ESL learners

WRITING BUSINESS LETTERS

Useful phrases and vocabulary for writing business letters.

British English spelling are used.

Phrases and vocabulary to help write business letters:

Salutation • Dear Mr. Brown
• Dear Ms. White
• Dear Sir
• Dear Madam
• Dear Sir or Madam
• Gentlemen

Starting • We are writing

- to inform you that ...
- to confirm ...
- to request ...
- to enquire about ...
- to provide the information you requested.
• I am contacting you for the following reason...
• I recently read/heard about ..... and would like to know ....
• Having seen your advertisement in ..., I would like to ...
• I would be interested in (obtaining / receiving) ...
• I received your address from ----- and would like to ...

Referring to • Thank you for your letter of March 15.

previous contact • Thank you for contacting us.
• In reply to your request, ...
• Thank you for your letter regarding ...
• With reference to our telephone conversation yesterday...
• Further to our meeting last week ...
• It was a pleasure meeting you in London last month.
• I enjoyed having lunch with you last week in Tokyo.
• I would just like to confirm the main points we discussed on Tuesday.

Making a request • We would appreciate it if you would ...

• I would be grateful if you could ...
• Could you please send me ...
• Could you possibly tell us / let us have ...
• In addition, I would like to receive ...
• It would be helpful if you could send us ...
 • I am interested in (obtaining / receiving) ...
• I would appreciate your immediate attention to this matter.
• Please let me know what action you propose to take.

Offering help • Would you like us to ...?

• We would be happy to ...
• We are quite willing to ...
• Our company would be pleased to ...

Giving good news • We are pleased to announce that ...

• I am delighted to inform you that ..
• You will be pleased to learn that ...

Giving bad news • We regret to inform you that ...

• I'm afraid it would not be possible to ...
• Unfortunately we cannot / we are unable to ...
• After careful consideration we have decided (not) to ...

Complaining • I am writing to express my dissatisfaction with ...

• I am writing to complain about ...
• Please note that the goods we ordered on ( date )
have not yet arrived.
• We regret to inform you that our order n° ----- is now
considerably overdue.
• I would like to query the transport charges which seem
unusually high.

Apologising  We are sorry for the delay in replying to ...

(US: apologizing)  I regret any inconvenience caused (by) ...
 I would like to apologise for the (delay, inconvenience)...
 Once again, please accept my apologies for ...

Orders  Thank you for your quotation of ...

 We are pleased to place an order with your company for..
 We would like to cancel our order n° .....
 Please confirm receipt of our order.
 I am pleased to acknowledge receipt of your order n° .....
 Your order will be processed as quickly as possible.
 It will take about (two/three) weeks to process your order.
 We can guarantee you delivery before ...(date)
 Unfortunately these articles are no longer available / are out of stock.

Prices  Please send us your price list.

 You will find enclosed our most recent catalogue and price list.
 Please note that our prices are subject to change without notice.
 We have pleasure in enclosing a detailed quotation.
  We can make you a firm offer of ...

Referring to  Our terms of payment are as follows ...

payment  Our records show that we have not yet received payment of ...
 According to our records ...
 Please send payment as soon as possible.
 You will receive a credit note for the sum of ...

Enclosing  I am enclosing ...

documents  Please find enclosed ...
 You will find enclosed ...

Closing remarks  If we can be of any further assistance, please let us know.

 If I can help in any way, please do not hesitate to contact me.
 If you require more information ...
 For further details ...
 Please contact us if you have any questions.
 Thank you for taking this into consideration.
 Thank you for your help.
 We hope you are happy with this arrangement.
 We hope you can settle this matter to our satisfaction.

Referring to  We look forward to a successful working relationship in the future.

future business  We would be (very) pleased to do business with your company.
 We hope we may continue to rely on your valued custom.
 I would be happy to have an opportunity to work with your firm.

Referring to  I look forward to seeing you next week.

future contact  I look forward to your reply.
 Looking forward to hearing from you, ...
 Looking forward to receiving your comments,
 I look forward to meeting you on the (date).
 I would appreciate a reply at your earliest convenience.
 An early reply would be appreciated.

