English phrases that will doom your business correspondence to success. Business letter in English? Easy
It is very difficult to imagine modern business without business correspondence. This is especially important in cooperation with international companies. But often write business letter in english is quite difficult.
I don't like to leave anything unfinished. I have an absolute need to see that every phone call is returned, every letter answered.
I don't like to leave anything unfinished. I absolutely need to see that every phone call is answered and no email is left unanswered.
~ Alan W. Livingston
As you know, they have their own characteristics. In business correspondence in English, one must not only show knowledge of the language, but also settle work issues, adhering to a certain structure and being guided by the norms of business etiquette.
In this article, you will find out what business letters exist in English, get acquainted with phrases and clichés. Also find examples and ready-made business letters in English with translation.
Business letters in English with translation
In business correspondence, there are various business letter templates in English, depending on the subject and purpose of the letter.
There are many types of business letters, in our article we have selected the most common ones.
(Letter of Congratulation)
Often sent to employees or partners to emphasize their personal contribution to the development of the industry or to congratulate them on personal achievements and memorable dates.
| An example of a congratulation letter in English | Translation into Russian |
|---|---|
| Mr John Lewis general manager Hoverny Ltd 4567 Snake street Oakland, California Howard Stanley October 01, 2015 Dear Mr Stanley, |
From: Mr. John Lewis, CEO Hoverny Ltd 4567 Snake Street, Oakland, California To: Howard Stanley Dear Mr Stanley, |
Letter of Invitation
Most often business Letter of Invitation sent to invite to events related to the activities of the company.
| An example of an invitation letter in English | Translation into Russian |
|---|---|
| Dear Charles Milton, I would like to invite you to a seminar that I "m confident will interest you. The 3D Technologies Seminar held at the Moscow Crocus Congress Center on June 13 will feature lectures by several key programmers and designers in the field of 3D modeling, with topics including trilinear filtering, anti-aliasing and mipmapping. I am enclosing 3 tickets for you. I hope that you decide to attend and I am looking forward to seeing you there. Igor Petrov , |
Dear Charles Milton, I would like to invite you to a seminar which I am sure will interest you. A workshop on 3D technology to be held at the Moscow Crocus Congress Center on June 13 will feature lectures by several key programmers and designers on 3D modeling, including trilinear filtering, anti-aliasing and mipmapping. I enclose 3 tickets for you. I hope that you will take part in the workshop and I look forward to meeting you. Sincerely, Igor Petrov, |
Letter of Acceptance
Letter of Acceptance very desirable in your mailbox, because it notifies you of a job offer.
| Example of a job application letter in English | Translation into Russian |
|---|---|
| Mrs Jane Tumin HR manager Sommertim 7834 Irving Street Denver, Colorado Mrs Lean February 15, 2016 Dear Mrs Lean jane tumin, |
From: Ms. Jane Tyumin, personnel manager Sommertim 7834 Irving Street, Denver, Colorado To: Ms. Lin Dear Ms. Lin Sincerely, Jane Tyumin, |
Application letter
Contains your and offer yourself as an employee. Do not confuse it with the one we talked about earlier!
| Example of an application letter in English | Translation into Russian |
|---|---|
| Kira Stan 7834 East street Chicago, Illinois Trend&Fashion Dear Sirs Kira Stan |
From: Ms. Kira Stan 7834 East Street, Chicago, Illinois To: Trend & Fashion Dear Sirs Sincerely, Kira Stan |
Letter of offer (Commercial Offer)
Such a letter is sent to your potential business partner with your terms and conditions and cooperation proposals.
| An example of an offer letter in English | Translation into Russian |
|---|---|
| Mr Dean Hipp general director Roses For You 4567 Camino Street San Diego, CA Mrs Olga Linnet March 10, 2016 Dear Mrs Linnet yours sincerely, Mr Dean Hipp |
From: Mr. Dean Hipp, CEO Roses for you 4567 Camino Street, San Diego, California To: Ms. Lynette, Dear Ms. Linnet Sincerely, Dean Hipp, |
Letter of Complaint
Letter of Complaint contains a complaint or claims about the quality of the purchased goods or services rendered.
