Request for information
I am writing to inquire about . . .
I am writing in reference to . . .
I read/heard . . . and would like to know . . .
Could you please send me . . .
at the address below/above
Thank you for your assistance.
I look forward to hearing from you.
Response to request
Thank you for your interest/inquiry
Enclosed is the information you requested.
You can learn more about this at . . .
If you have further questions,
If you require assistance, please contact:
If I can be of more help, please feel free to contact me at . . .
Sample Sentences: Requests
Could you please send me your most recent brochure?
Could you fax me the results of the market survey?
I would like to order ten copies of the book, Touchy Situations.
I would be very grateful if you could send me this information.
Please return the enclosed envelope with your payment.
Sample Sentences: Goodwill
Thank you for your hospitality.
I enjoyed having lunch with you last week while I was in New York.
Congratulations on your promotion to General Manager.
I want(ed) to congratulate you on your new position.
I was happy to hear that contract negotiations went well.
Sample Sentences: Introduction of Product/Service.
I am writing to tell you about . . .
(Our new product) is coming out next month.
This product/service is designed to (help you) . . .
Sample Sentences: Reference
I am writing in regard to . . .
I am writing in reference to . . .
Please refer to the enclosed invoice/brochure.
I hope you have had a chance to look over the materials we sent.
Sample Sentences: Confirmation
I am writing to confirm . . .
I would like to confirm what we discussed last Friday.
I would just like to confirm the main points we discussed . . .
Sample Sentences: Notification
I am writing to let you know that . . .
Please be aware/informed that . . .
I would like to inform you of a recent policy change.
I am happy to inform
you that . . .
Your request for funding has been approved.
Sample Sentences: Offering Assistance
We would be happy to . . .
If we can be of assistance, please don't hesitate to ask.
Sample Sentences: Collection
According to our records . . .
Our records show that . . .
Your monthly installment is past due.
Please send payment as soon as possible.
More useful phrases for business emails and letters
Here are some more business email and letter phrases. In this list we look at how to make requests, complain, apologise
and give bad news.
The examples in the left column are more formal. The right-hand column shows the less formalequivalent.
When we make a request:
[more formal]
[less formal]
I would be grateful if you could … .
Could you possibly … ?
I would appreciate (it) if you could … .
Could you please … ?
When we agree to a request someone has made:
[more formal]
[less formal]
I would be delighted to … .
I will be happy to … .
(delighted means very happy)
When apologising:
[more formal]
[less formal]
I apologise for the delay in replying.
Sorry for the delay in replying.
I/We apologise for the inconvenience.
Sorry for the inconvenience.
I/We apologise for any inconvenience caused.
Sorry for any trouble caused.
Please accept our/my sincere apologies.
I/We are very sorry … .
When giving bad news:
[more formal]
[less formal]
I/We regret that … .
Unfortunately … .
I/We regret to inform you that … .
I am sorry to have to tell you that … .
I am afraid that I must inform you of/that … .
I am sorry to have to tell you that … .
When complaining:
(The following phrases may be used as the opening line of the letter or email.)
[more formal]
[less formal]
I/We wish to draw your attention to … .
I wanted to inform you about … .
I am writing to complain about … .
I would like to complain about … .
I am writing to express my dissatisfaction with … .
[none]
(The following phrase may be used as the closing line of the letter or email.)
[more formal]
[less formal]
I would appreciate your immediate attention to
the matter.
I would appreciate if you could sort it out as soon
as possible.
Useful phrases and vocabulary
How to write a business letter?
The term "business letter" makes people nervous. Many people with English as a second language worry that their
writing is not advanced enough for business writing. This is not the case. An effective letter in business uses short,
simple sentences and straightforward vocabulary.
First and foremost, make sure that you spell the recipient's name correctly. You should also confirm the gender and
proper title. Use Ms. for women and Mr. for men.When you don't know the name of a person and cannot find this
information out you may write, "To Whom It May Concern".Here are some common ways to address the recipient:



Salutation





Dear Mr Powell,
Dear Ms Mackenzie,
Dear Frederick Hanson:
Dear Editor-in-Chief:
Dear Valued Customer
Dear Sir or Madam:
Dear Madam
Dear Sir,
In most types of business letter it is common to use a friendly greeting in the first sentence of the letter. Here are some
examples:


First paragraph



I hope you are enjoying a fine summer.
Thank you for your kind letter of January 5th.
I came across an ad for your company in The Star today.
It was a pleasure meeting you at the conference this month.
I appreciate your patience in waiting for a response.
After your short opening, state the main point of your letter in one or two sentences:

First paragraph


I'm writing to enquire about...
I'm interested in the job opening posted on your company website.
We'd like to invite you to a members only luncheon on April 5th.
Use a few short paragraphs to go into greater detail about your main point. If you are including sensitive material, such
as rejecting an offer or informing an employee of a layoff period, embed this sentence in the second paragraph rather
than opening with it. Here are some common ways to express unpleasant facts:

Second and third paragraphs


We regret to inform you...
It is with great sadness that we...
After careful consideration we have decided...
Your last paragraph should include requests, reminders, and notes on enclosures. If necessary, your contact information
should also be in this paragraph. Here are some common phrases used when closing a business letter:




Final paragraph





I look forward to...
Please respond at your earliest convenience.
I should also remind you that the next board meeting is on February 5th.
For further details...
If you require more information...
Thank you for taking this into consideration.
I appreciate any feedback you may have.
Enclosed you will find...
Feel free to contact me by phone or email.
Here are some common ways to close a letter.




Closing





Yours truly,
Yours sincerely,
Sincerely,
Sincerely yours
Thank you,
Best wishes
All the best,
Best of luck
Warm regards,
Here are a few Useful Phrases for Business Letters.
Openings:
The standard opening for formal correspondence is Dear.
• Dear Sir
• Dear Madam
• Dear Sir or Madam
• Dear Sirs
• Dear Mr.
• Dear Mrs.
• Dear Ms.
Useful phrases:
• Thank you for your letter of [date] concerning
• Thank you for sending me a [catalogue, quotation]
• Thank you for your enquiry of [date]
• I refer to your letter of [date] concerning
• Further to our telephone conversation of [date]
• I am writing to confirm our telephone conversation of [date]
• I would be grateful if you could forward me a [price list, catalogue]
• I am contacting you regarding
• I am writing to complain
• I apologise for the delay in replying
• As stated in your letter/fax of [date]
• I wish to draw your attention to the
• I wish to inform you that
• I am writing to inform you that
• I am writing to express my dissatisfaction with
• Please note that
• Please find enclosed
Closures :
• I look forward to hearing from you
• I look forward to hearing your response
• I would be most grateful if you would look into this matter as soon as possible
• Please let me know as soon as possible what action you propose to take
• I trust that you will give this matter your urgent attention
• I hope you can settle this matter to my satisfaction
• Please do not hesitate to contact me should you require further information
• Please contact me if you require further details
If you know the person’s name use:
• Yours sincerely
If you don’t know the person’s name use:
• Yours faithfully