How to start a formal letter in English. Business correspondence in English: phrases and tips. How to write a greeting

We live in the age of information technology, so our whole life is somehow connected with computer technology, the Internet. For example, there is hardly a firm whose employees do not conduct electronic correspondence with other organizations. If your company has partners abroad, then its employees must know the rules for writing a business letter (in their native language and in a foreign language), which include not only the use of specific vocabulary, style, but also a certain format that should be followed.

So, let's see how to write a business letter ( business letter ). As a rule, three blocks are distinguished in an official letter:

— Introduction/Introduction

This part of the letter states the purpose of writing it.

— Main part letters/ body of the letter

On average, these are two to four paragraphs, in which the author of the letter informs the recipient, asks him questions, answers the recipient's questions contained in the previous letter.

— Final part/Conclusion

This part of the letter contains information about the subsequent actions of the recipient proposed by the sender, information about future contacts.

DESTINATION/ADDRESSEE

The text begins with an appeal to the addressee (addressee).

The sender may know the recipient's name, in which case the call might look like this:

Dear Mr. robinson,

Dear Mrs. seefob,

Dear Ms. Ching,

Dear Prof. Chensky,

A comma is placed after the recipient's name.

If you don't know the recipient's name, start your letter with one of the following phrases:

To whom it may concern,

Dear Sir,

Dear madam,

Dear Sir/Madam,

In this case, a comma is also included.

If your addressee is collective face, then the call looks like this:

Dear all,

Dear Colleagues,

Dear Marketing Team,

BODY LETTERS/ BODY OF THE LETTER

The body part of the letter may include formal style elements ( formal style), stylistically neutral vocabulary and professional vocabulary. You should also pay attention to the clichés that are traditionally used in business correspondence.

It is very important to remember that in official letters no abbreviations allowed type:

Don't- do not, isn't - is not won't - will not haven't - have not etc.

INTRODUCTORY PARAGRAPH /OPENING PARAGRAPH

The introductory paragraph suggests indication of the purpose of the letter , it can also express gratitude for the letter received earlier or any actions of the addressee. You can use the following cliches:

I am writing to ... - I write to ...

I am writing to confirm ... - I am writing to confirm ...

Thank you for contacting us… Thank you for writing to us...

Thank you for your letter dated… Thank you for your letter dated (date)...

With reference to your e-mail… In response to your email...

This is to confirm that ... - We hereby confirm that

FAVORABLE NEWS/GOOD NEWS

If you need to tell the recipient some positive information, use the following phrases:

We are delighted to confirm… We are very pleased to confirm...

We are pleased to tell you ... - We are pleased to inform you ...
You will be happy to know ... - You will be pleased to know ...

NEGATIVE NEWS/bad NEWS

Information of a negative nature is entered extremely correctly:

We regret to inform you ... - We regret to inform you ...

I am sorry, but ... - I apologize, but ...

I am sorry to say that ... - I regret to inform you that ...

I am afraid that we will not be able to… I'm afraid we can't...

INFORMATION REQUEST/REQUESTING INFORMATION

If you require certain information from the recipient, you can request it in this way:

We would appreciate it, if you could… We would be grateful to you if you could...
Could you…? - Could you…?

Please let us know... - Please let us know...

HELP OFFER/OFFERING HELP

In some cases, you have to offer your help to the addressee. To do this, you can use the following clichés:

We would be happy to help you with… We would be happy to help you with...
Would you like us to… ? “Would you like to…?”

SORRY/SAYING SORRY

In certain situations, the sender of the letter has to apologize:

We must apologize for ... - We must apologize for ...

We deeply regret that ... - We deeply regret that ...

We apologize for any inconvenience… We apologize for any inconvenience...
Please accept my sincere apologies for… Please accept my most sincere apologies for...

ATTACHED FILES/ATTACHING FILES

Business correspondence involves not only sending the letter itself, but also text or other files that are attached to the letter, which should be reported in the text of the letter:

Please find attached files…- Attached are the files below... See attachment...

I am attaching the following files…- I am sending you files ..., Attached hereto ...

CONCLUSION/CLOSING REMARKS

Having stated all the necessary information, you should proceed to the final part of the letter, formulating your further contacts with the addressee:

Do not hesitate to contact us if you require any further…- Contact us immediately if you need further...

If you have any questions, please feel free to contact us…- If you have any questions, please contact us.

Thank you for your help. – Thank you for your help.

I look forward to hearing from you.- I look forward to hearing from you.

We look forward to seeing/meeting you.- We look forward to meeting you.