| Sample letter of complaint in English | Translation into Russian |
|---|---|
| Mr Jack Lupine 7834 17th Street Detroit, Michigan Electronics Ltd April 25, 2017 Dear Sirs, yours faithfully, Jack Lupine |
From: Mr. Jack Lupine 7834 17th Street, Detroit, Michigan To: Electronics Ltd Dear Sirs, I am writing to inform you that yesterday I received my new TV, which was delivered by your delivery service. The packaging was without visible damage, so I signed all the documents and paid the remaining amount. But when I opened the package, I found a few scratches on the front panel. I would like to replace the TV with another one or get my money back. Please let me know your decision within 2 days. Sincerely, Jack Lupine |
Letter of Apology
Letter of apology Letter of Apology) is usually sent in response to a letter of complaint to apologize to the buyer or clear up a misunderstanding.
| An example of an apology letter in English | Translation into Russian |
|---|---|
| Mr Dereck Smith general manager Electronics Ltd 9034 Commerce Street Detroit, Michigan USA, 90345 Mr Jack Lupine April 28, 2017 Dear Mr Lupine, yours sincerely, Mr Derek Smith |
From: Mr. Derek Smith, general manager, Electronics Ltd 9034 Commerce Street, Detroit, Michigan US 90345 To: Mr. Jack Lupine Dear Mr. Lupin, We were very sorry to learn that the TV set, which we delivered to you on April 24, turned out to be scratched. We have no idea how this could happen, and therefore we offer our deepest apologies for this unpleasant incident and are ready to exchange your scratched TV for another. Sincerely, Derek Smith |
Letter of regret and condolence (Letter of Sympathy)
It is very important for every person to feel support in difficult times, whether it is your close friend, colleague or business partner.
A business condolence letter in English usually consists of the following parts:
- Expression of condolences in connection with the death of a person.
- Your memories of him, enumeration of his positive qualities.
- Reiterating your condolences. Please contact you for assistance should the need arise.
It is advisable to supplement such a letter with your own memories of a person or, if you did not know him personally, then with the good that you knew or heard about him.
| An example of a condolence letter in English | Translation into Russian |
|---|---|
| Dear Mr Smith, Today morning we heard the sad news of your wife’s death… All the employees of our department have sent their support and condolences. Please don't worry about the upcoming projects and meetings which are coming up next month. If there is any report that is required I will get it from other team members. If there is anything that we can help you with please feel free to call us at 12345678. sincerely, |
Dear Mr Smith This morning we heard the sad news of your wife's death... All members of our department express their support and condolences. Please don't worry about upcoming projects and meetings coming up next month. If there is any report that is required, I will get it from other team members. If there is anything we can help you with, please call us on 12345678. Sincerely, |
Request letter/Enquiry Letter
A letter of request or a letter of inquiry is sent when it is necessary to obtain information about a service or product, find out the price or terms of delivery.
| Translation into Russian | |
|---|---|
| Mr Ken Smith 9034 Commerce Street Detroit, Michigan USA, 90345 Park Inn Hotel Dear Sir or Madame I am looking forward to your reply, |
From: Mr. Ken Smith 9034 Commerce Street, Detroit, Michigan US 90345 To: Hotel ParkInn Dear Mr (Ms) I would like to book a single room at your hotel from 1st to 10th August. Could you please tell me the cost for one night including breakfast and dinner if possible? Do you have airport pick up and car rental service? Looking forward to your reply, |
Letter-response to a request for information (Reply to Information Inquiry / Reply Quotation)
This letter contains the requested information. Basic rule for Reply to Information Inquiry clearly answer the questions in the letter of inquiry.
| Example of a request letter in English | Translation into Russian |
|---|---|
| Ms Jennifer Watson sales manager Park Inn Hotel 7834 17th Street Tampa, Florida Mr Ken Smith Dear Mr Smith yours sincerely, Jennifer Watson |
From: Ms. Jennifer Watson, Sales Manager, Hotel ParkInn 7834 17th Street, Tampa, Florida To: Mr. Ken Smith Dear Mr Smith Sincerely, Jennifer Watson |
How to write a business letter in English
Today, business emails in English have almost completely replaced the traditional mode of correspondence.
Modern business correspondence takes place predominantly online, especially if your colleagues or partners work in other time zones. Communication through business emails is an integral part of the global business process.
Therefore, it is very important to know not only the general rules for writing business letters, but also their cultural and stylistic features emails in English.
Planning a business letter in English.
Before you start writing a business letter in English, you need to answer the following questions for yourself:
- To whom am I writing this letter?
- Why am I writing this letter?
- Should specific details be included in the letter?
- Do I need a response to a letter?
Be especially careful with the information that you send by e-mail. No need to send confidential data by e-mail, because mail is often hacked.
The structure of a business email in English
The structure of a business letter in English.
