Formal: referring to earlier contact

I am writing with regard to your recent e_mail.

Referring to your request for information,
Im writing with reference to order number KULIP_
Further to your last e_mail,
I am mailing this via the Contact us link on your webshop. I would like to ask you
Your name was given to me by

Informal: referring to an earlier contact

Just a quick note to say I really appreciated
I got your name from Dr Stampstaaf.
Re your e_mail (instead of formal: Further to your last e_mail )

Giving the reason for writing

Our reason for contacting you is the following:
Informal: Im writing about
As discussed this morning in our telephone conversation,
It is our pleasure to inform you of
As we agreed during
As requested in your e_mail of
I am writing in connection with
We would like to inform you about
We would like to draw your attention to the following:
Thank you for your e_mail and your interest in ...
Thank you for the enquiry you made via our website.

Useful phrases
I hope you had a great weekend?
Im writing to tell you how happy I am to hear your good news. My congratulations on your recent
marriage.
I hope youre well, and give my regards to your family.
It would be so nice to have you over one day here in Munich.

Ending an E_mail
Standard closing remarks
I look forward to hearing from you soon.
We look forward to welcoming you to Dsseldorf.
I look forward to receiving your advice on this matter.
We should be glad to receive this information.
We hope we have been of help to you.
We trust to have furnished you with all the necessary information.

Timed closing remarks

I look forward to receiving this information as soon as possible.
I would appreciate a reply asap.
Please deal with this matter urgently. Can I expect a reply from you by tomorrow morning, please?

Offering further information or service

Should you need any further information about we will be happy to assist you.
If youd like any more details, just let us know.
Should you have any further questions, we stand readily at your disposal.
If we can be of service in any way?

Thanks
Finally, we wish to express our appreciation for the cooperation we received from your companys
employees during the audit.
Thank you again for your interest in our company.
Thank you in advance for your cooperation.

Announcing activities
I hope I may contact you later on this matter.
Mr/Mrs will contact you at an early date to explain the details.
Well inform you on a weekly basis about
We will forward the report as soon as possible.
Well be glad to provide you with further details.
We shall inform you as soon as we have the requested products in stock again.

Informal
Im looking forward to (+ ~ing).
Please feel free to contact me.
If youd like more details, let me know.
Just give me a call if you have any questions.
Have a nice weekend.
Speak to you soon.

Correct closing expressions

 Furthermore,
Additionally,
What is more,
Moreover,
as well as
On another point,
In addition,
Besides,
On top of that,

Temporal indications
Then,
Later,
In the end,
Prior to this,
Subsequently,
Eventually,

Summarising
To conclude,
To sum it up,
In conclusion,
Summarising,
To recap briefly,
All in all,
In other words,
i.e.
Thats to say,

Miscellaneous Linking words

Shorter words- more informal

COmmon Business Situation

Requesting information

Scales of politeness

Hotel or conference enquires

Answering request

Useful phrases
Formal: enterprise and product information
Thank you for your e_mail of 14 July enquiring about ...
Your enquiry/query concerning our products
You will note that our is on special offer.
We are also happy to send you full details of our prices, discounts, terms of payment and delivery
times.

Informal: enterprise and product information

John, its been a while since we have spoken. Im attaching a document that gives you full details of
I took the liberty to attach a list of some of our clients, which you will see include
I understand that you are looking for
In reply to your e_mail, here
Allow us to draw your special attention to
Our products are carefully tested to ensure quality.
All our products carry a one_year guarantee.
Of course we replace all defective parts free of charge.

Formal: more time needed

We are behind with production.

 Because of problems with our supplier

We therefore cannot guarantee delivery by June 26.
We offer you our sincere apologies for this.
We shall do our utmost to

Informal: more time needed

I might need some more time after all.
Im sorry to inform you that we will not make the deadline. But were doing everything we can to sort it
out.
I hope you will understand my position.
Ill be in touch again soon with more details.

Change of address

Useful phrases
Change of address notification:
Our head office has moved to Hanover.
We have now opened a new branch in Vienna.
Our address has changed and is now as follows:
May we ask you to please forward any correspondence to our new address?
Change of address: as of July 1:
Change of address as of May 2nd 2009: Devon House, Devon Centre, Manchester, M4 5KC.
Our telephone numbers remain unchanged.
Our telephone number now is:

Useful phrases
To ask for an appointment
Im writing to arrange a time for our meeting. Could we meet on Friday, June 26, in the afternoon at 3
p.m.?
Would be very pleased if you could come to a meeting here on 1 April.
The meeting will last all morning and will have an informal agenda.
Your presence at the meeting will be most useful.
Please everyone let me know if you will be able to attend by next Wednesday at the latest.

Confirming proposals
Yes, I think I should be able to make next Friday morning at The Savoy.
Ill get back to you later today to confirm our appointment.
Just to confirm my visit to you, on Friday 13 at 10 a.m. ET (Eastern Time Zone).
Looking forward to meeting you next week.
Please let me know if theres anything I can prepare.

Refusing / postponing an appointment

Im afraid I cant manage next Friday.
Im not available for lunch on either day, but would 3 p.m on Friday suit you?
Im out of the office until 11 p.m., but any time after that would be fine.
This is to let you know, that I will not be able to attend the meeting in Berlin.
Please accept my sincere apologies for cancelling our appointment on such short notice.
I had an unavoidable emergency that prevented me from keeping our appointment.
Invitation for conference:

Inviting and RSVP

We would very much like to invite you for a presentation given by Mrs. Maryam Salehi on May 22 in the
Khajeh Nasir Hall, which starts at 11 a.m.

 It would be a pleasure to receive you at our annual trade exhibition.

I would like to take this opportunity to invite you for our monthly sales manager meeting.
The pleasure of your company is requested at the
Would you please send an answer to our invitation as soon as possible.
We would very much appreciate it if we could receive your decision before 26 June.
RSVP (regrets only): presentation@muster.de

Formal: accepting / declining an invitation

May I thank the board for their kind invitation to on May 22 and I take great pleasure in accepting it.
Thank you for your kind invitation. I would be delighted to attend the
Im very sorry that I will miss the meeting. Please accept my apologies.
Accepting and invitation:
Thanks a lot for your kind invitation.
Unfortunately, I have something else on my agenda on that day.
Id really love to come to your lecture.
Cancelling an appointment

Useful phrases
Owing to circumstances beyond our control, we will unfortunately need to
Regrettably, due to unexpected events Dr. Doan must cancel the lecture of June 26.
Mr Jorritsma sends his sincere apologies for his absence from the conference, and

Useful phrases
Attached are the approved meeting minutes for the October annual meeting held October 2, 2009.
Minutes of Berlin team meeting, 27th May 2009, 11 12.30 a.m., be approved and signed. (Noted)
The next meeting for the London Project Management meeting will be on Fri. Nov. 13, 11 a.m,. in room
69_C.
Could you please check the agenda, and be in touch with your questions and concerns? Thanks in
advance.
Attached is the report from our last meeting in Berlin, which was held on July 14. Should anyone miss
anything, than please notify me before next Friday.
It was decided to delay action until the next meeting.
Please find below the agenda of
The notes from the February 13 Business Unit meeting include
Please take time to consider the minutes

Useful phrases
Buffer
Thank you for bringing this matter to my attention.
We regret to inform you that
With regard to your request, unfortunately we are not able to

Explanation
There appears to have been a misunderstanding.
I have spoken to my line manager, and unfortunately we arent able to
As we are bound by regulations of the

Alternatives
But I am sure we can find an acceptable compromise.
I suggest you contact a@b.c to arrange this matter.

 We are however prepared to let you have the requested goods on credit.
We could replace the damaged goods with

Goodwill ending
We offer you our sincere apologies for this.
I have arranged for a member of our customer services team to give you a call later in the week.
I very much hope you will continue to use our services in the future.

Useful phrases
We regret to write you that the products we received Friday, 13th were below the standard we
expected.
Please replace the broken goods as soon as possible.
We wish to point out an error in the consignment we received yesterday.
I hope that you will deal with this matter promptly, as it is causing us considerable inconvenience.

Apologies

Formal style
I was very concerned to learn about your problems.
Were doing everything we can to resolve this issue.
Please accept our apologies for the inconvenience caused.
This was due to circumstances beyond our control.
I will look into the matter immediately and get back to you within the next few days.
To compensate for the inconvenience caused by this, I would like to suggest
We realise this is disappointing news to hear, and we apologise for the inconvenience we have caused
you.
We are sending you a as a gesture of goodwill

More personal style

Please accept my sincere apologies for cancelling our appointment on such short notice.
I had an unavoidable emergency that prevented me from keeping the appointment.
An urgent matter at the head office came up that I just had to deal with immediately.
On behalf of ABC GmbH, I offer sincere apologies to you for
Im afraid I had completely misunderstood the situation.
The fault was entirely mine and I really regret that it occurred.
I do hope we shall be able to put this unfortunate misunderstanding behind us.
Once again, my sincere apologies.

Congratulations
I was very happy to hear about your promotion to business unit manager. I congratulate you heartily.
I would like to convey my sincere congratulations on winning the Prix de Rome.
I am delighted to see that all your work has been recognised in this way.
Please accept my warmest congratulations on your promotion to business unit manager.
Once again my very best wishes.

Seasons greetings
We wish you a Merry Christmas and a happy New Year!
Here is wishing you a happy holdiday season and all the best in the New Year.

Informal: congratulations
Well done!
Im so glad to hear the news about
Our sincere congratulations

Thanks
Formal style
Our company is very grateful for the trouble you have taken to
Im writing to let you know how pleased Muster GmbH was with
If the occasion arises, I hope you will allow us to return the favour.

More personal style

I wanted to thank you again for such an enjoyable lunch yesterday.
I am just writing to say what an excellent job you did of the Cologne project.
Many thanks again for your help yesterday. If we can return the favour sometime, please let us know.

Short informal thanks

Just a quick note to say many thanks for
We really appreciate it.
Thanks a lot / a million

Useful phrases
Sending invoices
Please find enclosed a PDF copy of the invoice for our
services.
The total amount payable is:
We request your remittance of the following balance
by payment in advance: 1,963.
We request you to make remittance for the amount stated
on the invoice to our account no later than 27 November
2009.
We request you to make payment within 14 days to one
of our accounts.
We enclose a copy of our invoice for the goods delivered
to you on against order number
We ask you to settle the invoice by May 2.

Reminding Payments
We refer you to our conditions of payment.
The outstanding invoices however must be paid by the end of this month.

 We should like to kindly remind you that our invoice no. 09_01 is due.
In case you might have settled the account in the meantime, please ignore this e_mail.
We kindly ask for early settlement of our invoice.
We request payment of the invoice to account number
We would be grateful if you could adjust the invoice accordingly.
We have as yet had no reply to our request for payment.
We must now insist on immediate payment.
We need to take steps to collect the amount due.
We hope you will understand our position.