Ending business
For all customers and clients: ◊ Sincerely,
letters
◊ Yours sincerely,
◊ Sincerely yours,

In more formal letters: ◊ Yours faithfully,

 For those you already know and/or ◊ Regards,
with whom you have a working relationship: ◊ Best regards,

10 good opening lines

We need an opening line in a business letter or professional email:
to make reference to previous correspondence; to say how we found the
recipient’s name/address; to say why we are writing to the recipient.

 With reference to your letter of 8 June, I … .

 I am writing to enquire about … .
 After having seen your advertisement in … , I would like … .
 After having received your address from … , I … .
 I received your address from … and would like … .
 We/I recently wrote to you about … .
 Thank you for your letter of 8 May.
 Thank you for your letter regarding … .
 Thank you for your letter/e-mail about … .
 In reply to your letter of 8 May, … .
10 good closing lines
We need a closing line in a business letter or email:

to make a reference to a future event; to repeat an apology; to offer help

 If you require any further information, feel free to contact me.

 I look forward to your reply.
 I look forward to hearing from you.
 I look forward to seeing you.
 Please advise as necessary.
 We look forward to a successful working relationship in the future.
 Should you need any further information, please do not hesitate to contact me.
 Once again, I apologise for any inconvenience.
 We hope that we may continue to rely on your valued custom.
 I would appreciate your immediate attention to this matter.
Yours faithfully’ or ‘Yours sincerely’ in a business letter?
When the recipient’s name is unknown to you:

 Dear Sir … Yours faithfully

 Dear Madam … Yours faithfully
 Dear Sir or Madam … Yours faithfully
When you know the recipient’s name:

 Dear Mr Hanson … Yours sincerely

 Dear Mrs Hanson … Yours sincerely
 Dear Miss Hanson … Yours sincerely
 Dear Ms Hanson … Yours sincerely
When addressing a good friend or colleague:

 Dear Jack … Best wishes/Best regards

Addressing whole departments:

 Dear Sirs … Yours faithfully

Useful Phrases For Formal Letter Writing :

-Respected Sir/madam.

-Yours sincerely!

-With due respect and humble submission

-I am writing a letter to address the governor.

-I am writing this letter to register a complaint against

-Would you do this at your quickest convenience?

-I should/would be grateful if you could mail me the document!

-This letter concerns the growing pollution in the state.

-This letter refers to the marks deduction made

-Thank you in anticipation!

-I hope a quick step is taken by the officials!

-Kindly revert!

-I want to remind you about the ongoing crisis again!

-I expect a speedy reply!

-With regard to the development of the area, very little has been done to
date!

-I will wait for your reply!

Yours truly!

-Honorable chief minister.

-It would be great if we could fix a meeting date!

-I wish to see the changes as soon as possible!

-Kindly inform us about the changes done!

-Thank you!

-I would be glad if things could be fixed to the earnest!

-Respected chief executive officer.

-It would be an honor to have you as our guest!

-I should insist on.

-We demand perfect closure!

-Any data you provide us will be kept confidential!

-I have been notified by one of your clients about the changes made in
timing!

-We highly appreciate your efforts!

-I would like to request you to provide us with the equipment!

-I would like to notify you about a few changes in the routine!

-We are looking forward to working with you!

-The working experience will be indeed great with you!

-I would like to request you grant me leave!

-With humble submission, I would like to request you to excuse me for

the above-mentioned leaves!

-Thank you for your indulgence!

-Your assistance was of great help!

-We welcome you on board!

-We had great experiences working with you!

-Looking forward to more assignments from you!

-Best wishes!

-Best regards!

-Regards!

-Could you please look into the telephone services issues?

-Thank you for resolving the issue!

-This is to ask for an apology from the executive minister!

-Dear sir/Madam!

-Thank you in advance!

-I would like to see speedy progress in the project!

-Make your efforts count!

-You are in a team!

-Congratulations on the huge success!

-We wish you luck in your future endeavors!

-We would like to invite you to the event as a chief guest!

-Would forward the detail!

-Forwarding a sample, kindly go through it and let me know what you

can do about it!

-In the meantime, we advise you to go through the project!

-We cannot afford to have any mistakes!

-I would be thankful if you could give me a few moments.

-As our case is very serious, a sharp and fast reply would be liked.

-All the best!

-I hope you will stand on our expectations!

-A little boost will help the employees!

-I suggest you all conclude as quickly as possible!