SIGNATURE/SIGNATURE LINE

When signing the text of the letter, indicate your name, preferably its full form. It is also necessary to indicate the position and contact information. The phrase " Yours sincerely" ("Sincerely") Should be written if at the beginning of the letter you indicated the name of the addressee.

In other cases, the choice of a clichéd phrase is determined by the nature of your relationship with the addressee. The table shows three groups of clichés - from the official style to the semi-official and informal:

type	formal	semi-formal	infnormal
business	with gratitude, kindest regards, sincerely, Thank you Regards,	best, yours truly, cordially, yours respectfully, Wishing you well	thanks, Regards, best wishes, take care, until next time,

Below the phrase you have chosen, the name and position of the sender are written. For instance,

sincerely,

Angela Dooning
Administrative Assistant

Here is an example of a formal letter written in accordance with the requirements for a business letter:

Formal letters/e-mails are written in a formal (formal style) to people who hold official, leadership positions, such as managers, directors.

Official letters can be of different types:

• Business letter;
• Information request letter;
• Complaint letter;
• Letter of application for employment;
• Complaint letter;
• Letter of apology.

Structure of a business letter

Sender's name and address

Details of the sender and is located in the upper left corner.

The sequence of details is as follows:

• the name of the leader;
• his position;
• sender's company name;
• house number, street;
• city, postal code;
• the country.

Example:

Mr Viktor Moskvin

154 Sadovaya St

The absence of punctuation marks in a business letter is called "open punctuation".

date

The date is located under the details, indented three lines. There are several options for writing the date:

• July 28, 2017;
• July 28th, 2017;
• July 28, 2017;
• July 28th, 2017

Address of the recipient

The recipient's address is written after the date as follows:

• recipient's full name;
• position;
• Company name;
• house number, street;
• city, postal code;
• the country.

The name must be preceded abbreviated address:

• Mr. (mister, mister)
• Dr. (doctor),
• Ms. (Miss, for an unmarried woman),
• Mrs. (Mrs - for a married woman or if you are not sure of the status).

Example:

Mrs Jennifer Gray

editor publishing company “GoodBook”

The location of the address is similar to writing the sender's address.

Addressing the recipient of the letter

• Appeal to the addressee begins with the word " Dear... "(dear(s)): If the full name of the recipient is indicated, then the greeting begins like this, with a personal greeting: Dear Mrs Jennifer Grey.
• If the name is unknown, then the letter is addressed indefinitely: Dear Sir or Madam.
• When addressed to the company, the address is general: Dear Sirs.
• If the letter is addressed to an American company, a colon is put at the end of the address: Dear Mrs Jennifer Grey:

Sender's job title

If the letter is written by a man, then the word Mr is not put. If the letter is written by a woman, then after the name in brackets is (Mrs). Do not put a dot at the end of a sentence. For example: Yours sincerely,

School of foreign laguages ​​“Lingva”, or

Yours sincerely, Nikole Noble (Mrs)

School of foreign laguages ​​“Lingva”

Application mark

A business letter may be accompanied by other documents. To indicate this in business correspondence, an abbreviation is written after the signature Enc or Encs (« Enclosures- "Applications"). After this inscription, a comma is placed and all documents attached to the main letter are listed. For instance:

yours sincerely,

School of foreign laguages ​​“Lingva”

Enc, a copy of the license.

Business and formal letters. The structure of a business letter and speech patterns to use in it

Letter structure	Speech models
1. Formal address to the recipient (Address the recipient in a formal manner)	Dear Sir or Madam - Dear Sir (appeal to a man) or Madam (to a woman)
2. In the first paragraph, indicate the purpose of writing the letter. (Don't use abbreviated verbs!)	I am writing in connection with / to ask about ... - I am writing in connection with / in order to find out / ask .... I have read / found your advertisement in ... and would like to ... - I read / found your advertisement in ... and would like ... I am interested in ... - I am interested in ... I would like to know more details about… I would like to ask further information about/concerning… I would like to ask if/when/why/where… I look forward to your answer/ to hearing from you. - Looking forward to your response…
3. The end of the letter in the appropriate form:
If the letter begins Dear Sir or Madam, then the letter must end with the phrase	Yours faithfully, ... - sincerely yours, with respect ...
If the letter begins Dear Mr/Mrs Wilson then the letter ends	Yours sincerely, ... - sincerely yours, with respect ...

Samples of business/formal letters

Examples of business formal letters

Letter of inquiry

1.Dear Sir/Madam,

2.I am writing in connection with an advertisement for your English course. I am 19 years old student from Russia. I am interested in English and have been looking for a course in English at higher level.

