WRITING LETTERS



| |WRITING FORMAL LETTERS |

|Salutation |Dear Mr. X, |

| |Dear Ms. Y, |

| |Dear Sir, |

| |Dear Madam, |

| |Dear Sir or Madam, |

| |Dear All, |

| |To whom it may concern, |

|Starting |We are writing to inform ... |

| |…to confirm ... |

| |…to request ... |

| |…to enquire about ... |

| |…to ask … |

| |…to complain about … |

| |…to invite … |

| |…to apologize for… |

| |I am contacting you for the following reason. |

| |I recently read/heard about … and would like to know whether … |

| |Having seen your advertisement in ... , I would like to ... |

| |I would be interested in ... |

| |I received your address from ... and would like to ... |

| |I am writing to tell you about ... |

|Referring to |Thank you for your letter of June 17 ... |

|previous contact |Thank you for contacting us. |

| |In reply to your request ... |

| |Thank you for your letter regarding ... |

| |I was sorry to find out that ... |

| |With reference to our telephone conversation yesterday ... |

| |Further to our meeting last week … |

| |Following our meeting/ conversation on Wednesday … |

| |It was a pleasure meeting you in Warsaw last week. |

| |I enjoyed having lunch with you last … |

| |I would like to confirm the main points we discussed on Monday … |

| |In response/ With reference to your letter … |

| |We have received your letter of ... enquiring about ... |

| |We refer to your letter of ... |

| |enclosing ... |

| |concerning ... |

| |in connection with ... |

|Making a request |We would appreciate if you would/ could ... |

| |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/ replying to the|We would be happy to ... |

|request |Would you like us to ... |

| |We are quite willing to ... |

| |Our company would be pleased to ... |

| |As you requested/ suggested … |

| |As promised … |

| |In answer to your request, we are offering … |

| |Please do not hesitate to contact me if I can be of further assistance. |

| |If you would like any more information, please do not hesitate to contact me on… |

| |Please feel free to contact me again if I can be of further assistance. |

| |Please contact me if you need any further information. |

| |Please feel free to contact me if you have any further questions. |

| |Please let me know if you need any further information. |

|Giving advice |In response to … we may suggest that you contact.... |

| |With regard to your enquiry about ... we advise you to ... |

| |We would like to advise all our customers to ... |

|Informing |It has come to our notice that... |

| |I am writing to inform you that... |

| |Please be advised that... |

| |I am writing to advise you that... |

|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 ... |

|Asking for information |I am writing to ask/ enquire about.... |

| |I would be interested to receive further details about.... |

| |I would like some information about … |

| |I would be grateful for your advice concerning… |

| |I would appreciate your advice on ... |

| |We would be grateful if you could |

| |We would appreciate it if you could |

| |We would like to know about/if ... |

| |Could you tell me if… |

| |Please let us know about… |

| |Please give us further details about ... |

|Complaining |I am writing to express my dissatisfaction with ... |

| |I am writing to complain about ... |

| |Please note that the goods we ordered have not yet arrived. |

| |I would like to query the transport charges which seem unusually high. |

|Apologizing |I am writing to apologize for … |

| |I regret that … |

| |We are sorry for the delay in replying ... |

| |I regret any inconvenience caused (by) |

| |I would like to apologize for (the delay/the inconvenience) ... |

| |Once again, I apologize for any inconvenience. |

| |Please, accept our apologies. |

| |We regret to inform you that our order is overdue. |

| |Please accept our apologies for this misunderstanding. |

| |We apologize for our mistake and we would like to take this opportunity to assure you that it will not happen again. |

| |We hope that this misunderstanding has not caused you too much inconvenience. |

| |Please accept my apologies for any inconvenience. |

| |I regret to tell you that ... |

| |I am sorry to have to inform you that ... |

| |I am sorry to advise you that ... |

| |I thought you might be interested to hear that ... |

| |I am afraid I have some bad news. |

| |We are unable to ... |

| |We are not able to ... |

| |We have been forced to ... |

| |We must apologize for ... |

|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 … |

| |Please confirm receipt of our order. |

| |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 out 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 ... |

|Referring to payment |Our terms of payment are as follows : |

| |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 ... |

| |You will receive a credit note for the sum of ... |

|Enclosing documents |I am enclosing/ attaching ... |

| |Please find enclosed ... |

| |You will find enclosed ... |

|Closing remarks: |We look forward to a successful working relationship in the future. |

|Referring to future |We would be very pleased to do business with your company. |

|business |I would be happy to have an opportunity to work with your firm. |

|Closing remarks: |I look forward to seeing you next month/ week. |

|Referring to future |Looking forward to hearing from you. |

|contact |I look forward to meeting you on the 12th. |

| |I would appreciate a reply as soon as possible/ at your earliest convenience. |

| |Feel free to contact me in case of any inconvenience. |

|Closing remarks (other) |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 time and consideration. |

| |Thank you for your help. |

| |We hope you are happy with this arrangement |

| |We hope you can settle this matter to our satisfaction. |

|Ending (greeting) |Sincerely, |

| |Yours sincerely, |

| |Sincerely yours, |

| |Regards, (for those you already know and have a working relationship with) |

| |Best regards, |

| |With kindest regards, |

| |Yours faithfully, |

| |Yours truly, |

| |Yours, |

Layout:

Salutation

“Dear Ms. Jones”, etc.

Introductory information

Detailed information about the addressee (full name, position, address).

Introductory paragraph/ opening remarks

Briefly and clearly states the reason for writing eg. “With reference to your letter …”, “I am writing to apologize for…”.

Main body (2-3 paragraphs)

What we want to state, ask, complain about, etc.

Closing paragraph (usually with closing remarks)

What actions we expect to be taken, eg. “I am looking forward to hearing from you”.

Greeting

“Yours”, etc.

Enclosures

If we wish to enclose any documents, we put “Enc.” at the bottom of the letter.

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