Confirmations, inquiries and thanks

We acknowledge receipt of the consignment.
Could you please send us an amended invoice?
At the current rate of exchange
We have instructed our bank to pay you the sum owed.
We have given instructions to our bank to make payment of 1,963 against your invoice.
We have transferred the sum of to your account.
We thank you for your prompt payment of our invoice.

Making Offers
Useful phrases
We thank you for your enquiry about
We are pleased to submit the following quotation
We offer you the goods you specified as follows:
Enclosed please find a sample of
The prices are inclusive / exclusive of VAT.
We can give you a discount of 13%.
As long as supplies last.
The offer/quotation excludes transportation costs.
We hereby confirm your telephone order of
This offer is non_binding and valid while supplies last.
The goods will remain our legal property until full payment has been received.
The prices and terms of delivery mentioned are binding until 27 November.
Please refer to our conditions of sale for further particulars.
You may rely on a quick and careful execution of your order.

Delivery and Incoterms

Useful phrases
Delivery will be made immediately on receipt of your remittance.
The goods will be transported by air.
The merchandise is delivered ex factory (EXW).
The consignment consists of:
We take extra care in the packaging of our goods.
We have booked your order and will do our best to carry out your request to your satisfaction.
The products were sent to you today; the tracking number is:

1. Acceptance letter
I am pleased to accept your job offer for the position of _________ (What is the Position Offered) in your prestigious company
____________ (What is the Name of the Company). I confirm to begin my employment from ______ (What is the Specified Date of
Joining).

I would like to express my gratitude for placing your trust on me and offering me this exciting job offer to prove my credentials. With
enthusiasm and dedication, I would surely work my best to make significant contributions towards organizational goals.

Thanking You

2. Ref: Acceptance of the call for interview

Dear Sir,

This is with reference to the interview call letter received on _______ (Which Date Interview Letter Was Received). I acknowledge
the receipt of the same and confirm my presence for the interview on _________ (Which Date You Would be Appearing for the
Interview).

As it is one of the prestigious firms, appearing for the interview will be a matter of honor. I shall be present be at the given time and
address, with all the related documents.

Thanking You

3. Ref: Acceptance for the call to join the firm

Dear Sir,

In reference to your letter dated _______ (Which Date the Job letter was Received), confirming my selection for the post of
________ (Which Post you are Selected For). It shall be matter of great pride and honor for me to join the firm.

For me it is like a dream come true as your company holds a name of respect. I assure to be a committed and sincere worker,
making significant contributions to companys success.

I shall be able to join by the _______ (Which is Your Expected Date of Joining), if it will not be of any inconvenience to your firm.

Seeking co-operation in future!

Thanking You

Yours truly,

Name and Signature

Appreciation letters to customers:

Dear Name,

I am sending this letter to show our gratitude towards your continued trust on our business. You have been our customer from past
several years and its because of your continued relation that we have been a successful company with the highest sale this year.

We would like to thank you for your gesture and we are giving special gifts to some of our prestigious customers. Please drop into
the outlet and collect the gift before the end of this month.

In addition to this we are also offering you discounts on many of our product range. To avail this opportunity, please visit our
_____________ (What is the Trade Name of Your Business) outlets.

We are happy to serve you all these years and would like to continue this.

Thanking You

Yours truly,

Name and Signature

=>Subject: Acceptance of resignation

Dear Ms/Mr. ____________

This is to inform you that I on behalf of the organization have accepted your resignation with effect from ________ (What is the Date
of Relieving).

We would request you to please hand over the charge to Ms/Mr. __________ (What is the Name of the Replacement Employee)
well before you leave to ensure a smooth transition.

We thank you for your contributions towards the growth of the organization and wish you all the very best in your future endeavor.

Thanking You

Yours truly,

Name and Signature

Acknowledge the Return of the Item acquired

Dear Name,
We are really sorry for the inconvenience you had with the defective model of the computer. We received a letter
stating that you would like a different model. We will definitely replace the computer for you if you can please send
the computer with the original bill and we will transport the model you requested. We assure you that this would be
a model you like and you will not face any problem. Last model was from the lot which was missed out from the
stages of testing. It happens very rarely but we apologize for our mistake and assure you that we will be providing
you with the mew model as soon as possible.
Please accept the discount coupon which you can avail on the next purchase and we appreciate your patience and
thank you for your business. We hope you will allow us to serve you in future also
Sincerely
Your name.
Related Letters:

Sample Acknowledgement Letter

Learn how to write Acknowledgement Letter. You can use this sample Acknowledgement Letter
format directly as well.
Date,
To,
(Name of the applicant)
(Address)
Date:
Subject: Receipt of your job application
Dear applicant,

We appreciate your interest in our company for the position of (position title) and we
acknowledge receipt of your resume for the same. We are in the process of screening all the
resumes and will be short listing the candidates whose educational qualifications, experience and
other interests meet our requirements.
Our review period is of # weeks and if our HR department finds that your resume matches with
our requirements we will remain in touch with you and will provide you with the date, time and
venue of the interview. We will notify all the applicants about our decision latest by__________.
We hope you have an opportunity to discuss your skills in detail with us, but if we do not have
an opening at this time we will retain your resume for next six months and will get back to you.
Thank you for the time you have given to___________. We wish you success in all your
endeavors.
Hiring manager
Department

Re: Overdue Balance Payment Acknowledgement for Account # _____________

Thank you for the payment of ______________ which was overdue for last months. Please make sure to make the payment on
every 1st week of the month to avoid late fees and other penalties .We have now removed all the restrictions of your account and
you can make transaction going forward.
Please understand to maintain the account you have to make payment as stated in the bill and to avoid any kind of late charges.
please make the payment before the 1st week and after 15 days .if we dont receive a payment we will be forced to block your
account as per the contract and you will not be able to do further transaction.

We trust that this will be taken care and we can serve you better without ant difficulty.

We appreciate your business. If you have any queries and require further information please call our customer care number at
____________.

We look forward to serving you again

Sincerely

Name

Subject: Acknowledgement of receipt of payment

Dear Ms./Mr. ________________

We thank you for buying our product _______________ (give product details) from our outlet on _________ (date).

We acknowledge receipt of payment vide Demand Draft/Cheque No. _________ dated ____________ drawn on ______________
Bank for Rs._____________.

We hope you enjoy using our product. In case of any suggestions or complaints please call on our Customer Service no.
______________.

Yours sincerely

(Name of the person)

(Designation)

Subject)- Job announcement letter.

Dear Candidate,

This letter is to grab your attention about the job openings in our company. Our company is regarded as a best company in the sales
field in the whole England. We need ambitious and sincere people. The applicant must have minimum 6 years of job experience in
sales department. Applicants will be given positions as per their qualification. Applicants need to fulfil our prescribed requirements
and attachments. We give free medical facilities, good working environment, and try to bring out the best in our employees.

As soon as possible send your application on robin.rob@tel.com. The candidates have to go for an interview when they get
selected. If there is any doubt regarding the working pattern of our company, then you can contact our person from 8.00am to
5.00pm Monday to Friday on our address which is displayed below.

With regards,

Robin m rob,

Senior sales manager,

Tel Inc,

Subject: Inform about exciting business offers.

Dear Mr. Potter;

We find esteemed pleasure to declare for our privileged customers like you; that we are making avail special festive season cent
percent discount & concessions on all the orders & tenders for classic range of products & also for the new range launched for the
months from 15th Aug to 30thSept only. Its not unlike any renovation or left stock sales. Instead of having increased initially &
subsequently discounting never fits in our principles. Once again to insist you to place any orders during the above mentioned
period which will be flattered at the unbeaten lower rates.
Further to inform you that, for a very limited period of time, we are dropping down the prices on all items from the catalog. Please do
take benefit from the offer by ordering larger quantities, or heavy shipments, so as to make the most of it in these economical days.
Looking forward for your positive response.

Yours Sincerely,

For Friends & Co.

(Authorized Signatory)

Subject: Informing about wedding occasion to relatives, friends.

Dear Miley;

The sounds of wedding ceremony are swinging like some implausible moods in my mind while writing this one. I am very much
overjoyed to tell you that my matrimonial proposal to college mate Kartik Gavde, now running his own family business has been
accepted without any counter conditions by his parents. You know I have been off lately in touch with him on social networking sites
ever since we had graduated.

It was never any kind of affair as such but just casual friends in the college; but I knew that he could be a kind of life partner for the
nature as a person, perspective with everyone as a individual; & a couple of similarities.

You being one of my close sister like, feel more blessed to have you since my childhood and sharing before you each & every
incident in my life. Lastly its not a mere request but an order to keep yourself available during the ceremonial days and I will intimate
you the exact date of marriage soon.

With regards

Yours Sincerely,

Anjelina Joshi.

ubject: EMPLOYMENT ANNOUNCEMENT OF Mr. Vikas. Rahate

Dear ___________

With reference to the above subject we would like to inform you to have been appointed Mr. Vikas Rahate with us, is about to join in
a couple of days in charge as a Quality Manager w.e.f. 07/08/2010

Having selected as probation before undergoing under the companys payroll i.e. ABC Ltd. Mr. Rahate was previously working with
LMN News Channel for the past 6 years; further we are privileged to have him work with us. Thereby sharing his 10 years of
experience in the tele communication 7 broadcasting industry. He has undoubtedly widespread knowledge in small-business
intranet systems with international exposure with a great active professional history. He was also working with many other leading
channels like MNM, XYZ, etc all over the globe. We are certain that he will also be pleased to find as a part of our team.

Warm Thanks,

J J Roy

For ABC Ltd.

(Authorized Signatory)

Subject: Inform about individual & separate business entity.

Dear Mr. Hardik;

With reference to the above subject & in accordance with the increasing public interest & media encroachment; this is with due
respect & bearing the professional ethics to inform & make it clear to distinguish & separate the two different entities with names as
the first being Friends & Company & the late being Friends & Foes Company on legal as well as social grounds.

Further the only one common link in the aforesaid entities is just the similar names relating to friends. It is prudent in corporate terms
to make even a thin line difference to dive & on own terms in the big ocean.

Lastly with courteous request to all the related & associated ones to take in to consideration to avoid from any future uncertainties &
possible illusions from any of the aforesaid entities.

Warm Regards,

Naresh Gavle.

Subject: Inform about business expansion prospects & venture dealings.

Respected Sir

This letter as planned in relation to the subject is on behalf of Friends & Company and we are hereby pleased to inform you that we
are expanding our business line to its 3rd unit in venture with Rocket Sales Corporation with the assistance & backup of very
trustworthy associates like you, who have supported us from the start & in all the odds for which we are very gratified & seek the
same in the near future.
As far as for the expansion plans, with the help of the 3rd unit we will be able to reach out for new so as to serve you in a more
convenient method. The 3rd unit will help us in serving you with the most modern techniques & packages which will aid you
accomplish your tasks even more swiftly and precisely.
Hence to conclude with saying that we will be serving you with the best of our available resources & present in a better modern way.