I would like to ask for more details about this English course. I would be very grateful if you could inform me about payment forms and enrollment requirements.

I look forward to your answer.

3.Yours faithfully

Dear Sir/Madame

I am writing to you in connection with an announcement regarding your English course. I am a 19 year old student from Russia. I am interested in English and therefore I am looking for English courses to improve my level.

I would like to know more details about this English course. I would be very grateful if you could provide me with information on payment methods and enrollment requirements.

Looking forward to your reply.

Sincerely,

Anna Rudova

Dear Mr. Stevens,

Mrs. M.K. Collins has applied for work as a saleswoman in my drugstore. She has referred me to you as one for whom she has done similar work. Please give me some general information as to her fitness for this work. I shall be grateful to you for this help.

Sincerely yours,

Dear Mr Stevens,

Mrs. M.K. Collins applied for a job as a sales clerk at our pharmacy. She listed you as a person to contact for more information because she did the work for you. Please provide me with general information about her suitability for this position. I will be grateful for your help.

Yours sincerely,

Brian Warner

Letter of complaint (letter of complaint)

I am writing to complain about ineffective work of your book service centre. On February the third I ordered from you one copy of "Dandelion wine" by Ray Bradbury. The book arrived by mail and I found that some of the pages were transposed so that the book was not usable.

As a result I was left without a needed book. I would like the privilege of returning the defective book to you in exchange for a perfect copy. I hope it would be possible for you to replace it as soon as possible. I look forward to your answer.

yours sincerely,

Dear Mr Olsen,

I am writing to complain about the inefficiency of your book center. On February 3rd I ordered one copy of Dandelion Wine by Ray Bradbury from you. The book arrived by mail and I found that some pages of the book were in the wrong order, so the book was "unreadable".

As a result, I was left without the book I needed. I would like to replace the defective copy of the book with a normal one. Hope you can replace the book as soon as possible. Looking forward to your reply.

Sincerely,

Bill Barry

Additional speech models for a letter of complaint:

• I must express my dissatisfaction with...
• In fact I have already talked/written about it but nothing has changed/happened to…
• There has been no replay to my previous letter. There was no answer to my last letter.
• The item has not been replaced. – The product has not been replaced.
• It suddenly stopped working. – Suddenly, the product stopped working.
• The keyboard was missing. - The keyboard has been lost.
• Contrary to the description in the menu/brochure/time-table…The description in the menu/brochure/time-table does not match…
• The food was not cooked properly. – The food was not cooked properly.
• The price was expensive enough. - The price was too high.
• It was a very unfortunate event because ... - This event ended in failure because ...
• In this way it ruined all my plans as ... - Thus, all my plans were violated due to ...
• I hope I can expect ... - I hope that I can expect (expect) ...

Letter of application

(Letter of Statement)

Dear Sir or Madam,

I am writing in response to your job offer concerning the post of computer operator which I found in the latest issue of "Daily News".

I believe this position fits my expectations of a perfect job for a young person. As far as my qualifications are concerned I have been working for about two years as a computer operator in Gray Service Company, where I have had the chance to get "hands-on" experience with computers in a real working office and coming into contact with the public for the first time. There I have gained a lot of valuable professional experience. In addition to this, I consider myself to be hard-working and a very sociable person.

I would be happy to attend the interview at any time that is convenient to you. I am enclosing the names of two referees from Gray Service Company, whom you can contact for more details. I look forward to hearing from you.

yours faithfully,

Dear Sir / Madam,

I am writing to respond to your ad for a computer operator position that I found in the latest edition of the Daily News.

I believe this position meets my expectations of an ideal job for a young person. Regarding my qualifications, I worked as a computer operator for 2 years at Gray Services, where I had the chance to get hands-on experience with computers in the work office and the first experience of communicating with people within the profession. In the workplace, I gained valuable professional experience. In addition, I consider myself a hardworking and very sociable person.

I will be happy to attend the interview at any time convenient for you. I am providing the names of two former colleagues who you can contact for more information about me. Looking forward to your reply.

Sincerely,

Jane Morrison

Additional speech patterns for a job application letter:

• I am writing in reply to/with regard to…
• I am writing in connection with ... - I write in connection with ...
• I would like to express my interest in ... - I would like to express my interest in ...
• I found the position/job/post offer extremely interesting because…
• I would like to apply for this job because…
• My reason for applying for this job is that…(I am very sociable, hard-working, talented in…)
• As for my experience it includes… - As for my work experience…
• I worked for ... as ... - I worked in a position ... during ...
• I am ready to come to an interview at any time. I am ready to come for an interview at any time.
• I enclose my CV/references from my previous employers. – I am enclosing resumes/recommendations from previous employers.

