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.)