Thanking you;

Mr. Sudesh Bhise.

Subject: Business Apology Letter.

Dear Mr. Shetty;

In relation to the subject, we at PQC associates would on professional terms & our business principles, kindly apologize to have
been unable to complete the consignment as per the stipulated time frame on contractual basis. On account of this indecent
performance, on behalf of the goodwill & reputation of the firm, we would like to compensate for your damages beared by you if any
to avoid any spoilage of business dealings & prospective transactions.

Having understood the inconvenience caused to you, we regret beyond the limitless expressions & also assure in good positive
faith.

Further we once again kindly request you to overlook us for the last time & also make us aware without any hesitations for our any
of the unintentional default on our part in the future.

Thanking You;

Yours Sincerely.

For PQC Associates.

Subject: MEDICAL APOLOGY LETTER

Dear, Mr. Philip

I Mr. Seth E. Bullock Chief Executive Officer of Wockard Hospital Pvt. Ltd sincerely apologies to you on behalf of the entire medical
team of the hospital. As your mother admitted in the hospital for 1 month because she had to undergo for a Brain Tumor operation
and the operation wont be successful due to which she found dead. I take up a responsibility to explain you the whole scenario that
your mother was at the last of tumor and her age was 75year. At this stage of age there is less chances of living after the operation
and it was clearly mentioned in our preoperative contract which is already signed by you. But still on your demand our highly
qualified doctors had took a chance and operated her. They had tried their best from their side but please consider it as gods wish.
I truly respect your feelings for your mom and with the bottom of my heart I apologies to you and your family. I will pray to god that
your mothers soul would leave in peace.

Mr. Seth E. Bullock

Chief Executive Officer-Wockard Hospital Pvt. Ltd

4556 Wiseman Street

Knoxville, TN 37917

Subject: BEHAVIOUR APOLOGY LETTER.

Dear Sir,

I would like to sincerely apologies for my behavior with our clients and subordinates on (10 th September 2010). I can only attribute it
to the high level of stress which I am facing due to some serious family problems. The way I behaved with our clients and my
subordinates was very rude and arrogant and I know such behavior of mine can affect the image of our organization and cause a
serious damage to our market reputation.
I exactly know that this is not an excuse for my behavior at work after all any professional person should always keep his personal
and professional life separate. But some times its difficult to keep these family problems out of your mind and I m facing the same
situation right now. I assure u that I shall not repeat this miss conduct in the near future.

I genuinely and impatiently look forward to your high-mindedness.

Thanking You,

Sincerely,

Alex M. Campbell

Subject: APOLOGY LETTER IN RESPONSE TO CUSTOMER COMPLAINT

Dear, Mr. Jackie

I Mr. Derek E. Dalrymple-Customer Relation Manager on behalf of my company Hindustan Unilever Pvt. Ltd sincerely apologies to
you. As we receive a notice from your side that you had purchase an expired medicine of our company. We hereby inform you that
this was unintentional and the packet of expired medicine was undoubtedly gone along with the unexpired packets. I know if you
would have been consume the medicine the result would be dangerous therefore we always advice that please see the date of
expiry before consuming any of the products. We are ready to pay to the fine amount mentioned by you in your notice. But we
request to you that please dont take the matter to the consumer court. I hope you will accept our apology and kindly act in favor of
us. Hope to hear the needful from your side.

Mr. Derek E. Dalrymple

Customer Relation Manager-Hindustan Unilever Pvt. Ltd

3364 Short Street

Austin, TX 78701

Customer complaint follow

Dear Name,

This is with respect to the complaint we got from customer about the faulty air conditioner .The letter is dated ______ and the
customers name is ___________. According to the complaint she had purchased the air conditioner two months back from the
____________ out let. The details of the letter you can get from their letter dated. She had continued writing to us several times and
the customer is very unhappy about all this.

I have full faith that you can solve the problem. Please look into the matter and follow up with the customer. I am sure you are aware
that customer satisfaction is what we see. I want you to rectify this complaint as soon as possible. The customer is very
disappointed and I have assured her that this will be solved within a week. Please call up the customer and inform her about the
steps taken to resolve the problem and how soon you can give her a solution.

Please keep me informed about the developments.

Sincerely,

Your Name

Product complaint letter

Dear Name,

This is in reference to the microwave I purchased from your store on (date). The day the microwave was installed it was in the
working condition and your customer service person demonstrated well. The next day I kept a glass of water to heat but it was as
cold as I kept it. I thought maybe I was not pressing the right button and called my neighbor who uses it from past 3 yrs. She also
tried heating the water but it didnt work.

So I called your service centre and got it checked with the technician and he checked thoroughly and specified a defect in the
product. He assured me that it will be repaired in two days time. Well I am writing to complaint that I am not interested in getting my
product repaired rather since it is a defective piece I demand a new working piece in replacement. I have been your customer from
past one year and have always purchased most of my electrical items from your store .I believe you will look in to the matter and
help me get another new piece. I am really disappointed the way everything was handled. First the technician doesnt turn up on the
specified date and when I call your repair centre nobody seems to understand the problem. Its been almost a month and I am not
able to use the microwave.

I hope you will take the necessary action.

Waiting for your early reply.

Yours sincerely

New product introduction letter:

Dear Mr. Rakesh,

With reference to your address in our most frequent customer list we are very happy to inform you about our latest tooth past. With
respect to the suggestions of our customers we made some modifications in our toothpaste. In todays market it is very important to
be customer friendly and keep their demands in mind.

With respect to this we have made toothpaste, which contains some herbal and Ayurvedic ingredients i.e. mint, neem etc. which will
help to keep your teeth fresh and healthy. We are sending you this cream please use it and tell us your view. It has been already
checked in laboratory of Indian Dental Association and its recognized by them but still we would like to hear from you.

Our customers are everything for us and we will always keep in touch with you.

Feel free to contact us for further suggestions.

Thanking You

Yours faithfully,

Subhash Gosh.

Dear Sir,

We are proud to announce that we have just opened a new office for Elements Consultancy right beside your door. We are located
at 65 Celica Street, Manila.

In relation to your profession as a programmer we would like to offer our services when you need one. Eversince our business was
established we always had an image of being a dependable and reliable firm. It is our commitment that you can depend on us for
our services. Our services have lots of advantages to our clients with which I can explain to you if you find time to visit us. We would
really appreciate if you will try our services and I assure you that we offer good and quality service. Please visit us at your most
convenient time.

Looking forward for your immediate responce.

Mr. Peter Smith

General Manager

Elements Consultancy

Customer Thanks letter

Dear Mr. David,

We would like to thank you for making the purchase of a couch, a dining table set and chairs from Glitter Furniture Pvt. Ltd. through
our dealership. We appreciate your time spent at our showroom making choices from our exquisite furniture collection and hope that
your visit was pleasurable. We anticipate that you will enjoy the comfort, portability and sophistication of our exclusive products at
your home.

We are pleased to inform you that all the products purchased by you have two special maintenance services free of cost. The
details of this can be found in the user manual of each product. To avail these free services, please send in the manual of the
product to us and our executive will drop by your place to provide the necessary maintenance services.

We value your trust on our business and assure you total customer satisfaction. Please feel free to contact us on our toll free
customer care number 4442 666 7788 for any further information or assistance.

Thanks once again and we look forward to have a long term business relationship with you.

Yours sincerely,

Emily Pinto

Glitter Furniture Pvt. Ltd.

Follow up on a complaint from customer

Dear Name,

This is with respect to the complaint we got from customer about the faulty air conditioner .The letter is dated ______ and the
customers name is ___________. According to the complaint she had purchased the air conditioner two months back from the
____________ out let. The details of the letter you can get from their letter dated. She had continued writing to us several times and
the customer is very unhappy about all this.

I have full faith that you can solve the problem. Please look into the matter and follow up with the customer. I am sure you are aware
that customer satisfaction is what we see. I want you to rectify this complaint as soon as possible. The customer is very
disappointed and I have assured her that this will be solved within a week. Please call up the customer and inform her about the
steps taken to resolve the problem and how soon you can give her a solution.

Please keep me informed about the developments.

Sincerely,

Your Name

Subject: SPONSORSHIP APPEAL LETTER

Dear, Ms. Elsie

I am Mr. Donnie S. Alanis a student of Third Year Bachelor of Commerce from St. Xaviers college-New York. I am a very brilliant
student of this respective college and I always ranked 1st every year in annual examination. After completing my bachelors degree
in third year I want to go for a further education. I have planned to do a full time MBA from the same college but my family is facing
some financial crises therefore they cannot support me. I opted for CAT and CET examination for MBA and I got 98% marks. St.
Xaviers college is ready to give me admission for full time MBA for the year 2010-2011 and so on but due to lack of finance my
admission is pending. Hence I am making an appeal to your welfare foundation that please provides me sponsorship for the
respective course. Along with this letter I am sending you all my certificates and mark sheets. Kindly help me by providing
sponsorship for my career growth.
Thanking you

Yours truly,

Subject: Work application letter.

Dear Barbara,

I am writing to apply for the appointment of Part-time Data Operator in your Office to supplement my income. I want this
work immediately because my financial condition is not good at this time. As requested, I am enclosing my resume. My resume
offers all details, I am a Final Year MCA student in your College. I am attaching herewith the Recommendation of the Head of the
Dept of MCA Course.

Thank you for your time and consideration. I very much look forward to speaking with you further regarding this work.

Thanking you.

Yours Faithfully,

Subject: Marriage leave application letter.

Dear Winfred,

I am Kenneth Scott and with your team I work as the chief Engineer. I have written this letter to say that on the 9 thof may
there is marriage engagement with Clara Richard. So I will be very happy if you come at there. Even there is a party near the hall
after two days. I am sending the personal invitation in due course of time. Actually I want to tell you that please give me a leave of
absence for a week starting from the 5th of may till 12th of may. Therefore I request you to treat my absence as informed leave and
oblige.
Thanks in advance.

Yours Truly,

Mary Diaz.

Related Letters:

Subject: Job Application letter format.

Dear Juliette,

I am writing to apply for the position of manufacturing engineer with the reference to your above advertisement. As you will
note from my enclosed resume, I have experience with a wide range of programming languages through academic projects and
part-time employment.

I have demonstrated excellent people skills in addition to strong writing and analytical skills. I believe my education, skills and
experiences fit your requirements, and I am confident my skills would be an asset to your company (or to your client if you are
applying to a recruiter)

I am available to meet with you at a time thats convenient to you. Please contact me to set up a time. I look forward to hear from
you soon.

I am enclosing my detailed Resume/CV for consideration.

Yours Truly,

Joanne Prince.

Subject: Annual Contract for Car Lease.

Reference: Our Letter of Tariff dt 20th Nov09.

Dear Robert,

For the past 5 years you have been our valued customer for Car Rentals. You have strong communication, customer
service, and administrative skills. Your broad background makes an excellent candidate for this position. We have attached
business proposal for cars on Annual Contract please study them, they will work out to be less expensive in the long run.