-Suggest informing me about the activities beforehand!

-Your presence will be encouraging to us!

-We gladly would like to declare the winner!

-We are delighted to see you prospering!

-Kindly contact the person concerned!

-It is a request to go through your drafts!

-If this is not cleared within the deadline, we will be left with no option
but to take legal action against you!

-We cannot afford to wait any longer!

-With a heavy heart, we bid farewell to our students!

-Situation doesn’t permit us to take this action!

-We ask you to be patient!

-With your cooperation and assistance, we have made this possible!

-This is to inform you regarding the product!

-This letter addresses the pressing crisis of the locality!

-The municipality is requested to take quick action!

-Whomsoever concerned!

-We wish that the issue will be resolved to our mutual dignity.

-We desire that you will be able to.

-Payments will be made at your convenience!

-We request you kindly look into the payment delays and resolve them!

-I would like to request my team stay connected and united in these

tough times!

-I hereby would like to conclude.

-I am more than obliged to get a joining call from you!

-Regarding the water issue, we would like to…

-We are pleased with your performance!

-Keep it up!

-You are all going in the correct direction!

-I am glad that my donation was of some help!

-We highly appreciate your generosity, sir/Madam!

-Congratulation, we have hit the target!

-We regret to notify you that our assignment got canceled!

-Task for the day–

-You have been efficient and hardworking all through!

-Glad to have a talent like you!

-We wish you a happy journey!

-We are sorry for the inconvenience!

-It is to inform you that the school will not tolerate any misconduct!

-It breaks my heart to inform you that–

-Thank you for your tolerance!

-Condolence to the family!

-With a heavy heart, we inform you that — is no more with us!

-The above-mentioned problem needs your immediate attention!

-We must protect you!

-We hope to see good progress on this project!

-We request a refund!

-It is to inform you that we are not at all satisfied with your service!

-Our team thinks a lot more could be done!

-Something needs to be done to remove the waterlogging.

-With immense disappointment I would like to inform you that the
package never reached us!

-Students are facing the most due to the frequent power cuts!
-I hope to receive a quick reply!

STANDARD PHRASES

The beginning

A formal letter must always begin by addressing the recipient.

Common ways of addressing people are:

Dear Principal (This style is preferred when you know the

designation of the person you are writing to.)

Dear Sir / Dear Madam / Dear Sir or Madam (This is used when you
do not know the name or designation of the person you are writing
to.)

Dear Ms. Hopkins (Use Ms. for women if you do not know whether
she is married or not. If you are certain that she is married, use
Mrs. If you are certain that she is unmarried, you may use Miss.)

Dear Dr.

Dear Mathews (Use this if the person you are writing to is a close
business contact.)

Note

If it is possible, write to a specific person. For example, a letter that

begins Dear Mr. Mathews may yield better results than one that
begins Dear Sir.

Body of the letter

Begin the letter by making a reference to a conversation you have

already had with the recipient of your letter. If yours is the first
letter in a conversation, start by providing the reason for writing.
Standard phrases are:

With reference to your letter of January 3rd

With reference to your advertisement in the Times of India dated

12th December, 2011

With reference to your phone call today

With reference to the telephonic conversation we had yesterday

The Reason for Writing

Standard phrases used are:

I am writing this letter to inquire about ....

I am writing this letter to inform you that ...

I am writing this letter to apologize for ....

I am writing this letter to confirm that ....

I am writing this letter to apply for .....

Examples are given below

I am writing to inquire about the job vacancy advertised in the

Hindustan Times of January 5th.

I am writing this letter to apologize for the delay in shipping your

order placed on December 19th, 2011.

I am writing to confirm the shipment details of your order placed on

...

Call for action

You have now explained the reason for writing your letter. The next
step is to state the specific purpose - what you want to achieve by
writing - of your letter.
Standard phrases are:

I would be grateful if you could ....

Could you possibly ....

Closing remarks

Thank you for taking the time to read my letter.

Thanks for your time.

Thank you for your consideration

Feel free to write if you have any questions.

Feel free to contact us again if we can help in any way.

Call for future action

We look forward to hearing from you soon.

We look forward to seeing you next week.

Enclosing Documents

I am enclosing ...

Please find enclosed ...

Enclosed you will find ....