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Useful Phrases and Terms for efficient English Letter Writing.

Useful Phrases and Terms for efficient English Letter Writing

There are several phrases, abbreviations, etc. used when writing a business letter. Have a look at some of them and keep them handy for use.

Phrases used in Business Letters

Salutation

  • Dear Mr Prashant
  • Dear MsKavita
  • Dear Sir
  • Dear Sirs
  • Dear Madam
  • Dear Sir or Madam
  • Gentlemen

Starting

  • We are writing to inform you that …
  • to confirm …
  • to request …
  • to enquire about …
  • I am contacting you for the following reason.
  • I recently read/heard about . . . and would like to know .
  • Having seen your advertisement in … , I would like to…
  • I would be interested in (obtaining/receiving) …
  • I received your address from … and would like to…
  • I am writing to tell you about …

Referring to a previous contact

  • Thank you for your letter of December 10 …
  • Thank you for contacting us.
  • In reply to your request …
  • Thank you for your letter regarding …
  • With reference to our telephone conversation yesterday …
  • Further to our meeting last week …
  • It was a pleasure meeting you in Pune last month.
  • I enjoyed having lunch with you last week in Kerela.
  • I would just like to confirm the main points we discussed on Wednesday…

Making a request

  • We would appreciate it if you would …
  • I would be grateful if you could…
  • Could you please send me . . .
  • Could you possibly tell us/let us have…
  • In addition, I would like to receive …
  • It would be helpful if you could send us …
  • I am interested in (obtaining/receiving…)
  • I would appreciate your immediate attention to this matter.
  • Please let me know what action you propose to take

Offering help

  • We would be happy to …
  • Would you like us to …
  • We are quite willing to …
  • Our company would be pleased to …

Giving good news

  • We are pleased to announce that …
  • I am delighted to inform you that …
  • You will be pleased to learn that …

Giving bad news

  • We regret to inform you that …
  • I’m afraid it would not be possible to …
  • Unfortunately we cannot/we are unable to …
  • After careful consideration we have decided (not) to …

Complaining

  • I am writing to express my dissatisfaction with …
  • I am writing to complain about …
  • Please note that the goods we ordered on (date) have not yet arrived.
  • We regret to inform you that our order no. 345 is now considerably overdue.
  • I would like to query the transport charges which seem unusually high.

Apologising

  • We are sorry for the delay in replying …
  • I regret any inconvenience caused
  • I would like to apologise for (the delay/the inconvenience)
  • Once again, I apologise for any inconvenience.

Orders

  • Thank you for your quotation of …
  • We are pleased to place an order with your company for .
  • We would like to cancel our order no…
  • Please confirm receipt of our order.
  • I am pleased to acknowledge receipt of your order no…
  • Your order will be processed as quickly as possible.
  • It will take about (three) weeks to process your order.
  • We can guarantee delivery before …
  • Unfortunately these articles are no longer available/are our of stock.

Prices

  • Please send us your price list.
  • You will find enclosed our most recent catalogue and price list.
  • Please note that our prices are subject to change without notice.
  • We have pleasure in enclosing a detailed quotation.
  • We can make you a firm offer of …
  • Our terms of payment are as follows…

Referring to payment

  • Our records show that we have not yet received payment of
  • According to our records …
  • Please send payment as soon as possible.
  • You will receive a credit note for the sum of …

Enclosing documents

  • I am enclosing …
  • Please find enclosed …
  • You will find enclosed …

 

Closing remarks

  • If we can be of any further assistance, please let us know
  • If I can help in any way, please do not hesitate to contact me
  • If you require more information …
  • For further details …
  • Thank you for taking this into consideration
  • Thank you for your help.
  • We hope you are happy with this arrangement.
  • We hope you can settle this matter to our satisfaction.

Referring to future business

  • We look forward to a successful working relationship in the future
  • We would be (very)pleased to do business with your company.
  • I would be happy to have an opportunity to work with your firm.

Referring to future contact

  • I look forward to seeing you next week
  • Looking forward to hearing from you
  • Looking forward to receiving your comments
  • I look forward to meeting you on the 15th
  • I would appreciate a reply at your earliest convenience.
  • An early reply would be appreciated.

Ending business letters

  • Sincerely,
  • Yours sincerely, (for all customers/clients)
  • Sincerely yours,
  • Regards, (for those you already know and/or with whom you already have a working relationship.)

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