English Language Activities
Writing A Basic Business
Letter
The basics of good business letter writing are easy to learn.
The following guide provides the phrases that are usually found in any standard
business letter. By using these standard phrases, you can give a professional
tone to your business letter in English. These phrases are used as a kind of
frame and introduction to the content of business letters.
| The Start |
|
| Dear Sir or Madam |
(use if you don't know who you are writing to) |
| Dear Mr, Mrs, Miss or Ms |
(use if you know who you are writing to, and have a
formal relationship with. 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 13th
June, …
your phone call today, … |
| Thank you for your letter of 5th
June. |
|
| The Reason for Writing |
|
| I am writing to |
enquire about … apologise for … confirm … |
| Requesting |
|
| Could you possibly … ? |
|
| I would be grateful if you could … |
|
| 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 |
|
| Please 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 of the person you're
writing to) |
| Yours sincerely, |
(If you know the name of the person you're writing to) |
Best wishes,
Best regards, |
(If the person is a close business contact or
friend) |
Here is a sample letter using some of these forms:
Roman's Cheese House
Podlaski 34
61-622 Poznan
Tel: (061) 456 8967
Fax: (061) 456 6745
Email: roman@wp.pl
Fred Flintstone
Sales Manager
Cheese Specialists Ltd.
Rynek 16
66-400 Gorzów Wlkp..
Dear Mr Flintstone,
With reference to our telephone conversation today, I am writing to confirm your
order for: 10,000 x Cheddar Cheese Deluxe Slices (Ref. No. 856).
Please contact us again if we can help in any way.
Yours sincerely,
Roman Ostrowski
Director of Roman's Cheese House
Obviously, this is an extremely simple example!