• I met him…in…, when he joined…
• …has asked me to write a letter of recommendation to accompany his application for… I am very pleased to do so…. asked me to write a letter of recommendation to be submitted at the place of demand…. I'm glad to do it.
• …distinguished himself / herself … revealed himself as…
• His/her greatest talent is … His/her greatest talent is…
• He/she is a creative person… He/she is a creative person…
• His/her excellent capacity to…was invaluable… His/her excellent capacity to…was invaluable…
• While he / she was with us he / she… His responsibilities included…
• His/her main responsibilities were… His/her daily tasks included… His/her daily tasks included…
• The only weak spot that I ever noted in his/her performance was…
• I am confident that…will continue to be very effective. He/she deserves my best recommendations. I am sure that … will continue to work very effectively. He/she deserves my highest recommendation.
• I would happily recommend …as a hopeful candidate. I am happy to recommend … as a promising employee.

business greeting letter

The purpose of a congratulatory business letter is to officially congratulate the head of the company or your colleague. This letter may be shorter than a formal business letter, but more emotional.

Additional speech models for congratulatory letters:

• Best wishes for a happy and prosperous New Year from …! Please accept best wishes for a happy and prosperous New Year from...!
• In appreciation of our association during the past year, everyone at … extends our very best wishes for a wonderful holiday season! - Appreciating our cooperation during the past year, each employee ... expresses our best wishes in connection with the holidays!
• Warmest wishes for a happy holiday season and a wonderful new year! With the warmest wishes for happy holidays and a wonderful coming year!

Recruitment letter (cover letter for resume)

In the introduction to the cover letter, it is recommended to mention the source of information and the desired position.

The main part of the letter refers to the professional knowledge, skills and abilities of the applicant, contains information about the resume accompanying the letter. Express your desire to come to the interview, if possible at a convenient time for the employer or his representative, and also about the hope for a positive decision in the direction of the applicant. Finally, thank you for reading the letter.

Additional speech models for employment letters:

• I was interested to read your advertisement for …
• Please accept this letter as application for the … position currently advertised in the …
• I have exceptional verbal and written communication skills. I have exceptional oral and written communication skills.
• I can supply references from…if required. I can provide recommendations from…if needed…
• Thank you for your attention. Thank you for your attention.

business invitation letter

In the business world, meetings with partners are part of the key to success, so the correct design of invitations is very important. When drawing up an invitation, make sure that the name of the partner is indicated in full. The invitation should be short, the use of humor is appropriate, and of course, the time to send the invitation!

Phrases for the invitation:

• You are cordially invited to be the guest of…
• Allow me the pleasure of inviting you to… Do not refuse the pleasure of inviting you…

Reply to a business letter in English

Some letters received by the company require a response. The structure of such a letter is no different from a business letter.

Additional speech models for replying to a letter:

• Thank you for your letter. Thanks for your letter.
• We appreciate your offer. We appreciate your suggestion...
• We shall be pleased to supply you with…
• Regarding your question about… Regarding your question about…

Conclusion

The official letter consists of the following parts:

Formal greeting: Dear Sir/Madam - when you don't know the person's last name; Dear Mr/Mrs Wilson - When you don't know the recipient's name.

The first paragraph contains a greeting and opening statement, the purpose of the letter.

The main part of the letter reveals its content - arguments are provided, information of interest is requested (usually 1-3 paragraphs).

The last paragraph is the summary of the entire letter, namely, the actions you expect from the recipient, the final comments.

Formal letter ending: Yours faithfully,… – when you do not know the person's last name; Yours sincerely... when you don't know the recipient's name.

Formal letters can also be a response containing the requested information. The response letter has the same structure.

Make sure that when writing your letter, no part is left out.

One of the most difficult tasks not only in English, but also in Russian, is to conduct business correspondence and, in principle, write letters in a formal style. In this article, we will tell you how to write a letter of request (letter of request) and a letter of application (letter of application) in English correctly, give lists of phrases that will help you quickly and correctly compose such letters, and also attach examples of letters.

Request letter in English. letter of request

A letter of request (letter of request, letter of request of permission) is one of the types of business correspondence that is used if there is a need to apply for:

1. Permission to use any material legally owned by others.
2. Permission to conduct an interview or meeting.
3. Assistance in organizing or holding an event.
4. Information (clarifying documents, information about the cost of a particular product, its availability in the catalog, etc.).
5. Advice on any organizational action or decision.
6. Advice to an expert in any field.

The letter should begin with your address (the name and address of the company you represent), followed by the name and address of the company you are applying to.

