WRITING  BUSINESS  LETTERS
Useful phrases

 

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

       Starting
  • We are writing to inform you that ...
                          to confirm ...
                          to request ...
                          to enquire about ...
  • 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   ...
  • I am writing to tell you about ...

       Referring to
       previous contact
  • Thank you for your letter of March 15 ...
  • 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
  • We would be happy to ...
  • Would you like us 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. 

       Apologizing
  • We are sorry for the delay in replying ...
  • I regret any inconvenience caused
  • I would like to apologize for (the delay/the inconvenience) ...
  • Once again, I apologise for any inconvenience.

       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 (three) weeks to process your order.
  • We can guarantee delivery before ...
  • 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 ...
  • Our terms of payment are as follows :

       Referring to 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 documents
  • I am enclosing ...
  • 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 ...
  • 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 future
       business
  • We look forward to a successful working relationship in the future
  • We would be (very) pleased to do business with your company.
  • I would be happy to have an opportunity to work with your firm.

       Referring to future
       contact
  • I look forward to seeing you next week
  • Looking forward to hearing from you
  •     "           "      to receiving your comments
  • I look forward to meeting you on the 15th
  • I would appreciate a reply at your earliest convenience.

 

       Ending business letters

 
  • Sincerely,          }
  • Yours sincerely, } (for all customers/clients)
  • Sincerely yours, }
     
  • Regards,             (for those you already know and/or
                                       with whom you already have a working relationship.)