Guide to Basic Business Letters

Guide to Basic Business Letters I

The Basics
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. For more detailed help with standard business writing skills, I highly recommend these business English books. By using these standard phrases, you can give a professional tone to your English business letters. These phrases are used as a kind of frame and introduction to the content of business letters. At the end of this guide, you will find links to sites that give tips on the difficult part of writing successful business letters arguing your business objective.

The Start

Dear Personnel Director,
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 - 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 enquire about
apologize 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)

Business Letter Writing: Enquiries - Asking for Information

We write an enquiry when we want to ask for more information concerning a product, service or other information about a product or service that interests us. These letters are often written in response to an advertisement that we have seen in the paper, a magazine, a commercial on television when we are interested in purchasing a product, but would like more information before making a decision.

Remember to place your or your company's address at the top of the letter (or use your company's letterhead) followed by the address of the company you are writing to. The date can either be placed double spaced down or to the right.

Important Language to Remember

• The Start: Dear Sir or Madam
  To Whom It May Concern - (very formal as you do not know the person to whom you are writing)
• Giving Reference: With reference to your advertisement (ad) in
  Regarding your advertisement (ad) in
• Requesting a Catalogue, Brochure, Etc.: After the reference, add a comma and continue - , would (Could) you please send me
• Requesting Further Information: I would also like to know
  Could you tell me whether
• Signature: Yours faithfully - (very formal as you do not know the person to whom you are writing)

Kenneth Beare
Administrative Director
English Learners & Company

Business Letter Writing: Responding to Enquiries and Requests for Information

It is very important to make a good impression when responding to enquiries from potential customers. Of course, the best impression will be made by providing the materials or information that the perspective client has asked for, this positive impression will be improved by a well written response.

Remember to place your or your company's address at the top of the letter (or use your company's letterhead) followed by the address of the company you are writing to. The date can either be placed double spaced down or to the right. You can also include a reference number for correspondence.

Important Language to Remember

• The Start:

Dear Mr, Ms (Mrs, Miss VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)

• Thanking the Potential Customer for His/Her Interest:

Thank you for your letter of enquiring (asking for information) about
We would like to thank you for your letter of enquiring (asking for information) about

• Providing Requested Materials:

We are pleased to enclose
Enclosed you will find
We enclose

• Providing Additional Information:

We would also like to inform you
Regarding your question about
In answer to your question (enquiry) about

• Closing a Letter Hoping for Future Business:

We look forward to hearing from you / receiving your order / welcoming you as our client (customer).

• Signature:

Yours sincerely (remember use 'Yours faithfully' when you don't know the name of the person you are writing and 'Yours sincerely' when you do.

Writing Business Letters - English for Special Purposes Core Vocabulary

The use of this lexical approach is essential for successful language acquisition in English for Specific Purposes. However, teachers are often not equipped with the exact English terminology required in very specific trade sectors. For this reason, core vocabulary sheets go a long way in helping teachers provide adequate materials for students with English for Special Purposes needs.

These core vocabulary reference sheets (here focusing on writing business letters) provide between 150 and 240 key words and phrases for each industry. Each series is divided into three pages that, when combined, form an alphabetical list. In taking this lexical approach to attaining key vocabulary, students should be encouraged to translate the specific words and phrases into their native tongues as each phrase has a very specific translation in each language.

Exercises: Inquiries & Offers

I. Match the words / concepts with their equivalents / definitions given on the right:

II. Fill in the gaps with words from the list at the end of the exercise:

Dear Sirs,

We are impressed by the wide (1) of textile items you (2) on your stand at last months Bucharest International Fair.

We are a chain of (3) with branches throughout the country. Could you please let us (4) your latest (5) and price-list together with the (6) of the items you can supply from (7)?

As we are in a position to (8) large orders we should require your most (9) prices and a wholesale (10).

We are looking forward to your reply.

Yours faithfully,

Dear Sirs,

Thank you for your (11) of the 3^rd of June. (12) we have sent you our last catalogue and price list. We are sending under separate (13) the patterns for the items we can supply from the stock. Our prices are understood ex (14) . for orders of more than $10,000 we offer a discount of 10% off the (15) amount.

Our usual terms of payment are 60-day bill of exchange, documents against (16).

We are looking forward to your (17).

Yours faithfully,