Each item of the request letter in English should be presented in a separate paragraph. State the purpose of your letter in the first paragraph. Be polite but direct. It is important to write to the point, maintaining a formal business style.

If applicable, please provide a deadline for completing your request, as well as clarifying information about yourself and your situation. Add your phone number and email address and offer to contact you if you have any questions.

End the letter by thanking the recipient for their help and attention to this request.

In a request letter in English, you can use the following phrases:

Phrase	Translation
Purpose of the letter
I am writing to ask if you would be so kind/generous as to...	I am writing to ask if you would be so kind/generous...
I am writing to request your assistance concerning the matter of...	I am writing to ask for your help regarding the issue of...
I wonder if you could possibly help me... I wonder if it would be possible for you to help me...	I'm wondering if you could help me...
I would (greatly) appreciate it if you could... I would be most grateful if you could...	I would be (very) grateful if you... I would be very grateful if you...
I am writing to ask/enquire if/whether you could possibly tell/inform me...	I am writing to ask if you could tell me/inform me about...
I am writing to request your permission for...	I am writing to ask for your permission to...
I wonder if I might ask you for / request your valuable advice on/concerning...	I'm wondering if I can ask/seek your advice regarding...
Additional questions
I would also like to know...	I would also like to know...
Could you send me more details...	Could you send more information...
Could you tell me whether...	Can you tell me...
Final phrases
I hope that my request will not inconvenience you too much.	I hope my request will not cause you much inconvenience.
I must apologize for troubling you with this matter.	I apologize for disturbing you on this matter.
I hope that you will forgive me for taking up your valuable time.	I hope you will forgive me for taking up your precious time.
I look forward to hearing from you as soon as possible. I look forward to receiving your reply as soon as possible.	I look forward to hearing from you. Looking forward to your soon reply.
Thank(ing) you in anticipation of your kind cooperation. Thank(ing) you in advance for your kind cooperation.	Thank you in advance for your kind cooperation.

An example of a request letter in English for permission:

Example of a request letter

Application letter in English. Letter of application

A letter of application (letter of application, letter of application for a course) is most often an attachment to a resume, but it is also written when entering a university, college or short courses. This letter should include detailed information about your education and experience. This will increase your chances of getting the desired position or enrolling in the chosen educational institution.

At the beginning of the letter, you should indicate the name and address of the educational institution or company, and, if necessary, the name and position of the person you are addressing.

As with any business letter, each paragraph of your application should be covered in a separate paragraph. The first paragraph should state the purpose of your letter. Then you need to describe in detail about your qualifications and experience. You can also indicate your life goals and interests. Mention all the educational institutions you attended, share information about the courses and internships you took. Next, you should indicate the reasons that prompted you to apply to this educational institution or send your resume to this particular company.

You should adhere to the official business style of speech, be polite and honest, give only reliable facts.

At the end of the letter, indicate which supporting documents you are attaching to the letter. Express your appreciation for the consideration of your application and hope for a prompt positive response. After signing, you can provide your contact details.

In an application letter in English, you can use the following phrases:

Phrase	Translation
Purpose of the letter
I am writing to apply for admission to the course in...	I am writing to apply for admission to a training course in...
I would like to be considered for a place on the course in...	I request that my application for admission to a training course in...
I am writing with regard to...	I am writing in connection with...
I am writing to apply for... which I saw advertised in...	I am writing to apply for... which I saw advertised in...
I would like to express my interest for...	I am interested in...
Mention of qualifications (experience)
I hold a certificate/degree in...	I have a certificate/degree in...
I have taken/passed examination...	I passed my exam for...
I have completed the following courses / degree courses...	I have completed the following courses / degree course...
My degree is in English.	I have a degree in English.
App Notice
I enclose / have enclosed a copy of my degree/diploma...	I am enclosing a copy of the certificate/diploma of awarding a scientific degree...
I have attached all the other necessary documents like...	Attached are all required documents such as...
Please find enclosed a copy of my degree/diploma...	Attached are copies of my diploma/certificate...
Final phrases
I would be glad to attend an interview at any time convenient to you.	I am happy to be interviewed at any time convenient for you.
I hope that you will consider me for entry/admission to...	I hope that you will consider my candidacy for admission / admission to ...
I hope that you will consider my application...	I hope you consider my application...
I hope you take a favorable decision regarding my application for...	I hope for a positive decision regarding my application for...

An example of an application letter in English for admission to a training course.