The main advantages of electronic mail (e-mail) compared to regular mail, or snail-mail, "snail" mail, as it is jokingly called in English, is its speed and direct, without intermediaries, communication with the addressee.
We send an email to get a quick response or expect some quick action from the addressee.
Important!
The e-mail should be short and contain information about the main content of the message that is understandable to the addressee.
Whether the email is formal or informal, it should have a clear, logical structure, as outlined below.
The address of the sender of the letter and the address of the recipient of the letter (Heading)
Enter your email address in the top line of the email form ( e-mail address).
Make sure it is correct, because if only one underscore or period is missing, the letter will not reach the addressee.
Email subject (Subject)
Theater starts with a hanger, and email starts with a subject line, which is placed in a special line at the top.
Try to keep within 5-7 words and at the same time be sure to include the most important detail in the subject line, for example: Marketing Meeting Agenda(Russian marketing meeting plan)
If it is important to you that the letter be answered quickly or paid special attention to it, use the word URGENT(Russian Urgent!) or a phrase PLEASE READ at the beginning of the subject line of your email.
You can also use the icon to emphasize the importance of the letter. High Importance (Russian very important), which will add a red exclamation mark to the subject line of your email.
Greeting and address (Salutation)
In a business letter in English, it is very important to write the recipient's name and gender correctly. Use for women the address madam ( Ms) and mister ( Mr) for men.
In a less formal setting, or after a long period of correspondence, it is acceptable to refer to the recipient by their first name.
Use a comma (colon in North America) after the treatment. You can not put punctuation marks at all, it has become fashionable in letters in English.
Main content (Body)
In the introduction of a business letter in English, they usually use a friendly greeting, gratitude for the attention shown, or, sometimes, the main idea of the message begins to be formulated.
For example:
Thank you for your prompt response(eng. Thanks for the quick reply)
Following last week's presentation, I have decided to write to you…(eng. After the presentation last week, I decided to write to you...)
I am writing to you regarding…(rus. I am writing to you about ...)
After a short introduction, the first paragraph formulates the main idea of your letter in one or two sentences. Use a few short paragraphs to describe the main points of your message in more detail.
If one paragraph is enough for this, then do not write additional ones just to make the letter seem longer.
Final part (Closing)
In the final paragraph of a business letter in English, you need to make a reminder, indicate the urgency of the request, or thank you for your attention, you should indicate what actions you expect from the interlocutor.
For example:
Looking forward to your reply(Russian We are waiting for your answer)
Don't hesitate to contact me back if you have any questions(eng. Feel free to contact me if you have any questions.)
End of Letter (Signature)
At the end of a business letter in English, a final phrase is placed before the name, usually this word Sincerely(Russian sincerely).
For letters to the UK that begin with phrases Dear Sir, Dear Sirs, Dear Madam, Dear Sir or Madam, the final phrase - Yours faithfully(Russian with respect).
For the United States, a polite and neutral phrase is suitable - Very truly yours(Russian. Sincerely yours). If you are writing to an old acquaintance, the most appropriate closing phrase would be - Cordially yours(Russian cordially yours).
If you used punctuation marks(comma or colon) in an English business greeting, you must also put a comma after the final phrase, before your name.
If you did not use punctuation marks in your English greeting, then do not use them after the final phrase, for example: Sincerely yours… or Many thanks…
Business letter in English phrases, cliche
Writing a formal letter in English is easy if you know the clichés and phrases for a business letter and know how to use them.
We have selected the most popular phrases used in business correspondence. A more detailed list of phrases for business letters can be found in our article “Phrases for business correspondence in English”. You can also use ready-made cliches from our business letter examples.
Phrases and clichés for business correspondence in English with translation
Abbreviations in business correspondence
But use such abbreviations carefully, as not all people are familiar with them and you may be misunderstood.
Email address in English
First part of the email address(we are now talking about business addresses, not personal) consists of the last name and initials of the person you are addressing, or the name of the department / division, or possibly its abbreviation.
The second part, which immediately follows the @ sign (pronounced at) is the name of an ISP (Internet Service Provider), organization, or an abbreviation of that name.
Usually the last part of the address includes a domain name depending on the type of organization (for example, .co for company, .ac– academic – for university) or the name of the country from which the message was sent (for example, .no for Norway, .uk for the UK, etc.).