Thank you for your consideration and assuring you of our best services.

Yours Truly,

Larry A. Bennett.

Subject: TRANSFER APPLICATION LETTER

Dear, Ms. Debra

I am Ms. Della R. Rider working with this company since 4 years as a senior accountant and I enjoy every moments of all these
years in this company. I share impressive relation with all my colleagues as well as with my senior staff. I am satisfied with the work
and work environment which I got here. But now I want myself to be transferred to our New York branch I have a valid and genuine
reason behind this. As I am getting married to a man who resides at New York since his childhood and also work there in a
company named as Franco New York Pvt. Ltd. He cannot leave his job for me as he stays there with his family. I am aware of it that
our company owns one of its branch there in New York hence I want to make an application to you that kindly transfer me to that
branch. I expect you will understand my situation and response the needful for the same.

Thanking You

Yours Sincerely,

Ms. Della R. Rider

Subject: CHANGE IN ADDRESS APPLICATION LETTER

Dear, Mr. Michael

I am Mrs. Ana H. Dickman resides at 1805 Hannifin Lane, Roswell, GA 30076 hereby inform you that I am shifting to our new house
on or before 20th October, 2010. Address for the same is 1306 Lake View Street, Roswell, GA 30078. With regards to this I want to
make an application to you that kindly change our address form 1805 Hanifan Lane, Roswell, GA 30076 to 1306 Lake View Street,
Roswell, GA 30078 in your municipality records. Because if you do so then we can change our address for other documents such as
electricity bill, telephone bill, internet bill and gas connection bill. As I am the only elder person in my family living with my two kids
therefore its my humble request to you that please do the needful as soon as possible. Kindly issue the change of address
certificate mentioning my new address. I can be contacted on my phone number 456123789 or on above mentioned email address.
Thanking You

Yours Sincerely,

Mrs. Ana H. Dickman

1805 Hanifan Lane

Roswell, GA 30076

Subject: Job appreciation letter.

Dear William,

Your enthusiasm and your ability to motivate others has resulted in a significant increase in the companys productivity and
profitability.

Our company appreciates your efforts and the assistance you offer to your co-workers. You have earned the respect of both your
superiors and your peers. Two months ago the time you join I still remember that date, our stock records and bank reconciliation
status was in a total mess. Thanks to you if you will not here then we cant give our tax in time.

Please accept my sincerest gratitude for your superior work in the service department.

Yours Faithfully,

Jay L. Kennedy

Subject: Thank you letter of appreciation.

Dear Daniel,

Thank you for taking the time to talk with me today. I sincerely appreciate the time you spent reviewing my career goals and
recommending strategies for achieving them. Your advice was very helpful and gave me a new perspective on available
opportunities.

I especially appreciate your offer to connect me to others in your network. I plan on following up with the contacts you emailed me
right away. I will also use the online networking resources you recommended to further my job search.

Any additional suggestions you may have would be welcome. Ill update you as my search progresses.

Again, thank you so much for your help. I greatly appreciate the assistance you have provided me.

Best Regards,

Yours Faithfully,

Subject: Letter of appreciation to employee.

Dear Julie,

You have help me in daily commuting so I have written this letter to convey you my gratitude. A Bus service idea which you have
given is really great specially to employees. Before the idea of Bus service it was very hard for me to reach in time I have leave
home early and I have to change bus three times. I am sure this will benefit both the company as well as myhself. Your enthusiasm
and your ability to motivate your employees, has resulted in a significant increase in productivity and profitability. If we had an award
to give, you would be the prime candidate.

Please accept my sincerest appreciation for the fine job you are doing in our sales department.

Yours Faithfully,

Virginia G. Hammond.

Subject: APPRECIATION THANK YOU LETTER

Dear, Mr. Randy

This is with reference to your appreciation letter received by me on 20th September, 2010 for my achievement in the organization.
For my performance in last month company has given me bonus of Rupees 5,000 along with appreciation letter signed by our vice
president. Last month I had exceeded my targets and also met my accuracy level up 100% therefore I got eligible for bonus from the
company but along with this bonus company has also given me appreciation letter. Thus I am very honored and obliged to receive
that. Thank you so much for your kind approach towards my hard work and sincerity which I had shown through my performance. I
expect that such kind of approach from the management of the organization would be seen in the near future as well. I promise I will
maintain this performance through out my career in the organization.
Thanking You

Yours Sincerely,

Ms. Larue J. Smith

Junior Accounts Executive

Subject: APPRECIATION LETTER FOR PERFORMANCE

Dear, Ms. Megan

Its my honor and pleasure to inform you that the company has impressed with your performance in last 6 months and giving you the
performance bonus of Rupees 6,000 for your achievement. You had tried to learn a lot by giving you extra time to your team leader

and with your approach had applied all necessary efforts whichever you team leader told to you in your production. Thus you had
not only achieved your production target but also met 100% accuracy criteria set by the company. Therefore you got eligible for this
performance bonus and now its companys responsibility to appreciate your hard work, sincerity and dedication through which you
performed impressively. Hence on behalf of our company I am pleased to give you the cheque of Rupees 6,000. Kindly come to my
cabin and collect you performance bonus cheque. Apart from appreciation I wish you all the best for future growth in this company.

Thanking You

Yours Sincerely,

Subject: Letter of Authorization for Mr. Narayan Gavde.

To Whomsoever it may concern.

We, the undersigned registered partners & on behalf of ABC Associates, in relation to the subject, hereby consent to authorize Mr.
Narayan kelkar, an associate member our sister concern from LMS Associates, to operate in relation to the endorsements &
sanctions in absence of one of our partner Mr. Akshay Purohit, for a period not exceeding more than six months from the date of
approval of this authorization letter.

Having approved in the special meeting with Mr. Narayan kelkar, the task can also extend to undertake all such assignments, sign
on behalf as may be prudent, carry out relevant business & bank related transactions, as were in the capacity of Mr. Akshay Purohit.

Further to persuade in good faith that such replacement & authorization for certain specified time, is carried out on legal grounds.

Yours Truly

Seal & Signature of Partners of PQC Associates.

AMPLE AUTHORIZATION LETTER

TO WHOM SO EVER IT MAY CONCERN
Date:

I _____________ (name of the person giving the letter) hereby authorize ________ (name of the person who is being authorized) to
collect my property documents from my lawyer ______________ (name of the lawyer).

This authorization letter is valid for _________ (number of days of validity) from the issuance date after which it becomes null and
void.

For security purposes, I have attested below the signature of the authorized person.

___________ (name and signature of the person giving the authorization letter)

_________ (signature of the person authorized)

_________ (attestation of above signature by person giving letter

Self introduction letter

Dear Mr.Werk,

It is my pleasure to introduce the resume of Ms. Jonna Keffer with regards to the job opening for receprionist in your most
prestigious firm. She will be the best candidate for this post and I can assure with that.

She has the necessary qualifications that will meet your standards such as her educational attainment and work experiences. Her
pleasing appearance will surely make her an asset for your company. She is able to speak various languages which, again, meet
your standards. Since she has no current employer, she is very much available in case she will be hired.

Enclosed herewith is a copy of a her resume and I am hoping for you positive response on this matter. Please call me at your most
free time before the weekend concerning this matter. Im very happy to have assisted you.

Sincerely,

Reah Wright,

HR Manager.

Enclosure(1)

Dear Mr. Dam

I am writing to request a re-scheduling of my interview appointment with your esteemed company which was scheduled on May
19th 2010 at 5pm. I was called for an interview with Fine Prospects Pvt Ltd for the post of Assistant Coordinator for Sales and
Services Department.
I am unable to make it for the said interview as there is a recent bereavement in my family which requires my full attention and
presence outside the country at the moment. I will be back by May 22nd 2010 for a rescheduled interview.
I believe that my relevant qualifications and 5 years of marketing experience make me a relevant candidate for the mentioned post.
My records with previous employments have been impeccable as to attitude and performance.

I appeal to your kind consideration on my request. I can be contacted at joeg@yahoo.com for any clarification.

I await your kind response.

Thank you.

With best regards,

Joe Garner

God bye letter

Dear David

As I as sure you are already well aware, I am resigning form my current position at D.H Inc as Sales Executive to take up an offer
with Leap Frog inc, but take this opportunity to formally inform you of this pending event.

I would like to thank you for your help and guidance during my tenure here at D.H Inc, and your encouragement whenever it was
necessary. It truly has been an honor to work for the company, and with you, and hope our friendship will continue to be long lived.

As my new position will be a higher level within my career, I ask that you continue to give me advice and suggestions whenever I
may need it.

I thank you once again for all you have done for me, my contacts details are:

Tom@hmail.com

Phone 567 897657

When we make a request

more formal

less formal

I would be grateful if you could .

Could you possibly ?

I would appreciate (it) if you could .

Could you please ?

When we agree to a request someone has made

more formal

less formal
I will be happy to .

I would be delighted to .

(delighted = very happy)

When apologising
more formal

less formal

I apologise for the delay in replying.

Sorry for the delay in replying.

I/We apologise for the inconvenience.

Sorry for the inconvenience.

I/We apologise for any inconvenience caused.

Sorry for any trouble caused.

Please accept our/my sincere apologies.

I/We are very sorry .

When giving bad news

more formal

less formal

I/We regret that .

Unfortunately .

I/We regret to inform you that .

I am sorry to have to tell you that .

I am afraid that I must inform you of/that .

I am sorry to have to tell you that .

When complaining
The following phrases may be used as the opening line of the letter or email:

more formal

less formal

I/We wish to draw your attention to .

I wanted to inform you about .

I am writing to complain about .

I would like to complain about .

I am writing to express my dissatisfaction with .

[none]

The following phrase may be used as the closing line of the letter or email:

more formal

less formal

I would appreciate your immediate attention to the matter.

I would appreciate if you could sort it out as soon as possible.

10 good opening lines

We need an opening line in a business letter or professional email:
to make reference to previous correspondence; to say how we found the recipients name/address; to say why we are writing to the
recipient.

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, .

10 good closing lines

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

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.

Yours faithfully or Yours sincerely in a business letter?

When the recipients name is unknown to you:

Dear Sir Yours faithfully

Dear Madam Yours faithfully
Dear Sir or Madam Yours faithfully
When you know the recipients name:

Dear Mr Hanson Yours sincerely

Dear Mrs Hanson Yours sincerely
Dear Miss Hanson Yours sincerely
Dear Ms Hanson Yours sincerely

When addressing a good friend or colleague:

Dear Jack Best wishes/Best regards

Addressing whole departments:

Dear Sirs Yours faithfully

We often have to make requests and ask for things in our letters and emails. To do this, we use phrases like could

you and would you.

Here we can see some examples of requests with could

you and would you. Note the different levels of politeness:

very polite

I would be grateful if you could send me .

I would appreciate if you could .

polite

Could you please send me ?