In the age of private capital and investment, learning a foreign language is not only an interest in the international community, but also a practical necessity. Many companies cooperate with foreign partners, and, therefore, must maintain well-established contacts and mutual understanding. The main means of communication for business people is official correspondence. Today we will figure out how to compose an English letter correctly, observing the rules and framework of business communication. Also in the material we will give samples of what business correspondence looks like in English, examples of letters and phrases necessary for formal communication.

To begin with, let's decide what text blocks a business letter in English contains. Let's take each point in order.

Sender's address

The standard form begins with the details of the sender, placed in the upper right corner. The structure of a business letter assumes a strict order of writing data, so writing is always carried out in the prescribed order. There are no punctuation marks at the end of lines.

date

With an indent of three lines after the details of the sender, write down the date. Several formats are allowed for how to write a date:

• October 29, 2017;
• October 29, 2017;
• October 29th, 2017;
• October 29th, 2017;
• Oct 29 2017;

• 10/12/2017 – October 12, 2017 (Europe and England)
  
• 10/12/2017 – December 10, 2017 (America)

Recipient details

Next, we move to the left side of the sheet and also fill in the recipient's address and data in a strict order.

*Appeal is a mandatory element. For men, it is most often Mr, for women Ms. Also, when referring to a married woman, they use Mrs, to an unmarried Miss.

Greetings

The first thing that needs to be put down in the letter is a welcome phrase. Her style depends on the closeness of acquaintance with the interlocutor. The official letter is characterized by standard phrases: Dear Mrs / Ms + the recipient's surname. If the interlocutor's data is unknown, you should use the combination Dear Sir or madam. When the message is intended for several persons, the plural is used: Dear Sirs, Dear Colleagues, etc. Informal communication allows you to use the name: Dear Mary. It is important to note the punctuation point: in English, the appeal is separated by a comma, and in the American language by a colon.

Main part

We turn to the design of the main informational component of a business letter in English.

Most often, the main text begins with a small introductory sentence, especially if this is not the first letter, but a response correspondence. Here are examples of introductory phrases in English with translation into Russian.

If you are writing strictly formal business correspondence, then never write abbreviated forms of the predicate I'm, you're, etc.

Further, the goals and reasons for business correspondence in English are indicated in a logical sequence, and requests or expectations of any response are added. As a rule, for readability, the text is divided into several small paragraphs (without the use of a red line / tabulation). We will consider this block in more detail later on practical examples.

Conclusion

Continuing to maintain a polite tone, you should end the letter with standard expressions of gratitude, assurances in anticipation of a response, offers of cooperation, an invitation to subsequent communication. The closing phrase is an important element of business communication.

Example	Translation
Please acknowledge receipt…	Please confirm receipt...
If you have any questions, do not hesitate to contact us.	If you have any questions feel free to contact us.
Thanks in advance.	Thanks in advance.
We value your custom highly.	It is very important for us to cooperate with you.
Please contact us again if we can help in any way.	Please contact us again if we can be of any help to you.
Thank you and we are looking forward to hearing from you.	Thank you, we look forward to your reply.

Signature

Before specifying your data, you must use another polite form - the wishes of all the best or an expression of respect. As a rule, business English has three types of similar phrases:

• Yours Sincerely – Sincerely(to a familiar interlocutor);
• Yours faithfully – Sincerely(to an unfamiliar addressee);
• best wishes – Best wishes(neutral statement);

The final statement is separated with a comma, and then a personal signature is given on a new line indicating the name, surname and position.

yours faithfully, Samuel Frankston general manager Enc. A copy of the license

yours sincerely, Vadim Grachev sales manager Enc. catalog

In addition, additional attachments can be added to the text. Their presence is indicated at the end of the letter, immediately after the signature. The phrase begins with the abbreviation Enc. (enclosure - application), after which there is a listing of the attached documents.

We examined the theoretically correct message formatting for business correspondence. Now let's move on to the practical part and analyze an example of a business letter for various purposes and phrases in English typical for formal correspondence.

Business correspondence in English: examples of letters and phrases

The concept of a formal letter includes many shades. This can be a request, a commercial offer, a complaint, an apology, a job application, a letter of commitment, etc. In this section, we will consider in practice how business letters are written in English and what standard clichés can be distinguished in them. For convenience, we will distribute samples by genre.

Statement

Working in a foreign company is the dream of many young people. In order to establish yourself on the positive side, you need to correctly compose a cover letter - an application for a response to a vacancy. In addition to the information already presented in the material, in such appeals the expressions presented in the table are often used.

