- If you are writing to a group of people who work in the same company or department, you could write
"Dear All", "Dear colleagues", or "Hello everyone".
- Writing to a group of people
if you are writing to a group of people, you could use a collective noun: "Dear customers", "Dear
partners".
- Friends and colleagues
"Hi" is informal, and you can use it for friends and colleagues. You can also use "Hello" or "Hello + first
name" if you know the person well.
- Writing to a group of bosses in your company
here you could write "Dear Managers", "Dear Directors" or "Dear Board members".
Starting your email
your first sentence should tell the reader what your email is about. Here are four of the most common
reasons for writing an email, along with some sentences you can use to start:
1. Replying to a previous email
Thanks for the information.
Thanks for your phone call.
Thanks for getting me the figures.
2. Giving brief updates
Just a quick note to tell you…
Just a quick note to let you know…
Just to update you on…
3. Referring to an attachment
Take a look at the attached file.
Have a quick look at the file I've attached about…
Thought you might find the attached interesting.
Please see the attached PowerPoint document.
4. Changing plans
Sorry, but I can't make the meeting tomorrow.
Sorry, but I won't be able to meet you next week.
Sorry, but something has come up and I can't meet you for lunch.
For example, your reason for writing may be to ask for help, or to share some information, or to ask a
question. Your first sentence for these different situations could be:
"Have you got a few minutes to help me with…?"
"Just wanted to let you know…"
"Regarding X, can you tell me if…?"
Sample email writing
Hi Jo
Just wanted to let you know we got the project! They're signing tomorrow, so we should be starting the
planning next week.
Regarding your presentation to them last year, do you still have the Powerpoint files?
Thanks
Thanks for sending in that report last week. I read through it yesterday and feel that you need more specific
information regarding our sales figures. Also, I wanted to let you know that I've scheduled a meeting with the PR
department for this Friday, regarding the new ad campaign. It's at 11:00, and will be in the small conference room.
Please let me know if you can make that time.
Dear Lynn,
I just wanted to check that you have received the landscaping proposal I emailed to you last week. I haven't heard
back and wanted to make sure it went through.
Can you please call me by Thursday so we can discuss? This is when our discount offer expires, and I want to make
sure you don't miss it!
I am writing in response to the ad posted on NACElink.com for a summer information
systems/technology internship at ABCcompany (Job #123). Please accept my attached resume and
letter as an application for this position. My skills and experience closely fit the posted job description,
and I hope to hear from you soon.
Thank you,
WRITING BUSINESS LETTERS
Useful phrases
Salutation Dear Mr Brown
Dear Ms White
Dear Sir
Dear Sirs
Dear Madam
Dear Sir or Madam
Gentlemen
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 . . .
Starting
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 ...
Thank you for your letter of March 15 ...
Thank you for contacting us.
In reply to your request ...
Thank you for your letter regarding ...
With reference to our telephone conversation
yesterday ...
Referring to Further to our meeting last week ...
previous contact
It was a pleasure meeting you in London last
month.
I enjoyed having lunch with you last week in
Tokyo.
I would just like to confirm the main points we
discussed on Tuesday . . .
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 ...
Making a request 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 ...
We are pleased to announce that ...
Giving good news
I am delighted to inform you that ...
You will be pleased to learn that ...
We regret to inform you that ...
I'm afraid it would not be possible to ...
Giving bad news Unfortunately we cannot/we are unable to ...
After careful consideration we have decided
(not) to ...
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.
Complaining
We regret to inform you that our order n°--- is
now considerably overdue.
I would like to query the transport charges
which seem unusually high.
We are sorry for the delay in replying ...
I regret any inconvenience caused
Apologizing I would like to apologize for (the delay/the
inconvenience) ...
Once again, I apologise for any inconvenience.
Thank you for your quotation of ...
We are pleased to place an order with your
company for ...
We would like to cancel our order n°...
Please confirm receipt of our order.
I am pleased to acknowledge receipt of your
order n°...
Orders 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 ...
Our terms of payment are as follows :
Our records show that we have not yet
received payment of ...
Referring to According to our records ...
payment Please send payment as soon as possible.
You will receive a credit note for the sum of ...
I am enclosing ...
Enclosing Please find enclosed ...
documents You will find enclosed ...
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 ...
Closing remarks
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.
We look forward to a successful working
relationship in the future
We would be (very) pleased to do business
Referring to future
with your company.
business
I would be happy to have an opportunity to
work with your firm.
Referring to future I look forward to seeing you next week
contact
Looking forward to hearing from you
" " 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.
Sincerely, }
Yours sincerely, } (for all customers/clients)
Sincerely yours, }
Ending business
letters
Regards, (for those you already know and/or
with whom you already have a
working relationship.)
I am writing to you to express my deep concern with the draft UNESC O
Convention on the Protection and Promotion of the Diversity of Cultura l
Expressions.
10 Good Opening Lines:
With reference to your letter of 8 June, I ...
I am writing to enquire about ...
After having seen your advertisement in ... , I would like ...
After having received your address from ... , I ...
I received your address from ... and would like ...
We/I recently wrote to you about ...
Thank you for your letter of 8 May.
Thank you for your letter regarding ...
Thank you for your letter/e-mail about ...
In reply to your letter of 8 May, ...
Closing lines
Why do we need a closing line in a business letter or email?
- to make a reference to a future event
- to repeat an apology
- to offer help
10 good closing lines:
If you require any further information, feel free to contact me.
I look forward to your reply.
I look forward to hearing from you.
I look forward to seeing you.
Please advise as necessary.
We look forward to a successful working relationship in the future.
Should you need any further information, please do not hesitate to contact me.
Once again, I apologise for any inconvenience.
We hope that we may continue to rely on your valued custom.
I would appreciate your immediate attention to this matter.
I appreciate your patience in waiting for a response
Final paragraph
Your last paragraph should include requests, reminders, and notes on enclosures. If necessary, your
contact information should also be in this paragraph. Here are some common phrases used when closing
a business letter:
I look forward to...
Please respond at your earliest convenience.
I should also remind you that the next board meeting is on February 5th.
For futher details...
If you require more information...
Thank you for taking this into consideration.
I appreciate any feedback you may have.
Enclosed you will find...
Feel free to contact me by phone or email.