Could you send me , please?

polite but direct

Could you send me ?

Would you send me ?

more direct

Please send me .

Here are some other examples of requests:

I would request (+ noun)

I would request your immediate attention to the matter.

(very formal, to express dissatisfaction)

Could you possibly

Could you possibly send it before Friday?

(tentative)

Adverbs such as also and therefore can be inserted into a request as follows:

I would also be grateful if you could send me .

I would therefore be grateful if you could send me .
Could you therefore please send me ?
Could you therefore send me ?
Could you also send me ?

Making more than one request in a letter or email

If you make two requests in a letter or email, the second request should include the word

also, as we can see here:

Dear Mr Smith
I recently saw an advertisement for your new range of kitchen equipment.

I own a small retail shop selling household goods and am interested in buying some of your new
products. Could you therefore please send me your price list? [first request]
I would also be grateful if you could include details of delivery and postage. [second request, with also]
Thank you in advance.
Best regards

Dear Mr. Oliver,

This is for your information that I would be discontinuing my services in this organization dated 5th April 2010. I am mailing to let you know that the
project ABC is 70% complete and requires some more effort on our behalf in the next one month to wrap it up. As I am on my last week of notice
period, I would like to hand over the project details to you so that you can take it forward from this juncture.
I have sent the required emails to the client informing them of the change in point of contact. Starting 2nd April 2010 they would be communicating
directly with you. Hence I am sending the required files attached with the mail.
Please get back to me in case you require any clarification regarding the project.

Apology Letter
Dear Christine,
I am deeply sorry for missing our scheduled meeting on 11th March 2012, regarding the discussion of the latest project. I am really embarrassed for the
same.
As you might understand, I was unable to come for the meeting because my flight was delayed by 10 hours due to extremely poor weather conditions
in New York. I tried to inform you the same through a call but the networks failed to work at that time. This meeting with you was very important as I
was to discuss all the working directions and the product requirements for our new project.
I would like to settle another meeting with you for the upcoming week. I would be available from 20th March to 27th March, anytime before 7:00 PM.
Please let me know whatever time best suits you by 15th March so that I book a ticket for myself, beforehand. You can contact me on 982928392.

Requesting for appointment

Respected Mr. Anderson
I am Jane Austen and I am the senior marketing manager of Timothy group of company. I request you to conduct a meeting so that we can discuss the
marketing strategies of the company. Please let me know if you are free next week for this meeting.
As you know, Timothy group of company had contacted you for marketing services and to discuss those further, it is important to meet in person. We
would appreciate if the meeting took into account the new project of our company and the overall promotion of the company and its products. The
meeting can be held at our head office which is located at D-56, Redding road, Parkson Avenue, London.
If you agree to conducting this meeting, then kindly write back to us soon so that we can book our calendar for it. For any further information please
contact us on 779987799.

Subject: Business email to schedule meeting

Dear Mr. Leo,
On behalf of Fortune Enterprises Limited, I am sending this email to request from you to kindly schedule a business meeting. This email is intended as
there is a need to discuss on the relevant facts and issues regarding the newly entered business relationship. I request you to kindly update us with a
convenient time of the business meeting so that we can get a platform to hold discussions and carry forward the business proposal.
The scheduling of the business meeting is important so that we can mutually solve the recent issues that are being raised by the employees and the
team leaders. It is important that we take this business to new heights and for that an open meeting, listening to the views and opinions of the directors
and assistant managers is greatly needed. It would be convenient for us to mark our presence if you could schedule the business meeting in the
th

coming week as we have a business trip scheduled for 20 May 2014.

I request you to reply at your earliest convenience and update us with the decided time and venue of the meeting.

Subject: Apology for not attending the meeting

Dear Jade,
Im writing this mail in order to apologize to you for not attending the meeting.
I wanted to come but ran into a lot of trouble when an unforeseen event occurred at my office. Though any number of excuses may not justify my
absence from the meeting but I hope you will understand my situation.
I can understand the importance of the meeting and assure you that it will not happen in future. In case of any unforeseen events, I will make sure to
inform you about my situation so that you can make the best possible effort to either cancel it or start off without me. At least it will assure that you will
not confront any embarrassing situation because of my sudden absence
Application Email

th

10 May 2011
Respected Mr. Jackson
Subject: Application for junior office manager job position in your company Rachel and Brit
Sir, I, Jack Field would like to apply for the job position of junior office manager in your reputed and renowned company. This is in reference with the
job opening that was published in the Times newspaper of the state on 7th May 2011. I would like to bring to your kind notice that I have applied for this
position with full realisation of the duties and responsibilities which come with this job and I am completely ready to take up these duties on my
shoulder.
I am attaching a copy of my resume along with this mail. My resume would throw light on the fact that I have worked as an office manager in previous
organisations which spanned over 8 years. My immense experience in this field along with my exceptional managerial skills shall help me to handle
this job with ease and perfection. I am not only hard working but very dedicated as well when it comes to fulfilling my duties and responsibilities.

Out of office email

Ms. Angelina Jhonson

Assistant- Marketing Department
Dear Ms. Jhonson,
th

This mail is for your information that I will be out of office till Monday, April 26 , 2010 regarding seminar with foreign delegates. As I discussed with you
yesterday, that this seminar cum symposium means a lot to Bright metal Pvt. Ltd, as this organization is growing.
During my meeting, I need some of the important and updated official documents along with the business agreement, so try to prepare them as soon
as possible and be on time. Before mailing me all such documents, make sure all important terms and conditions should be mentioned in there with
zero error. But keep in mind, these papers are secret, do not lose a single bit of information.
In my absence, if anything is there to enquire about anything urgent, you can contact me on my official mail id and call me at 7893 567 9021

Last working Day

Dear all,
I would like to let all of you know that today is my last working day at HighEnds as I am moving on to other career options. As I leave today, I would like
to take this opportunity to thank all of you and also share some bitter-sweet moments.
Jenny, the deal we worked on with the Jensens was the best learning experience for me. It was tough but I will never forget your hard work and
dedication and I hope I can be half of what you are. Madison, you have been a source of inspiration and joy and I thank you for supporting me when I
was new to this place. Mr Brown, thank you for letting me work on the Dillon project and this will remain a highlight in my career and I am grateful that
you included me in your team.
With regards and best wishes,

Business Email
Dear Mr. Rogers
With reference to your letter dated 24th March, I am writing to enquire about the availability of the product Ultra Soap Zen at your Boston Depot. Let
me please remind you about the letter dated 20th March from your end where you had expressed the non-availability of the same at your Ohio Depot.
Since you are aware of our demographic profile, I would appreciate if you can make the dispatch from your Boston Depot.
As per the conditions laid down in your dispatch pre-conditions, we have made the necessary income tax clearance certificates for the smooth dispatch
from the depot.
Please let us know the payment details at the earliest so that we can make necessary arrangements for the deposit of the same in the account.
Please contact me, if you have any query.
Yours faithfully,

Business opportunity Email

Dear Mr. Roberts
This is with reference to your letter dated 27th March, 2010.
As always, we are delighted to have you as our business partner. On behalf of our company, I assure you of all assistance you had asked for in the
above mentioned mail.

Yes, our offer is still open for the opening of a new business unit at Kentucky. If you may please recollect the point I stressed absence of a cosmetic
distributor in Kentucky.
I do agree with you when you say our sales will almost double in a time frame of 2 months of opening the store. But given the gloomy market scenario,
we are a bit apprehensive about the supply of the raw materials at our factory warehouse.
Please send us your instructions so that we can make the initiation at our end.
Please contact me, if you have any query.

Business email Greeting

Dear Mr. Adams
Sales Manager
Great Looks Corp.
Date: 01/01/2010
I at Radiant Face Glow inc. would like to take this opportunity to wish you a very Happy New Year 2010. I am sure that this New Year shall be as good
as the previous one. I wish you to achieve new milestones and set new records like you did in the previous year with whopping annual gross sales of $
5600 million.
I am optimist and hopeful you will carry the legacy of the goodwill you have created in your first year of the business venture.
I am sure you will continue to keep the same quality standard in the year to follow. So I have no reason to believe why you will not hold the numero-uno
position in the year 2010 as well?

Employee complaint mail

Dear Collin,
Your association is highly regarded and valued by our company, and there is no doubt in saying that. As an employee you have provided services at
par and have proved to be beneficial to the company and we are more of looking forward in working with you in the long run.
The purpose behind sending you this email is little different, I was hesitating in sending you the same as the news were dreadful to me. I have not
come to a stand of accepting it as yet. Our potential client Mr. Albertsons has been nagging since few days about your impolite behavior
Bank complaint letter
Dear Mr. Collins,
This email is in reference to my bank account which has been efficiently handled by your bank for more than five years. There has been no problem till
date until last week the situation went out of the hand.
I have deposited one of my high amount cheque to my bank account no: 65656512 which was to be credited same day but due to your staff
carelessness it wasnt done and because of this negligence my reputation in the market has been tarnished. Furthermore I had issued one payment
cheque to the party which was showing bounced due to Insufficient balance just because my cheque didnt make on time.
My relationship with your bank has matured with the time and its a shame to tell you about this kind of services are not acceptable when it is question
of somebodys reputation. I hope you got my point and I am attaching a copy of the same for further rapid procedures and remit into my account in a
day.
Product Complaint
Dear Mr. Fisher,
It might have happen to us several times, when we go out for buying some stuff and faced an awful experience which doesnt seem to be agreeing with
us. Writing you this email is suggesting a bad experience which is very rare thing to happen with your product brand.

I am a regular customer of your ABC product and havent come across any problem till date, but this time it was different situation. I had bought ABC
product of yours from my nearby supermarket checking all necessary details provided on the item. I am sorry to inform you that the product is not up to
the mark despite its packaging and expiry dates are intact. It is not at all consumable & as of now my money spent on this product is total waste. I am
requesting you to either replace the product or refund the cost within 15 days.
Your products are best in their quality and according to market standards and buying those never had any bad experience. I am expecting a favorable
reply from your end on this matter.
Service Complaint letter
Dear Tessy
This is in regarding lowly quality of cleaning services offered by your company. I have made a year contract with your company and it seems that it is
not up to the standards.
I am upset with the services and thinking of getting a refund. I am well aware of your company name and have approached keeping in mind to get
better services which proved to be wrong. Its a pity when I can see that your company has made false promises in providing better quality services. I
am not interested in carrying out further and would request you to initiate my refund within ten days.
It is really disgraceful to see the company has made its reputation in a market about offering best housekeeping facilities but somehow it has failed to
keep up the promise nevertheless paying so high it wasnt expected. I am attaching my contract copy with this email and looking forward to get my
refund soon.