Here are a few other examples of domain names:
- .biz - business;
- .gov is a government organization;
- .org is a non-profit organization (for example, a charitable organization);
- .pro - profession (for example, medicine, law)
Ready-made business letter in English with translation
business letter in english sample
Using examples of ready-made business letters with translation, you can compose your own excellent letter in English. Below is an example of an email requesting information.
| English letter template | Translation into Russian |
|---|---|
| To: [email protected] CC: BCC: Date: 10/30/2012 Subject: Receiving the price list Dear Mr. roger gill, Your advertisement in the May issue of Aquarium Plants magazine is of great interest to us. We would like to know more about your company's products offers and would appreciate receiving your wholesale price list. It is our desire to offer our customers the widest selection of aquarium plants , and we are therefore interested in new plants. We will look forward to your prompt response. thank you. Alexander Popov, |
To whom: [email protected] Copy: Hidden: Date: 30.10.2017 Subject: Get price list Dear Mr Roger Gill, We would like to know more about your company's products and would like to receive your wholesale price list. We strive to offer our customers the widest selection of aquarium plants and therefore we are interested in new plants. We look forward to a prompt response. Thank you. Alexander Popov, |
Tips for writing a business letter in English
Following simple rules for writing business letters in English will improve the quality of communication within the company and with clients and agents.
In the modern world, business correspondence has acquired a slightly different color, because you no longer need to wait for an answer for a long time and with the help of e-mail you can quickly resolve the necessary issues. But also in email in English has its own rules and taboos.
Good manners in business communication in English
In order to avoid mistakes and misunderstandings in communication, follow very simple and effective rules of correspondence.
One letter to one addressee.
Fill in the "Subject" field adequately to its content.
The wording of the topic should accurately reflect the subject of the correspondence. Specifying the subject saves the addressee's time, allowing him to immediately evaluate the content of the received letter and quickly decide on its priority when reading.
addressing accuracy.
The correct filling of the fields "To" (TO), "Copy" (CC), "Bcc" (BCC) is the most important tool for efficiency and ethical communication.
To avoid mistakes in working with these fields, you need to know their purpose, which is generally accepted in the modern business environment:
- if your name is in the direct address ("TO") field, this means that the sender of the letter is waiting for an answer to his question from you;
- if several recipients are placed in this field, then this means that the sender of the letter is waiting for a response from each or from any of the recipients;
- if your name is placed in the "CC" (carbon copy) field, this means that the sender wants you to be aware of the question, while he does not expect an answer from you. You should not enter into the subject of correspondence if your name is in the "SS" field. If you nevertheless decide to enter into correspondence, then it will be a sign of good form to begin the letter with an apology for the interference;
- in the "BCC" (blind carbon copy) field, addressees (hidden addressees) are placed, who should be aware of the correspondence, but their awareness should not be obvious to direct addressees;
- sending a letter with the filled field "BCC" implies a preliminary agreement or subsequent awareness of the author of the letter and hidden addressees about the reason and goals of such a form of awareness;
- the hidden recipient should not enter into the subject of correspondence from the "BCC" field.
Use a greeting and a personal appeal to the addressee in the letter.
The only exception is a very fast variant of correspondence (question-answer), which resembles communication in the ISQ format.
A personal appeal endows the letter with an individual focus, increases the "inclusion" of your addressee in the subject of correspondence.
The addressee who received the letter - MUST ANSWER.
The correspondence cycle consists of a letter and a reply. If the correspondence grows to five to ten or more messages, this is already a chat or forum.
The text of your answer should be placed at the top (at the beginning) of the letter, and not at the bottom. This saves the recipient from having to "scroll" the previous text of the correspondence in search of the answer you wrote.
Save your time and the time of your respondent - write letters that require a minimum of explanations and clarifications.
Save your chat history.
You should not start a reply to the addressee's letter as a new letter (without saving the history of correspondence). Such a response will force the receiving addressee to spend time searching for the original message.
Leave a signature and contact information after each letter. This will provide the recipient with the possibility of additional operational communication if necessary.
Always check the spelling of the letter!
A terrible impression is left by letters from specialists, with errors.
These are the little things by which our customers judge us and by which the opinion of employees within the company is formed.
The volume of attachments sent should not exceed 3 MB.
Larger files can create problems because may not pass through the recipient's mail server.
Use universal encodings: Zip or rar for uploaded files. Other extensions may be blocked or cut off in transit and cause problems for the recipient.
7 main taboos of business correspondence in English
Business correspondence is a capricious and demanding lady. You can communicate with your partners via e-mail or send official letters with the company logo in beautiful envelopes on corporate-colored paper, but just a few nuances can ruin all your efforts to establish communication with the people you need.
