Business Writing: Using Fresh Expressions
However fond you may be of using the same old phrases and wording in your business writing, such
expressions can and should be replaced with fresh, natural expressions. All of the writing books say so. Maryann
V. Piotrowski, in Effective Business Writing (1996), says:
Business language borrowed from an earlier generation can make your writing sound artificial or
pedantic. Every letter will sound like a form letter, and you will sound bored, or, even worse, boring.
Thinking up substitute phrases is easy if you put your mind to it. (p. 42)
Margot Northey, in Impact (fourth ed., 1998), says:
Stay away from old-fashioned words and archaic legalisms. In wrongly thinking that formality is the
essence of good business writing, and that old legal documents are the model to copy, one businessman
regularly begins his letters ‘Your favour of the 28th received and contents duly noted, and in reply to same
would state . . .’ Nowadays, such an opening is silly as well as stuffy. Although some lawyers, unfortunately,
continue to use cumbersome and unnecessary phrases, business writers should stay away from words like
heretofore and aforementioned, and expressions like duly noted, the undersigned, and in reply to same. A
good rule of thumb is to avoid opening and closing statements beginning with words ending in -ing (‘referring
to your letter’; ‘trusting you will agree’). (p. 30)
Such advice is not new. In 1960, in their English Handbook, M. Bailey and G. Horn wrote:
Good business English is no different from any other kind of English. In ordinary conversation, one
would never think of saying, ‘We beg to advise,’ ‘Attached you will find,’ or ‘We beg to remain.’ Why, then
do we find such expressions in many business letters? The best advice is write as you would talk. Avoid
stereotyped expressions, as you avoid them in all other kinds of written work.
(p.316)
So say the books. You, however, may have a boss or co-workers who would rather stay with their favorite
clichés. Besides, everyone is used to such expressions and they seem to bother only English teachers and a few
other pundits.
Well, intransigence can be hard to overcome. Nevertheless, to improve your writing you must develop your
thinking. A repertoire of formulaic expressions will never inspire any thought, neither in you as a writer nor in
your reader. Effective writing, on the other hand, engages the reader’s mind through the use of fresh, clear
expressions and images. Moreover, a personal voice resounds through the text. Even in a fairly dry legal text, the
writer may have the voice of a living, reasonable person, however anonymous.
Regarding the above mentioned points, and in reference to your previous request for the details on this
matter, please find enclosed a list of the said expressions. If you have any further questions or comments on this
matter, please do not hesitate to bring them to my attention.
We shall advise you
Duly noted
At any early date
We shall request that you
Enclosed you will find
Please find enclosed
We take great pleasure
Referring to your letter
Awaiting your reply
Due to the fact that
In the course of
We extend our thanks
Take this opportunity
Under separate cover
Referring to your letter
The writer has checked
Until such time as
Along these lines
Owing to the fact that
As per instructions
At the earliest moment
Thanking you in advance
In re the matter of
Your letter is at hand
In view of the fact that
We acknowledge receipt of
As per your request
Please do not hesitate . . .
Attached herewith
Heretofore
Aforementioned
The undersigned
In reply to the same
Trusting you will send
Please be advised that
Permit me to say
Trusting you will agree