Formal Condolence
Dear Jared,
It is with profound grief that I came to know of your mothers demise on March 31, 2010 due to kidney failure. On behalf of our whole team, please
accept my deepest condolence on this sad occasion.
Your mother was a strong lady who withstood the hardships of her illness and bore it with a smile. All the members of our team remember her
enthusiasm for life and the positive energy exuded by her. And she has imbibed these characteristics in you too.
I sincerely wish that she is in a happier place now and that her soul finds peace. I also pray to God to give you and your family the fortitude to face this
tragedy and move on with life.
Please let us know if we can be of any help to you.
With regards and good wishes.

Business condolence
Dear Mr. MacMillan,
Please express my sincere condolences at the loss of your companys general manager Mr. John Harding.
I had the good fortune to have interacted with Mr. Harding on many occasions and have done a lot of business with your company under Mr. Hardings
leadership. He was not only a gentleman but also eventually became a close friend of mine. He was a role model for so many young employees and I
am sure his guidance and enthusiasm will be sorely missed by everyone. I hope to visit your office shortly and meet you personally.
I am sorry to say that I wont be able to attend Mr. Hardings funeral due to prior commitments. I hope his family finds strength to deal with this loss and
I pray that his soul rests in peace.
With regards and good wishes for better times to come.

Condolence email to Boss

Mr. Jones Anderson

Vice President- Marketing

Paramount Company Pvt. Ltd
Dear Mr. Jones,
It is indeed a very unpleasant and disheartening to know that your friend Mr. Peter Dsouza has left us for heavenly abode. I am utterly shocked and
heartbroken to hear this terrible news. I know that for his friends and family and of course you and your wife, this is a loss which cannot be repaired, so
for you, his family, it must be shattering, a crushing blows.
When I heard about an international conference in the honour of Mr. Peter Dsouza, I was extremely delighted and impressed. He has always been so
humble, cheerful both personally and professionally. He had earned tremendous reputation in a very short period of time.
Condolence mail to colleague
Dear Stephen,
I am so shocked to learn about your fathers sudden death from Ms. Marry who informed me this evening. I do not find words to explain my grief as its
hard to believe about his death. I had to reach at the time of funeral, but, unfortunately could not make it because I was out of the city due to some
official work.
Your father was a great person, nice, very calm, helpful and a wonderful human and had great intellectual achievements. I have exchanged a few
emails with him. Although I met your father very limited number of times but the impression which he left on me is simply everlasting. We will always
miss him.
I deeply participate in your sorrow and pray to the almighty that his soul should rest in peace. Please accept my most sincere condolence and also
convey to your mother.

Friendship Emails
Friendshipday Email
Hello dear,
How are you doing these days? No news since long and was anxious about you. I hope you are in pink of health and hoping to see you soon.
So what is new with you and I know that you must have forgotten about the friendship day, since you have forgotten to wish me. Wishing you a happy
friendship day. Thank you for being my friend and I wanted to let you know that your friendship has made a big difference to my life. I have always
been inspired by you and sincerely wished that I too had some of your qualities. You have been special friend and will always remain so.
Dear Roger,
I am really sorry for what all I did yesterday. You know that how I am and get angry easily but I had no intentions to hurt you. It was just a coincidence
to which I reacted adversely.
For instance I was not aware that it was your silly bantering and rather I took it up more seriously and behaved unreasonably which I know is not
acceptable. I am embarrassed of myself thinking of the scenario to which I reacted so badly.

INTERVIEW EMAILS
Interview email request
To,

Mr. Ryan Rogers

HR head,
City News,
April 5, 2010
Dear Mr. Rogers,
I am a feature writer for The Daily News, where I cover the entertainment, education and fine dining beat. I have been working with the magazine since
the past four years and have experience in both editing and reporting. But now I am looking to expand my horizons. I would love to get a chance for an
interview with Ms Lawson, your features editor
Interview email reply
Dear Ms. Wheeler,
We have received your interview request and your CV and have forwarded your details to the features department of our magazine.
Since our features editor Ms Lawson is out of the country at this moment we are sorry to say that we will not be able to schedule any interview right
now. However, there are openings for reporters in the features department, and hence we will consider your application as soon as possible.
I have also mailed your CV to Ms Lawson and she has asked me to tell you that she would love to meet you when she is back in town. I will personally
call you at the number or write to you at the mail id that you have provided in your CV.
We hope to see you soon.
Thanking you,
Thank you interview email
To
Mr. Ryan Rogers
HR head,
City News
April 6, 2010
Dear Mr. Rogers,
Thank you very much for considering my application for a job interview with Ms Lawson and also for personally forwarding my mail to her and the
features department, although she was out of the country

Interview email confirmation

To,
Mr. Ryan Rogers
HR head,
City News
April 6, 2010
Dear Mr. Rogers,

With reference to your mail titled Interview that I received on April 7, I would like to thank you for giving me a chance to meet Ms Lawson and be
interviewed by her.
I am happy that she has taken out time from her busy schedule to meet me and has shown faith in my abilities.
I have read all the details and formalities that you have mentioned in your mail. I will meet Ms Lawson at your head office at 11 am on Friday, which is
also convenient for me as I have a previous appointment with a doctor at 9 am. I will be bringing my CV and portfolio along with me, and also my other
documents, which Ms Lawson might want to see.
Thank you again for this opportunity.
Yours sincerely,
Susan Wheeler
Interview email from employer
Dear Mr Jhonson,
This mail is regarding the job vacancies available for the post of Business Executive in Nelson InfoTech Pvt. Ltd for which interview has been
scheduled in HR Department on April 13, 2010.
Nelson InfoTech Pvt. Ltd is a leading name in software Industry which deals in Software and hardware applications on International level and has
crossed the tenure of 50 billion dollars.
Eligible candidate will be responsible for handling marketing, arranging appointments, dealing offline and online leads of specified products.
Bring two hardcopies of your candidatures along with four photographs, qualification certificates and previous experience proofs. Once you are
selected, you will be the permanent employee of our company.
Package will be best in the industry.
If you are interested, you can mail your profile summary on the same email id.
Short listed candidates will be informed via mail for further interview session with senior authorities.

Interview email to employer

Dear Mr. Tom,
I am writing to you here with the reference to your requirement of Manager- Sales in Nelson solutions Pvt. Ltd which was advertised online. I am a
professional programmer with an experience of 5 years and have worked with renowned software companies.
If you are able to attest my qualification and experience which I have earned during my tenure with HighTech software Solutions Pvt Ltd, I would
honestly appreciate it. I am seeking a suitable employment nearby my residence area to achieve my career goal. I am resigning from my current
position next week.
Kindly let me know the interview session scheduled for the above given vacant post. I can provide you my candidature with all details of my education
and experience details.
In case, of any question, please feel free to contact me on my number 333 519 4599.
Waiting for your response.
Thanks & Regards,
Mark Lee
32/1- A
Dairy Form Road

Canada
Interview cover Email
Dear Mr. Henery,
As a best in class MBA/ Marketing and with my six years of employment history I have attained a strong reputation in the field of Marketing with my
excellent organizing and leadership skills. Moreover, I have good command over words and can speak all local languages.
You will notice everything on my resume; my expertise covers a wide area of my responsibilities towards associated organization. I am hardworking,
ambitious organizer and motivator to my subordinates. I am recognizing for good team building, creative in problem solving and have high degree of
expertise in the field of marketing.
You can see my valuable experience from my prior corporation American Industries Pvt Ltd. I am seeking for a perfect opportunity to sharp my talent
and improve my skills. With my work experience, I have the zeal to become top performer in your company.
With this goal, I have attached a candidature of outlining my qualifications. I would like to have an opportunity of work with you and willing to serve your
organization with my key strengths.

Sympathy Email\
Sympathy Email to Boss
Dear Boss,
The news of the loss of your mother fills my heart with extreme sorrow and shock as this is something that was totally unexpected and came out of the
blue. The last I remember of her, she was in good health and cheerful but it is hard to believe that she is not with us anymore. I just wish to convey to
you that my heart goes out to you and my sympathies are for you and your family.
May God help you and support your family in these tough times and also give you the strength to carry one. Just remember sir, that I and all the other
employees of this company are with you and we are there to handle the work in the office and you neednt care about it.

Sympathy Email to supervisor

Dear Mr. King
On behalf of all your employees, I wish to convey my heartfelt feelings of sorrow and sadness on the loss of your beloved wife. This news comes as a
shock to us as only two days ago; she visited the office and seemed perfectly fine and in the best of health. But how can anybody do anything against
the wishes of God. May her pure soul rest in peace and we hope that you pass this phase of despair as soon as possible.
Sir, we also wish to express our sympathies as we understand this must be a hard phase for your little kids. We would like to offer you all the support
and help so that you may carry on with the duties at home and do not worry about the work at the office. We shall do our best to complete your part of
the work as well.
Job offer Thank you Email
Subject: Thanking you for the job offer of Assistant Supervisor.
Respected Mr. Donald,
With all due respect, I would like to thank you and your company for the job offer letter that I have just received for the job position of the assistant
supervisor in your prestigious and reputed company. It is a matter of great pride for me to become a part of your dynamic team and I promise you that
in no way will you be disappointed or unsatisfied with my services.
Business Thank you Email
Subject: Thanks for delivering the bulk order within time frame.
Respected Mr. Black

I wish to express my gratitude towards you for having so successfully delivering the huge order well within the contract period. The order is perfectly
designed and developed and we at Gregory International are extremely proud to have chosen you as our partners for the project. The fact that the
cloth materials are beautifully finished and delivered makes us think of strengthening business ties with your company for the future period.
It is rare to have a company working for you in such a manner that a strong bond is formed between the two ends. I wish to thank you for the
dedication and honesty with which your employees have worked towards delivering the entire order well before the deadline date.
Hoping to continue the trade for future endeavours and thanking you for everything.
Regards,
Gregory Markson
Senior Purchase Manager- Gregory International

Job Acceptance Thank you email

Subject: Thanking you for offering job.
Respected Mr. Nicholson
Sir, I, Peter Mathews would like to accept the job offer letter that your company has sent to me for the job position of the Technical Assistant and would
like to take this opportunity to thank you for selecting me for this job position. I have no words to express how proud it makes me to think that I would
be working for an organisation as respected and as reputed as yours.
Every person in the Technical field dreams of getting a job profile of this nature and in such a company and this is the day when my dream has come
true. I promise to give in my best of efforts and dedication towards this job and assure you that you shall not regret hiring me.
I will be present on time on the joining date with all needed documents.
Thanking you
Yours sincerely
Peter Mathews
Leaving Job Thank You email
Respected Mr. Brown
Sir, I, Henry Andrews would like to inform you that I would have to resign from the job position of the office manager of the Sales department of ABC
Limited due to certain health problems. I have given my resignation letter to the department head one month prior to this day and would like to take this
opportunity to thank you for the experience that I had working in this wonderful and prestigious company.
It makes me extremely sad to leave the job position which gave me extreme work satisfaction and respect of fellow colleagues but health comes first
and I need to look after myself from now onwards. I am writing this letter to express my gratitude for the rich and enriching work tenure that I had
working under you.
Hope that this company reaches newer heights each day.
Thanking you once again
Henry Andrews
Thank you email to client
Dear Mr. Jim Shaffer,
On behalf of our entire team at Tdcorp International, we would like to take this opportunity to thank you sincerely for taking out so much time and effort
in meeting us last Monday. Our meeting was very enlightening and we all had a very good experience.

