Business

Letters

What are business letters?

Business letters are written on standard paper that allows you to

communicate between, people or from businesses. To send a

business letter you usually send using the post box, Post Office or

sometimes by courier. Business letters are considered to be "snail-

mail" which means very slow compaired to email which is faster

almost instant letter.

Types of business letters

memo

fax

email

Who writes Business Letters?

Almost all people will have at sometime written an a business letter

even without knowing it. Some people in business have to write many

letters each day while others only have to write a few letters over the

whole if there career. Business people will have to read many letters

every working day. Letters are written by a person or group are known

as the sender to a person or group, which in business are known as

the recipient.

Examples of senders and recipients:

Business to business

A business to a consumer

A person sending a job applicant «» company

Citizen to a government official

employer to another employee

staff member to another staff member

Why write Business Letters?There are a lot of reasons that you might have to write business letters or for another

correspondence:

to persuade someone.

to inform someone or a group.

to request something from someone or a group.

to express thanks to someone or a group.

to remind someone or a group.

to recommend something.

to apologize to someone or a group.

to congratulate someone or a group.

to reject a proposal or offer from someone or a group.

to introduce a new person or new policy to someone or a group.

to invite or welcome someone or a group.

to follow up from an enquery or request.

to formalize decisions to someone or a group.

Email and letters vocabulary list

to send something by post/ mail

to email somebody

to get/ receive

to reply to

to check emails

sender

address

to attach

attachment

to enclose

enclosure

envelope

parcel

post/ mail

letterbox (BrE) / mailbox (AmE)

electronic mailbox

outgoing mail

incoming mail

airmail

collect the mail

deliver the mail

sort the mail

mail-order service

Structure of a letterLetters often contain the following elements:

– A standard greeting (For example: Dear Sir / Madam)

– A reference to previous contact or reason for writing

In this first paragraph, say why you are writing the letter. Use a sentence that refers to a previous

contact, such as a previous letter or phone call. Or use an objective sentence to say why you are

writing: to confirm, clarify or enquire about something, for example.

– (The background to the letter.)

This is an optional paragraph and gives your reader more information to become familiar with the

subject of the letter.

– Main point or idea

– Additional points

– Asking for action / reference to the future

In the final paragraph, close the letter with an offer of further help, or ask for future action.

– Standard closing (For example: Yours faithfully)

Business letter samples

Here are some useful phrases for each section of your letter:

Making reference

"With reference to your letter, I…"

"In response to your letter, I can confirm…"

"With regard to your memo, I…"

"Following our phone conversation, I….."

"I am writing with reference to your enquiry."

"Thank you for your letter of…"

Replying to a request

"As you requested, I am enclosing a brochure about our adventure

holidays."

"As you suggested, I am sending you my CV."

"In answer to your enquiry, I am enclosing information which I hope

will be useful to you."

"As promised, I am sending you the…“

Establishing context

"Your name was given to me by (source)"

"My colleague, Ewan Jones, suggested that I write to you

concerning…"

"I have been advised to contact you regarding your policy on

insurance claims."

"I am the Marketing Manager of a search engine optimisation

company, and I am writing to you to ask if your company would be

interested in promoting …"

Making reference to something your reader knows

"As you may already know / have heard, the Production Division is

merging with…“

Saying thank you

"Thank you for your letter in which you enquired about…"

"Thank you for your advice regarding…"

"I am writing to thank you for your assistance.“

Informing

"It has come to our notice that…"

"I am writing to inform you that…"

"Please be advised that…"

"I am writing to advise you that…"

Confirming

"I am writing to confirm …."

"I would like to confirm ….“

Asking for information or advice

"I am writing to enquire about …."

"I would be interested to receive further details about …."

"Please could you give me the necessary details concerning …?"

"I would be grateful for your advice concerning…"

"I would appreciate your advice on …“

Explaining and clarifying

"I am writing to explain …"

"I would like to clarify certain points regarding…"

"I would like to take this opportunity to clarify …"

Making a suggestion or giving advice

"In response to ….. may we suggest that you contact …."

"With regard to your enquiry about … we advise you to … "

"We would like to advise all our customers to …"

Enclosing

"Please find enclosed …."

"Enclosed please find …"

"Enclosed is a …"

"Enclosed are …."

"I am enclosing a …"

"I have pleasure in enclosing …"

Apologising

"Please accept our apologies for this misunderstanding."

"We apologise for our mistake and we would like to take this opportunity to

assure you that it will not happen again."

"We hope that this misunderstanding has not caused you too much

inconvenience."

Referring to a meeting

"I look forward to seeing you on…"

"I look forward to meeting you on…"

"I would be delighted to arrange a meeting with you."

Asking for action

"I would be grateful if this matter could be resolved…"

"I would appreciate further information on…"

"I would be grateful for further advice."

"I would be grateful if you could send me…"

Offering help

"Please do not hesitate to contact me if I can be of further assistance."

"If you would like any more information, please do not hesitate to

contact me on…"

"Please feel free to contact me again if I can be of further assistance.“

Expressing urgency

"As this matter is now urgent, we would appreciate a prompt reply."

"We look forward to hearing from you at your earliest convenience."

"Due to the urgency of the situation, I would appreciate receiving your

advice as soon as possible."