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Business Correspondence (part 3)

Posted in Business Language by Cristina on 14 Dec 2015

This is going to be my final post about business letters and formal style of writing. In this part I would like to give you essential phrases which can be used in your writing.

First of all, you should spell the recipient's name without any mistakes. Double check it if necessary. Use Ms. (Miss or Mrs, depending on her marital status) for women and Mr. for men. When you don't know who exactly you are writing to, you can use "To Whom It May Concern".

Here are a couple of examples to address the recipient:


Dear Mr Curtin,
Dear Ms Bondari,
Dear Patrick Brennan:
Dear Sir or Madam:

A short opening follows the greeting. It can be just one friendly sentence.

First paragraph

I hope everything is fine.
Thank you for your letter dated October 21st.
I appreciate your patience in waiting for my response.
It was a pleasure to see you at Company meeting last week.
I saw an advertisement for a job opening in Chicago Tribune.

After the opening sentence, state the purpose of your letter (email) in one or two sentences:

I am writing to enquire about...
I am interested in the job opening posted on your company website.
I am writing with reference...
I am writing in connection...
You can use a couple of short paragraphs to go into greater detail about your main point.

Second and third paragraphs

We regret to inform you...
We are happy to offer you..
After careful consideration we have decided...

Here are some common phrases which can be used when closing a business letter:

Final paragraph

I look forward to...
Please respond at your earliest convenience.
For further details...
If you require more information...
Do not hesitate (feel free) to contact me...
Thank you for your time and consideration.
I appreciate any feedback you might have.
Attached you will find...


Yours truly,
Yours sincerely,
Sincerely (yours),
Best wishes,
Best of luck,
Best regards,

Cristina Bondari