The complete statement looks like this:

Artem Kosarev Birmingham B48 7JN Frost logistic ltd My name is Artem and I am writing in response to your advertisement for a computer operator in today’s Independent newspaper. I have an experience of work as a computer operator for Trust General Company and appropriate education. I would like to apply for this job because I decided to move to London. I am a reliable person and would be a good worker for you. I am ready to come to an interview at any time. Thank you for your attention. yours faithfully,

Requests and Requests

Such correspondence is often used to request the issuance of necessary documents. In addition, in the business field, letters are often written asking for additional information, such as a product catalog, in order to place an order for supplies. A request or request in English can be expressed using the following official clichés for correspondence.

Example	Translation
This is to request you to grant…	This is a request/request to provide…
Please inform us…	Please inform us...
We are writing to ask about …	We ask you to inform…
I would be grateful if you could …	I waswould be grateful ifwould you…
We should appreciate your sending to us ...	We would be very grateful if you could send us...
Could you please send me…	Could you send me...
Can you give me some information about…	Could you give me information about...
Could you send me more details…	Could you send more details...

Consider a practical example of a business letter of this type. The indication of the date and addresses is the same for all letters, so we will only give the content of the main part and the signature.

Dear Mr Brams I am writing with reference to your advertisement in Guardian. Can you give me some information about your proposal? I would like to receive a copy of your latest price-list. I also wonder if it is possible to get a discounted price for buying in volume. Thank you and I am looking forward to hearing from you. yours sincerely, Kate Gordon sales manager T&K Corporation

A complaint

It is not uncommon for a business letter to express a complaint, for example, about the actions of employees or poor-quality services. To enable you to express your outrage in a formal way, the English language offers the following ready-made templates.

In the text of the letter, it is necessary to indicate in detail all the data about the situation that has occurred and explain the reasons for the indignation that has arisen.

Dear M's Melts, I'm writing to complain about ineffective work of your delivery service. On the 13 th of December I ordered from you ten computers and six laser printers. I had especially stipulated delivery with your manager for 20 th of December that to ensure punctual arrival. Today is 22th of December and the equipment I ordered has still not been delivered. I would like to receive my purchases as soon as possible. I hope that you will deal with my problem promptly as it is causing me considerable inconvenience. yours sincerely, Bob Murray

Answers and apologies

The final examples of letters will be related to the response messages. The answer must begin with gratitude for the received message. And then tactfully explain the circumstances, apologize and indicate ways to solve the problem. Consider what phrases on this topic correspond to business English.

Example	Translation
Thank you for bringing the problem to our attention.	Thank you for bringing this issue to our attention.
We are very sorry to hear that…	We are very sorry to hear that…
Please accept our apologises for…	Please accept our apologies for...
You have my assurance that…	I assure you that...
Please be assured that we will…	Rest assured that we...
To compensate for the inconvenience caused…	To compensate for the inconvenience caused…

Consider an example.

DearMrMurray, Please accept our apologies for the recent problems you had regarding our delivery service. Our company has recently experienced some problems with the software. The vendor has since applied a patch, and our systems are now 100% functional. Please be assured that you will receive your order not later than the day after tomorrow. To compensate for the inconvenience caused we have applied a 20% discount on equipment you ordered. We value your custom highly. sincerely, Nick Harley Customer Service Manager

We compiled such a kind of business phrasebook based on the results of studying the material: business correspondence in English, examples of letters and phrases for formal communication. We hope that with our tips you will improve your business communication skills and reach mutual understanding with foreign partners! See you in new classes!

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Only at first glance, the question “how to write a formal letter” seems scary. If it is better to delve into the essence, it becomes clear that writing a business letter in English is a fairly simple task.
You will need a formal letter in English when applying for a job, establishing working relationships and partnerships. Even a person who speaks a foreign language at an intermediate level can write it without difficulty. You need to know the key rules of writing and the general scheme. You can not use ornate phrases with hidden meanings, metaphors and euphemisms. Write as concisely and clearly as possible. The recipient should pick up the sheet, look down and immediately understand what you want from him. The ability to write business messages correctly is one of the most important skills in business.

Structure. Start.

Messages of this type have a certain structure and rules for writing. The first thing that is important and must be remembered - no extra punctuation marks (open punctuation). Second - All paragraphs are written without red lines. Third - abbreviations are not allowed (You're, can't...). And the most important rule is The message should be short and concise, but meaningful.

Schematically, the beginning can be depicted as follows:
departure date
Destination name
Position of addressee
Company name
Company location address

Note that there are no punctuation marks. No dots or commas are required. Instead, a line break is used.

date may have different spellings in different countries. In many countries, the date format is: day month Year(March 18, 2014 ). But there are countries in which the spelling is found in the format: month/day/year(March 18, 2014 ), and a comma after the number . It is better to write the month in text to avoid misunderstandings.

