The basics of good business letter writing are easy to learn.
The following guide provides the phrases that are usually found in any standard business letter. These phrases are used as a kind of frame and introduction to the content of business letters. At the end of this guide, you will find links to sites that give tips on the difficult part of writing successful business letters - arguing your business objective. By using these standard phrases, you can give a professional tone to your English business letters. Once you understand these basics you can use this guide to different types of business letters to refine your skills for your business needs at your employers or your own small business organization.

The Start
Dear Personnel Director, Dear Sir or Madam: (use if you don't know who you are writing to)
Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with
- VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss Dear Frank: (use if the person is a close business contact or friend)

The Reference
With reference to your advertisement in the Times, your letter of 23 rd March,your phone call today,Thank you for your letter of March 5 th .

The Reason for Writing:I am writing to inquire about/apologize/ to confirm

Requesting: Could you possibly? I would be grateful if you could send me

Agreeing to Requests: I would be delighted to
Giving Bad News: Unfortunately, I am afraid that
Enclosing Documents: I am enclosing/ Please find enclosed/ Enclosed you will find

Closing Remarks: Thank you for your help. Please contact us again if we can help in any way/ there are any problems/ you have any questions.
Reference to Future Contact : I look forward to ...hearing from you soon/meeting you next Tuesday.seeing you next Thursday.

The Finish
Yours faithfully, (If you don't know the name of the person you're writing to)
Yours sincerely, (If you know the name of the person you're writing to)
Best wishes,
Best regards, (If the person is a close business contact or friend)


Here are some useful expressions to help you write letters and e-mails.

START
For the attention of the Customer Service Manager/ the Bookings Department
Dear Sir or Madam,…Yours faithfully
Dear Ms Smith/ Dear Mr Smith,…Yours sincerely
Dear Jim….. Best regards/ Regards/ With my best regards/ Warm regards

INTRODUCTION
I am writing to enquire (ask) about /
to inform you that/
to complain about,…
in response to

With regard/ REFERENCE to your enquiry/COMPLAINT of 27th January/ your recent enquiry
In response to your request for information of 27th January
Thank you for your response/ reply of 27th January
I was delighted to hear from you

CONTENT
We would appreciate it if you could give us some more information about
I would be very grateful if you could please send me/
share your thoughts with me on this matter
Please would you be so kind as to send me, write a, inform me about
Here are my thoughts on the matter/ issue that we discussed last week

1. Point One
Structure your ideas like this

2. Point Two
It will be easier to refer to them in future letters


Would you please let us have more information about

Would you please let us know when you expect the product/ tool/ manual/ replacement to arrive?

APOLOGISING/ NEGOTITATING
We must apologise for
I WOULD LIKE TO TAKE THIS OPPORTUNITY TO APOLOGISE ON BEHALF OF...
On behalf of Laumon HoteI I would like to apologise for any inconvenience that we may have caused you
As far as we are concerned (in my opinion)
As far as the payment/ the refund is concerned (with reference to the payment)
I am enclosing a voucher for 50€/ a 20% discount coupon
The situation, as we understand it, is as follows.

1. The reservation was incorrectly ...
2. The room was not available

We would be prepared to/ willing to
consider/ negotiate a mutually beneficial solution
offer you free: wifi, breakfast, car parking in compensation for the inconvenience.
talk about the possibility of / to come to an agreement / to reach an agreement

I wonder if you could help me with this matter
I am sending you our full brochure under separate cover
If you like we could fix an appointment for
If you agree, we could consider/ talk about the possibility
How would you feel if...
If it is convenient for you we could...

CLOSING
If we take all the factors into consideration, we believe that...
We strongly believe that this will we be to our mutual benefit
We would be delighted to provide you with any further information
We would be very happy to provide you with any further information

Please find a complete list/ details /calendar attached
We have enclosed a/ some
I look forward to hearing from you (soon/ SHORTLY)
I look forward to receiving your reply/ YOUR COMMENTS/ your thoughts on this matter / issue / subject
Please respond as soon as possible (VERY direct)
Please do not hesitate to contact me for further information / should you have any further questions / should you have any queries or doubts on this matter
With our/ my best regards,
Yours faithfully /Yours sincerely