Writing Business Emails | PDF | Email | Written Communication

Gathered by

Daniel Molagan

 accessible via

[email protected]

W

riting Formal Business

Letters/Emails

Guide to Basic Business

Letter

s

The Basics

The basics of good

business letter wri

ting are easy to

learn. The following guide provides the

 phrases that are usually f

ound in any standard business letter. These phrases are used as a kind of

frame and introduction to the co

ntent of business letters. At the end of this guide, you will find

links to sites that

give tips on the

diffi

cult part o

f writing successful business letters

 – 

 arguing

your business objective. By using these standard phrases,

you can give a professional tone to

your English business letters.

The Start

Dear Personnel Director,

Dear Sir or Madam: (use if you do

n’t know who you are

writin

g to)

Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you

are writing to, and have a

formal relationship with –

VERY IMPORTANT

 use Ms

for women unless asked to use Mrs or

Miss)

Dear Frank: (use if the person

is a close business contact or friend)

The Reference

With reference to your advertisement in the

Times,

your letter of 23

 rd

 March,

your phone call today,

Thank you for your

letter of March 5

 th

 .

The Reason for Writing

I am writing to inquire about

apologize for

confirm

Requesting

Could you possibly?

I would be grateful if you cou

ld

Agreeing to Requests

I would be delighted to

Giving Bad News

Unfortunately

I am afraid that

Enclosing Documents

I am enclosing

Please find enclosed

Enclosed you will find

Closing Remarks

Thank you for your help P

lease contact us again if we can

help in any way.

there are any problems.

you have any questions.

Reference to Future Contact

I look forward to …

hearing from you soon.

meeting you next Tuesday.

seeing you next Thursday.

The Finish

Yours faithfully, (If you don’t know the name o

f the person you’re writing to)

Yours sincerely, (If you know the name o

f the person you’re writing to)

Best wishes,

Best regards, (If the person is a close business contact

or friend)

Sample Letter

Here is a sample letter using some of these forms:

Ken’s Cheese House

34 Chatley Avenue

Seattle, WA 98765

Tel:

Fax:

Email: [email protected]

October 23, 2006

Fred Flintstone

Sales Manager

Cheese Specialists Inc.

456 Rubble Road

Rockville, IL

Dear Mr Flintstone:

With reference to our telephone conversation tod

ay

, I a

m writing to confirm your order for: 120

x Cheddar Deluxe Ref. No. 856