The meeting helped us to communicate and understand your companys goal and objectives. It also helped us a great deal to learn about the various
kinds of development projects that are presently undergoing in your company. We also hope that you liked our small presentation.
We thank you sincerely for the business you brought to us. And I hope that we both reach great heights in the near future. Thanks for your help and
support. We ensure that we will do our best to deliver outstanding results. As per the discussion, I have attached in this email a rough project plan for
our next venture.
Thank you once again for the wonderful meeting.
Yours sincerely,
Robert Spooner
Senior Vice President
Tdcorp International

Thank you email to client

Dear Mrs. Shaffer,
We, at the ABC furniture store serving the greater part of Atlanta take this opportunity to thank you for making your purchase on 11th June, 2011. We
hope that you are happy with the fantastic black sofa along with the two side chairs and side tables in deep mahogany wood. All the things that you
have purchased are made to be extremely sophisticated and fit for any kind of room dcor. We are quite sure that it has been the focal point in your
living room.
We are very thankful to you for making the purchases from our store. In spite of the little wait, you had been extremely patient with us. It was a very
busy day and you had given us considerable amount of time to show you all around our furniture store. Thanks for being so patient and bearing all the
inconveniences.
As a token of appreciation, we are attaching in this email a voucher worth $200 which you can redeem at out store for any product of your choice.
Thank you once again for being the best of customers.
Yours sincerely,
Bob
Store Manager
ABC Furniture Store.

Basics
Formal / Neutral
Dear Mr/Ms/Mrs Dupuis
Dear Mary

Informal
Hi/Hello Mary
Mary,... (or no name at all)

Previous
contact

Thank you for your email of ...

Further to your last email, ...
I apologize for not getting in contact
with you before now.

Thanks for your email.

Re your email, ...
Sorry I havent written for ages, but
Ive been really busy.

Reason for
writing

I am writing in connection with ...

I am writing with regard to ...
In reply to your email, here are ...
Your name was given to me by ...
We would like to point out that ...

Just a short note about ...

Im writing about ...
Heres the ... you wanted.
I got your name from ...
Please note that ...

Name

Giving
information

Im writing to let you know that ...

We are able to confirm that ...
I am delighted to tell you that ...
We regret to inform you that ...

Just a note to say ...

We can confirm that ...
Good news!
Unfortunately, ...

Attachments

Please find attached my report.

Im sending you ... as a pdf file.

Ive attached ...

Here is the ... you wanted.

Asking for
information

Could you give me some

information about ...
I would like to know ...
Im interested in receiving/finding
out ...

Can you tell me a little more about

...
Id like to know ...
Please send me ...

Requests

Id be grateful if you could ...

I wonder if you could ...
Do you think I could have ... ?
Thank you in advance for your help
in this matter.

Please could you ...

Could you ...?
Can I have ...?
Id appreciate your help on this.

Promising
action

I will ...
Ill investigate the matter.
I will contact you again shortly.
Would you like me to ...?
If you wish, I would be happy to ...
Let me know whether you would like
me to ...

Ill ...
Ill look into it.
Ill get back to you soon.
Do you want me to ...?
Shall I ...?
Let me know if youd like me to ...

Final
comments

Thank you for your help.

Do not hesitate to contact us again
if you require any further
information.
Please feel free to contact me if you
have any questions. My direct line is
...

Thanks again for ...

Let me know if you need anything
else.
Just give me a call if you have any
questions. My number is ...

Close

Im looking forward to ... (+ ing)

Give my regards to ...
Best wishes
Regards

Looking forward to ... (+ ing)

Best wishes to ..
Speak to/see you soon.
Bye (for now)/All the best

Offering help

Negotiating a project
Asking for information

What are your usual charges (fees/rates) for ...?

Can you give me some more information about ...?

Requests

Do you think you could ...?

Would you be able to ...?

Emphasizing a main
point

My main concern at this stage is ...

The main thing for me is ...

Asking for a suggestion

How do you think we should deal with this?

What do you think is the best way forward?

Making a suggestion

Why dont you ...?

What about if we ...?

Negotiating: being firm

I understand what youre saying about ... (but ... )

I can see what youre saying, but ...

Negotiating: being
flexible

We would be prepared to ... (if ...)

I am willing to ... (if ...)

Negotiating: agreeing

Okay, Im happy with that for now.

Thats fine.

Next steps

Ill be in touch again soon with more details.

Lets talk next week and see how things are going.

Closing

I look forward to working with you.

Im sorry that we couldnt use your services this time, but I hope
there will be another opportunity.

Checking understanding
Technical
problems

Did you get my last message sent on ...?

Sorry, you forgot to attach the file. Can you send it again?
I got your email, but I cant open the attachment.
Did you mean to send this? I dont want to open it in case its got a virus.

Asking for
clarification

Im not sure what you meant by ...? could you clarify?

Which ... do you mean?
I dont understand this point. Can you explain in a little more detail?
Are you sure about that?

Giving
clarification

Sorry, what I meant was ..., not ...

I thought ..., but I may be wrong.
Ill check and get back to you.
The correct information is given below. Please amend your records
accordingly.
Sorry, forget my last email. Youre right.

Close

I hope this clarifies the situation.

Get back to me if theres anything else.

Arrangements
Meetings

Reason for
writing

Formal / Neutral
Im writing to arrange a time for our
meeting.
What time would be convenient for you?

Informal
Just a quick note to arrange a time
to meet.
When would suit you?

Suggesting
time/place

Could we meet on (day) in the

(morning) at (time)?

How about (day) at (time)?

Are you free sometime next week?

Saying when
you are/ are
not free

I would be able to attend the meeting

on Thursday morning.
Im out of the office until 2pm.
Any time after that would be fine.
Im afraid I cant manage next Monday.

Im free Thursday am.

I wont be around until after lunch.
Any time after hat is okay.
Sorry, cant make it next Monday.

Confirming

Id like to confirm ...

Thats fine. I will call/email you
tomorrow to confirm the details.

Thursday is good for me.

That should be okay. Ill get back to
you if theres a problem.

Changing
arrangements

This is to let you know that I will not be

able to attend the next meeting next
Thursday.
I wonder if we could move it to ...?
I apologize for any inconvenience
caused.

Re our meeting next week, Im

afraid I cant make Thursday.
How about ... instead?
Sorry for the inconvenience.

Close

I look forward to meeting you in

Brussels.
Let me know if you need to change the
arrangements.

See you in Brussels.

Give me a call if anything changes.

Invitations
Inviting

Prepare

Formal / Neutral
We would be very pleased if you could come
to ...
I would like to invite you to ... / attend our ...
Please let me know if you will be able to
attend.

Informal
Im writing to invite you to ...
Would you like to come to ...?
Please let me know if you can make it.

Before the meeting it would be useful if you

could prepare ...
It would be helpful if you could bring ...

Please prepare ... before the meeting.

Please bring to the meeting ...

Accepting Thank you for your kind invitation.

The date you suggest is fine.
I would be delighted to attend the meeting. I
am sure it will be very useful.

Thanks a lot for the invitation.

The dates fine for me.
Id love to come to the meeting. It
sounds like a great idea.

Refusing

Thanks a lot for your kind invitation.

Unfortunately, I have something else
in my schedule on that day.
I hope we can meet up soon. Good

Thank you for your kind invitation.

Unfortunately, I have another appointment on
that day. Please accept my apologies.
I hope we will have the opportunity to meet

on another occasion in the near future. I am

sure that the meeting will be a great success.

luck with the meeting!

Writing Styles
Example
phrases

Latin / AngloSaxon origin

Formal / Neutral
Thank you for your email received
12 Feb.
With regard/reference to ...
I would be grateful if you could ...
We regret to advise you that ...
Please accept our apologies for ...
I was wondering if you could ...
We note that you have not ...
We would like to remind you that ...
It is necessary for me to ...
It is possible that I will ...
Would you like me to ...?
However, .../I addition, ... /
Therefore, ...
If you require any further
information, please do not hesitate
to contact me.
I look forward to meeting you next
week

Informal
Thanks for the email.
Re ...
Please could you ...
Im sorry to tell you that ...
Im sorry for ...
Could you ...?
You havent ...
Dont forget that ...
I need to ...
I might ...
Shall I ...?
But, ... / Also, ... / So, ...
If youd like more details, let me
know.
See you next week.

Assistance / due to / enquire /

inform / information / obtain /
occupation / possess / provide /
repair / request / requirements /
verify

Help / because of / ask / tell / facts /

get / job / have / give / fix / ask for /
needs / check (prove)

Direct / Indirect
Requests

Direct
Can you ...?
Please could you ...

Indirect: polite / diplomatic

Could you ...?
I was wondering if you could ...

Asking for
permission

Can I ...?
Could I ...?

Is it all right if ...?

I wonder if I could ...?

Offering help

Can I ...?
Shall I ...?

Would you like me to ..?

Do you need any help with ...?

Making a
suggestion

What about ... (+ing)?

Shall we ...?

Why dont we ...?

Perhaps we should ...?

Softening a
strong
comment

There is a problem.
That will be very expensive.
We cant do that .

Im afraid there is a small problem.

It seems there is a slight problem.
That might be quite expensive.

That gives us very little time. Wont that be a bit expensive?

It will be better to ask Heidi. Im not sure we can do that.
I disagree.
Actually, that doesnt gives us much time.
Wouldnt it be better to ask Heidi?
I can see what youre saying, but ...
Dont you think that ...?
To be honest, I think it might be better to ...

Commercial
Request for information (customer)
Saying how you got
the contact

We met last Thursday on your stand at the Munich Trade Fair.

I am emailing you off your website, which I found through Google.

Giving reason for

writing

We are a manufacturer / supplier / provider of ... We are

interested in ...
We are a Turkish company exporting to the EU, and we need ...

General requests

We would be grateful for some information about ...

Please send us information about your product range and prices.

Specific requests

In particular, we would like to know ...

Please send full details of your prices, discounts, terms of payment
and delivery times.
Could you also say whether there is any minimum order.

Close

An early reply would be greatly appreciated.

I look forward to an early reply, and am sure that there is a
market for your products here in Hungary.

Giving information (supplier)

Thanks

Thank you for your email of 4 June inquiring about ...

Giving factual
information

We can quote a price of ... CIF / FOB Istanbul.

We can delivery by ... (date) / within ... (period of time)
The goods will be shipped 3 days from receipt of a firm order.
We can offer a discount of ... on orders over ... .
We require payment by bank transfer / letter of credit.
Our normal procedure is to ...
Our normal terms for first-time customers are ...
We can supply the items you require directly from stock.