Name recipient indicated in the format in which he himself signs his letters. That is, if a person signs as John Smith, then you should not write Mr J Smith and the like.

Also indicated at the beginning special notes , indicating, for example, the confidentiality of the letter. They are most often written in capital letters (CONFIDENTIAL).

Main part.

As you know, any message begins with an appeal to the addressee or a greeting.

Formal writing in English is no exception. You can start in several ways:

• Dear Sir or Madam - if you do not know the gender;
• Dear Mr / Ms Marshman - in the absence of a very close acquaintance and friendship;
• Dear John Marshman - if the relationship with the recipient is close partnership or friendship;
• Dear Sirs - an appeal to a company of people;
• Dear Gentlemen - an appeal to two or more males;
• Dear Valued Customer - a standard appeal to the client;
• Dear General Manager (CEO) - CEO;
• Dear Dr. Marshman - if the title or special status is known.

If at the beginning, along with the address of the organization, the name of the recipient was indicated, then the greeting should be personal.
When addressing a woman, it is worth writing Ms, but only when she herself did not ask to write Mrs or Miss (Ms - universal appeal to married and single women).
Next comes the line called heading and reflects the main theme of the message. As a rule, it is written in capital letters (you can use an underscore) one line after the greeting.

The main part should be broken down into short, but meaningful and understandable paragraphs. A person must read the message in the shortest possible time, but at the same time understand everything that you wanted to convey to him. If you send the addressee several pages filled with text close to each other, then they are immediately in the recipient's wastebasket, without being read. Write short and to the point. Correct punctuation must be present in the main body.

Conclusion.

The ending consists of a polite farewell phrase, the name of the addressee, his position and additions. Often used final phrases: "Yours faithfully" ( written when the recipient's name is unknown) and "Yours sincerely" ( written in person). Addressee's name written 4-5 lines after the ending. You can write it in full capital letters, or use them at the beginning of a word. If the sender is male, then the postscript "Mr" is not used. But if the message is sent by a woman, then after the name you need to write in brackets (Ms / Mrs).

When a letter should be signed by a third party instead of the addressee, they write pp (per procurationem) in front of the name - on behalf of someone, or for. Position of addressee indicated on the next line after the name. The following are additional notes about investments or copies. As a rule, the presence of attachments is indicated by the mark Enc (Encs) a line after the position. If you want to send copies of the letter to a third party, then there must be marks cc ( courtesy copy or copy circulated) or Copy , followed by the copy recipient's name and title. If there are more than one, please list them in alphabetical order. If the addressee is unwilling to inform the recipient that third parties will have copies, use the symbol bcc (blind courtesy copy). It is not written on the original, which the addressee will receive, but only on copies.
Business partners and employers will evaluate not only the text, but also the paper on which you write and the envelope in which you send the letter. This means that the presence of spots and bruises, sloppy and torn edges is unacceptable. It is important to check the letter for punctuation and spelling errors. The writing style should be clear, concise, formal. All these are small things, but they are as important as the suit in which you will come to the meeting. If it is crumpled and stale, then no one will take you seriously.

Writing a formal letter in English is not a difficult task. But here is a small list of helper phrases to make this task as easy as possible:
We would like to inform you that…– we would like to inform you that…;
We guarantee fulfillment of our obligations under the contract– we guarantee the fulfillment of our obligations under the contract;
I would like to schedule a meeting for a business dinner- I would like to make an appointment for a business dinner;
We would like to sign a contract of cooperation as soon as possible– we would like to sign a cooperation contract as soon as possible;
We will wait for you in the office at (time) We will be waiting for you at the office at (time);
It was decided to take on your place another employee, because- it was decided to take another employee in your place, because;
We are forced to refuse you, because- we are forced to refuse you, because;
We will gladly employ such a qualified employee— we will be happy to hire such a qualified employee;
We guarantee the delivery of goods in the near future and we apologize for the delay– we guarantee the delivery of goods in the near future and we apologize for the delay;
I enclose a copy of the signed contract to the letter I enclose a copy of the signed contract with the letter.

An example of a business (formal) letter.

CONFIDENTIAL
March 18, 2014
John Marshman
CEO
ABC Company
52 Lime street
Washington
USA
Dear Mr Marshman
COMMERCIAL PROPOSAL
Our firm is interested in our supplies. Please send the price list, product information with detailed specifications and several samples. To conclude a contract, we will send our representative to you as soon as possible.
With hope for further cooperation
Yours sincerely

Samantha White (Mrs)
distributor
Copy Joanna Mason
Andrew Yung
Edgar Wilson, Managing Director