The basics of good business letter / email writing are easy to learn. The
following guide provides the phrases that are usually found in any standard
business letter/email. By using these standard phrases, you can give a
professional tone to your English business letters / emails.
People read business letters / emails quickly. So you should get to the point
in the first paragraph: the first sentence, if possible. In other words, say
what you want as soon as possible.
Because people read business letters quickly, use shorter sentences and
paragraphs than you would in a longer document.
Final paragraphs should tell readers what you want them to do or what you
will do for them.
Keep your letters / emails short and simple.
It’s easy. Give new information and facts. Ask about unknown information and
facts. Use short words, if possible. Use short sentences.
The Start
Dear Personnel Director,
Dear Sir or Madam: (use if you don't know who you are writing 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)
Opening Lines
With reference to
…your advertisement in the Times
…your letter of 23 rd March
…your phone call today
I am writing to enquire about…
I received your address from … and would like…
Thank you for your letter of 8 May.
Thank you for your letter/e-mail about…
In reply to your letter of 8 May, …
Giving Bad News
Unfortunately I am afraid that…
Attached / Enclosed Documents
I am enclosing…
Please find enclosed / attached…
Attached / Enclosed you will find…
…in attachment
Closing lines
Thank you for your help.
Please contact us again if we can help in any way.
…if there are any problems.
…if you have any questions.
I look forward to
…hearing from you soon.
…meeting you next Tuesday.
…seeing you next Thursday.
…to your reply
If you require any further information, feel free to contact me.
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)
And once again: Remember to keep your writing simple!
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