Saying what you are

attaching

I am attaching a document that gives full details of ...

I am attaching our current catalogue and price lit as a pdf file.

Highlighting one or two

key points

You will see that ...

You will note that our line of .... is on special offer.

Answering specific
questions

You will also note that ... Our experience in this field includes ...
We dispatch the goods within 24 hours of a firm order, and for
first-time customers our minimum order is $ 1,000.
I am afraid that model is no longer available. However, ...

Close

We feel sure that ... May I suggest that I call you at your
convenience to discuss the matter further?
If you need any further information, please do not hesitate to
contact me. My direct line is...

Making an order (customer)

Open

Thank you for your recent email, and we accept your quotation. Our completed
order form is attached, and we give full bank details below.

Close

Please acknowledge receipt of this order.

Confirming an order (supplier)

Open

Your order has been received.

We can confirm that your goods have been shipped.
You can track shipping details on our website.
Due to exceptional demand these items are temporarily out of stock. We hope to
be able to ship your order within ... days and will keep you fully informed. We
apologize for any inconvenience this may cause.

Close

We are confident that the goods will meet your expectations. Should there be any
questions, please do not hesitate to contact me, either by email or phone

Asking for payment (supplier)

First reminder
open

We are writing concerning a payment of $12,600 for invoice number

KJ678 which is now overdue. A copy of the invoice is attached.
According to our records, the sum of $4,500 is still outstanding on your
account

First reminder
action

Please send a bank transfer to settle the account, or an explanation of

why the balance is still outstanding. If you have already dealt with this
matter, please disregard this email.
We could appreciate your cooperation in resolving this matter as soon as
possible.

Second/third
reminder open

On (date) I wrote to you regarding your companys unpaid account ,

amounting to $4,500. May we please remind you that this amount is still

outstanding.
I wish to draw your attention to my previous emails of (dates) about the
overdue payment on your account. We are very concerned that the
matter has not yet receive your attention.
Second/third
reminder action

We need a bank transfer in full settlement without further delay.

Clearly, this situation cannot be allowed to continue, and we must ask
you to take immediate action to settle your account.
If you have any queries on this mater, please do not hesitate to contact
me. Thank you for your cooperation.

Final demand
open

Following my emails of (dates) I must inform you that we have still not
received payment for the outstanding sum of $4,500.
I wrote to you on (dates) regarding the balance of $12,600 on your
account. I attach copies of both emails. This sum is now two months
overdue. We are very concerned that the matter has not yet received
your attention.

Final demand
action

Unless we receive payment within seven days, we shall have no

alternative but to take legal action to recover the money.
In the meantime, your existing credit facilities have been suspended.

Complaints and Apologies

Complaining (customer)
Open

I am writing ...
in connection with my order FS690 which arrived this morning.
to complain about the quality of a product I bought from your website.
to complain about the poor service we received from your company.
to draw your attention to the negative attitude of some people in your
customer services section

Complaint

Our order dated 16 September clearly stated that we wanted 1,000 items,
however you ...
The goods were faulty / damaged / in poor condition.
There seems to be an error in the invoice /a misunderstanding.
The equipment I ordered has still not been delivered, despite my phone call
you last week to say that it is needed urgently.
The product I received was well below the standard expected.
To make matters worse, when I called your company staff ...

Request for
action

Please replace the faulty goods as soon as possible.

We must insist on an immediate replacement / full refund.
Unless I receive the goods by the end of this week, I will have no choice
but to cancel my order.

Close

I hope that you will deal with this matter promptly as it is causing me
considerable inconvenience.

Apologizing (supplier)
Open
Apologizing

I am writing in relation to your recent complaint.

I was very concerned to learn about ... Please accept my sincere apologies.
I would like to apologize for the inconvenience you have suffered.

Denying
responsibility

We appreciate that this has caused you considerable inconvenience, but we

cannot accept any responsibility in this matter.

Promising
action

Can you leave it with me? Ill look into the matter and get back to you
tomorrow.
I have looked into the matter and ...
I have spoken to the staff involved, and ...
We will send replacement items / give you a refund immediately.
I can assure you that this will not happen again.
Were having a temporary problem with ... . Were doing everything we can
to sort it out.

Compensation To compensate for the inconvenience, we would like to offer you ...
Close

Thank you for bringing this matter to my attention. Please accept my

assurance that it will not happen again.
Once again, I hope you will accept my apologies for the inconvenience
caused.
I very much hope you will continue to use our services in the future.
If you have any further queries, please do not hesitate to contact me on my
direct line...

Personal
Being Friendly
You heard something, but you are not sure

It seems that ... Apparently, ...

Something is true, but surprising

Actually, ... In fact, ...

Something is obvious or already known

Obviously, ... Of course ...

Good/ bad fortune

Unfortunately, ... Luckily, ...

Saying what you really think

To be honest, ... Frankly, ...

Going back to a topic

Well, ... So, ... Anyway, ...

Changing the topic

Anyway, ... So, ... By the way, ...

Summarizing with the most important

point

Anyway, ... Basically, ...

Asking for advice

Formal/Neutral
Id like your advice about a
problem I have

Informal
Ive got a bit of a problem.

Asking for
advice

I was wondering if you had any

ideas about ...?
What would you advise me to do?

Do you have any ideas about ...?

What should I do?

Close

Please write back when you have

the time and let me know what
you think.

Please email me when you get the

chance.

Open

Giving advice
Open

Formal/Neutral
I was sorry to hear about your current
difficulties.

Informal
Im sorry youre having such a hard
time at the moment.

Giving
advice

I think it might be a good idea to ...

Have you thought of ... (+ing)?

I think you should ...

What about ... (+ing)?

Result

This would mean that ...

That way, ...

Options

I think this option would be preferable

to ... (+ing)

I think its better than ... (+ing)

Close

I hope I have been of some help.

I hope Ive helped a bit.

Suggestions
Making a
suggestion

I think we should / I suggest that we / Lets go to ...

Shall we / Perhaps we could/Why dont we go to ...?
I suggest... /How about going to ...?

Accepting

Its a great idea!

I think your idea would work really well.
It might be worth trying.

Rejecting

Im not so sure about your idea.

It sounds like a good idea, but I dont think it would work in practice.
It sounds like a good idea, but I can see one or two problems.

Special situations

Thanks

Just a quick note to say many thanks for ...

I really appreciate everything that you have done.

Good luck

Good luck with ...I would like to take this opportunity to wish you every
success in the future.

Congratulations

Many congratulations on your promotion / new job.

I was delighted to hear the news about ...
Well done!

Best wishes

Please give my best wishes/regards to ...

Bad news

I was so sorry to hear about ...

I was really sorry to hear youre not well ...Hope you feel better soon.
If theres anything I can do to help, let me know.

Job Application
Greeting

Dear Sir/Madam

Reason for
writing

With reference to your advertisement on the ... website, I am interested in

applying for the post of...

Your
background
and
experience
The job
itself

I am 26 years old and am currently studying for a degree in ... at ... University.
For the last two months I have been working as a ... at ... .

Referring to
your CV

I have attached my CV as a Word document. You will notice that I ... as well as
... . You will also notice that ... .

Final
comments

I would be grateful if you would consider my application.

You will see from my CV that two people can be contacted as references, one is
... and the other is from ... .
I am available for interview in .../ by phone any weekday afternoon, and you can
email me or telephone me on the number below.

Close

I look forward to hearing from you soon.

Yours faithfully

I am interested in this job because ...

I feel that I would be well-suited for this job/have a lot of experience in ...

Reports
Report structure
Introduction /
Background

As requested at the Board meeting of 18 April, here is my report.

The report will discus / consider / describe / analyze / review ...
The report is based on ...

I have divided the report into three sections.

Findings

The findings / figures / results / investigations show that ...

It appears that ... . This has led to a situation where ...
The graph/table shows that ...

Signposts

As can be seen in table 1 / section 2 / figure 3, ...

As mentioned above, ... / ..., see below.
...and I will discuss this in more detail below /in section 3.2.

Conclusion /
I (would like to) suggest /recommend that ...
Recommendations My specific recommendations are as follows.
Closing comments

Please have a look at the report and let me have your comments.
Please feel free to contact me if you have any questions.

Linking words
Sequence

Firstly / secondly / finally

Talking generally

In general / usually / on the whole

Contrast

However / nevertheless / on the other hand

Adding another point

In addition / moreover / on another point

Examples

For example / for instance / e.g.

Alternatives

Either ... or ... / alternatively / instead of ...

Real (surprising) situation

In fact, / actually, / as a matter of fact

Something is obvious

Clearly / obviously / of course

Most important point

Especially / above all / in particular

Rephrasing

In other words / that is to say / i.e.

Result/consequence

As a result / therefore / for this reason

New topic

In relation to / regarding / with reference to

Careful, balanced style

Giving both sides of an

argument

In general ..., however ...

On the whole ..., but ...

Making a statement less Many / some ...

general
Usually / typically / often ...
Making a statement less It is possible / probable that ...
certain
It seems / appears that ...
... tends to be...
Making a comparison
less strong

Substantially / considerably / much (+ comparative adjective)

Significantly / relatively (+ comparative adjective)
Marginally / slightly (+ comparative adjective)

Concluding

On balance, ...
Taking all the above points into consideration, ...

"With reference to your email,"

"In response to your email, I can confirm..."
"With regard to your memo, I..."
"Following our phone conversation, I....."
"I am writing with reference to your enquiry."
"Thank you for your email."
Replying to a request
"As you requested, I am enclosing a brochure about our adventure
holidays."
"As you suggested, I am sending you my CV."
"In answer to your enquiry, I am enclosing information which I hope will
be useful to you."
"As promised, I am sending you the..."
Making reference to something your reader knows
"As you may already know / have heard, the Production Division is
merging with
" As you probably know, the company is going through a downsizing
process "
Informing someone
"I am writing to inform you that..."
"Please be advised that..."
"I am writing to advise you that...
" Just to let you know "
" A quick note to tell you "
Asking for Information or Advice
"I am writing to enquire about ...."
"Please could you give me the necessary details concerning ...?"
"I would be grateful for your advice concerning..
"I would appreciate your advice on ...
Id like some information about

Explaining and Clarifying

"I am writing to explain ..."
"I would like to clarify certain points regarding...
"I would like to take this opportunity to clarify ...
"Heres some information about"
"Just to clarify"
Apologising
"Please accept our apologies for this misunderstanding."
"We apologise for our mistake and we would like to take this opportunity
to assure you that it will not happen again.
Sorry for
Sorry about
Were very sorry that
Asking for Action
"I would be grateful if you could send me...
"I would be grateful if this matter could be resolved..."
"I would appreciate further information on
" Please could you give me "
" Please send me "
Offering Help
"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."
Expressing Urgency
"As this matter is now urgent, we would appreciate a prompt reply."
"We look forward to hearing from you at your
earliest convenience.
Please get back to me asap.
Please reply asap.