign Proposal
Dear Ms. Brown,
Thank you for the opportunity to present our proposal last week.
With reference to the below clarification points, I wanted to address the questions you raised during our meeting about the website redesign project.
Clarification Points: – Timeline: The project can be completed in 10 weeks, not 12 as initially stated – Mobile Optimization: Yes, this is included in the base price – Content Migration: We will move up to 200 pages from your old site – Training: We provide two 3-hour sessions for your team – Support: 30 days of free support after launch
I have attached a revised proposal with these points included. Please let me know if you need any other information.
Best regards, Account Manager
[Signature block: Name, Client portfolio, Company awards, Portfolio samples link, Direct line and mobile]
13. Appointment Scheduling Email
Subject: Scheduling Your Annual Health Check-up
Dear Patient,
It’s time for your annual health check-up.
With reference to the below available slots, please choose a time that works for you. You can reply to this email or call our office to schedule your appointment.
Available Appointment Slots: – Monday, April 21: 9:00 AM, 11:30 AM, 3:00 PM – Tuesday, April 22: 10:00 AM, 2:00 PM, 4:30 PM – Thursday, April 24: 8:30 AM, 1:00 PM, 3:30 PM – Friday, April 25: 9:30 AM, 12:00 PM, 2:30 PM
Your appointment will take about 45 minutes. Please bring your insurance card and arrive 15 minutes early to complete paperwork.
Thank you, Medical Office Staff
[Signature block: Clinic name, Doctor’s name, Office address, Phone number, Patient portal link, Emergency contact]
14. Resource Sharing Email
Subject: Resources for New Project: Client X Campaign
Hello Team,
I hope this email finds you well.
With reference to the below resource links, I’m sharing all the materials you’ll need for the Client X Campaign project. Please save these links for easy access.
Resource Links: – Project Brief: [link to document] – Brand Guidelines: [link to PDF] – Previous Campaign Assets: [link to folder] – Content Calendar: [link to spreadsheet] – Team Contact List: [link to contact sheet]
All these resources are also saved in the shared project folder. Please make sure you have access and can open all files.
Thank you, Project Coordinator
[Signature block: Name, Team identifier, Project code, File access level, Working days, Instant message handle]
15. Training Materials Email
Subject: Training Materials for New CRM System
Dear New Hires,
Welcome to the team! We want to help you get started with our CRM system.
With reference to the below training resources, please review these materials before your first day. This will give you a head start on learning our systems.
Training Resources: – Basic CRM Tutorial Video: [link] – User Manual PDF: [link] – Practice Exercises: [link] – FAQ Document: [link] – Glossary of Terms: [link]
Your trainer will go through these materials with you during your first week. Having a basic understanding beforehand will make the training more helpful.
Welcome aboard, Onboarding Team
[Signature block: HR representative, Department, Employee portal credentials, IT support contact, First-day instructions]
Wrap-up: “With Reference to the Below” Emails
These 15 email samples show how to use the phrase “with reference to the below” in different work situations. This phrase helps point readers to important information that follows in your email. Using it correctly helps make your message clearer and more direct.
The key to using this phrase well is making sure the information you refer to is truly below the reference. Always place your detailed information after using the phrase. This creates a logical flow that helps your reader follow along easily.
Next time you need to highlight specific details in your email, try using one of these formats. Your readers will find your messages easier to understand, and you’ll get better responses as a result.