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Formal Letters

The document provides guidance on how to write effective business letters. It discusses key components such as the salutation, beginning the letter by referencing a previous contact or introducing the purpose, the main body which can make requests, provide updates, complaints, or apologies, and the closing which includes any enclosures, offers of assistance, and a sign off. The salutation and closing should match the formality of the relationship, and various wording options are provided for different levels of formality and the purpose of the letter.

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64 views

Formal Letters

The document provides guidance on how to write effective business letters. It discusses key components such as the salutation, beginning the letter by referencing a previous contact or introducing the purpose, the main body which can make requests, provide updates, complaints, or apologies, and the closing which includes any enclosures, offers of assistance, and a sign off. The salutation and closing should match the formality of the relationship, and various wording options are provided for different levels of formality and the purpose of the letter.

Uploaded by

tetiana
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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How to write business letters

1. Salutation
The salutation is an important part of a letter. The choice of the right
salutation depends on whether you know the person you are writing to and how
formal your relationship is.
1.1 Very formal (for official business letters)
 To Whom It May Concern: - Use only when you do not know to whom you
must address the letter, for example, when writing to an institution.
 Dear Sir/Madam, - Use when writing to a position without having a named
contact.
 Dear Mr/Ms Smith,- Use when you have a named male/female contact.
 Dear Dr Smith,- Use when writing to a named doctor.
 Dear Prof Smith, - Use when writing to a named professor.
 Dear Xu Li, - Type the whole name when you are unsure of the recipient’s
gender
1.2 Less formal but still professional (business letters)
 Dear colleagues,- Use when writing to a group of people.
 Dear Jane/John,

Punctuation:
 There should be a comma after the salutation and a colon after “To
Whom It May Concern”.
 No full stop is needed after Mr, Ms, and Dr.
 Avoid the exclamation (!) in salutations.

2. Starting your letter


There two ways in which business letters usually start: they make reference
to a previous contact, for example, phone conversation, meeting, previous mail
correspondence; or they are the first contact with the recipient.
2.1Making reference to previous contact
 I am (we are writing) regarding your inquiry about …
 I am (we are writing) regarding our phone conversation …
 In reply to your request …
 Thank you for your letter of March 15.
 Thank you for contacting us.
 Thank you for your letter regarding ...
 With reference to our telephone conversation yesterday...
 It was a pleasure meeting you in London last month.
 I would just like to confirm the main points we discussed on Tuesday.

2.2 Contacting the recipient for the first time


 I am (we are) writing to inform you that …
 I am (we are) writing to confirm …
 I am (we are) writing to enquire about …
 I am (we are) writing to complain about …
 I am (we are) writing to to request ...
 I am contacting you for the following reason.
 I recently heard about … and would like to …
 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 ...

3. Main part of the letter


3.1 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 …
 It would be helpful if you could send us …
 In addition, I would like to receive ...
 I am interested in (obtaining / receiving) ...
 Please let me know what action you propose to take.
3.2 Giving good news
 We are pleased to announce that …
 I am delighted to inform you that …
 You will be pleased to learn that ...
3.3 Giving bad news
 We regret to inform you that …
  I’m afraid it would not be possible to …
 Unfortunately we are unable to …
 After careful consideration we have decided …
3.4 Offering help
 Would you like us to ...?
 We would be happy to ...
 We are quite willing to ...
 Our company would be pleased to ...
3.5 Complaining
 I am writing to express my dissatisfaction with ...
 I am writing to complain about ...
3.6 Apologising
 We are sorry for the delay in replying to ...
 I regret any inconvenience caused (by) ...
 I would like to apologise for the (delay, inconvenience)...
 Once again, please accept my apologies for ...
3.7 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 ...
3.8 Referring to payment
 Our terms of payment are as follows ...
 Our records show that we have not yet received payment of ...
 Please send payment as soon as possible.

4. Ending your letter


4.1 Enclosures
 Please find enclosed (for letters)
 Please find attached (for emails)

4.2 Offering future assistance


 If you require more information, please let us know.
 Please do not hesitate to contact us if you need any further assistance.
 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.
 For further details ...
4.3 Referring to future contact
 I am looking forward to hearing from you soon.
 We are looking forward to meeting you on 21 January/in Lviv.
 We would appreciate your reply at your earliest convenience.
 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.
4.4 Closing
The closing salutation must match the opening salutation and the overall
tone of the letter. Choose one of the following closing lines depending on the
formality of the salutation.
4.1 Very formal
When the recipient’s name is unknown to you:
 Dear Sir/ Madam … Yours faithfully
 Dear Sir or Madam … Yours faithfully
When you know the recipient’s name:
 Dear Mr/ Mrs / Miss / Ms Hanson … Yours sincerely
When addressing a good friend or colleague:
 Dear Jack … Best wishes/Best regards
Addressing whole departments:
 Dear Sirs … Yours faithfully
4.2 Less formal but still professional
 Kind regards,/ Warm regards,/ Regards, - not too formal but businesslike
 Best wishes,- even less formal

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