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Writing Business Letters

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Useful phrases and vocabulary for writing 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...
  • 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
  • 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 in 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 to...
  • I regret any inconvenience caused (by)...
  • I would like to apologize 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 payment
  • Our terms of payment are as follows...
  • 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,...
  • 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 letters
◊ Sincerely, }  
◊ Yours sincerely,} for all customers / clients
◊ Sincerely yours,}  
◊ Yours faithfully,} in more formal letters

 

◊ Regards, for those you already know and/or with whom you have a working relationship

 

 


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