Taboo #1 Writing at length and about nothing.
Brevity in the business world is not only the sister of talent, but also the best friend of effective collaboration. The most comfortable when reading is the volume of the letter, which fits "in one screen", maximum - in the volume of the text of one sheet of A-4 format.
If the recipient is not interested in your letter from the first lines, he is unlikely to bother compiling a response or considering your business proposal.
If you are business partners, then lengthy messages can be perceived as disrespectful to the recipient - after all, you are indifferent to one of the most valuable resources in the business world - time. So is it worth doing business with you?
Don't write long, confusing letters. Long letters do not give the correspondent a chance to understand the essence of the issue. Therefore, editing a finished letter is an obligatory stage of work that will help to avoid misunderstandings and confusion. Reread the text and make sure that it does not contain double-digit phrases or sentences.
Taboo #2 Starting Negative
Do not start a letter with the words: Unfortunately, I am afraid that, I am sorry to inform you that, We regret to inform you that and the like.
As much as you would like to tell you about the problem first, you should not do this immediately after the greeting, otherwise your Dear Mr. Smith" may acquire a sudden allergy to opening letters from your company, despite all the restraint of a real English gentleman.
Taboo #3 Use abbreviations
Cute phrases that save time and add warmth to your message are best used in friendly informal correspondence.
Here are examples of such phrases:
CU(Russian. See you)
thx/TX(Russian thanks)
RUOK?(Russian. Are you okay?)
FYI(Russian for information)
Forget about them when writing a business letter. Exceptions may be abbreviations for a business email. But first you need to make sure that the recipient is well versed among the whole variety of abbreviations.
The presence of emoticons in a business letter is not discussed. Just think if you would be serious about a business partner who embellished his message with art like this: :-O:-(:-<:-/ ?
Taboo #4 Forget about investments
Forgetting to warn the recipient about the attached files (in electronic correspondence) is unacceptable! In the paper version of a business letter, as a rule, it is also customary to accompany voluminous documents with brief information about their content.
If you send a letter by e-mail and do not focus on the fact that documents are attached to the letter, the guarantee that the recipient will open them is almost zero.
Useful phrases:
We enclose / are enclosing(Russian We attach / invest ...)
We are sending you ... under separate cover(eng. We send you... in a separate document)
Please enclose ... with your reply(eng. Please attach/send... with answer)
Enclosed you will find a copy of the contract…(eng. Attached you will find a copy of the contract...)
Taboo No. 5 To joke and be ironic.
Do not allow yourself irony in letters. This borders on rudeness. In business correspondence, such liberties as witticisms are absolutely not allowed.
Taboo #6 Experiment with format
It is undesirable to play with formatting and use a colored or non-standard font.
This will not add originality to your letter, moreover, it will indicate your frivolity.
Taboo #7 Familiarity
Use goodbye “Best wishes / Best regards”(Russian. All the best) in a letter to strangers or unfamiliar people is not allowed!
Even if you send a letter to someone every Wednesday Mr. Freeman, it does not do the above Mr. Freeman your close friend.
It is better to end the letter with a neutral Yours faithfully(if you don't know the name of the recipient) or Yours sincerely(if you know the recipient's name).
Finally:
Good writing style is just as disciplined as brushing your teeth daily. Therefore, adhere to business style, follow all the rules of business correspondence and it will always be a pleasure to deal with you.
And if you still feel insecure in business communication, we recommend that you go to our school.
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Do you need to write the perfect business letter? Below are the rules to follow when writing business letters.
business letter example
Start
Letter Format
- A business letter should be typed in a common font such as Arial or Times New Roman. Do not use cursive. Do not use colors other than black and white.
- Use a paragraph without an indent. This means that for each new paragraph, you need to press the "Enter" key twice. Do not indent any new paragraphs.
- All margins must be 2.5 cm.
Paper size
- The letter must be printed on a sheet of 216x279 mm (letter size). Outside the US, A4 paper is allowed. Longer letters can be printed on a sheet of 216x356 mm (legal size).
- If you print the letter on a printer, use company letterhead. This will give it a more professional look.
Information about your company
Write the name of the company and its address (each part of the address is written on a new line). If you own your own business or are an independent contractor, add your name either in place of the company name or above it.
- If the company already has letterhead ready, use it to avoid printing the company name and address.
- If you are typing an address, then it must be aligned to the left or right side at the top of the page.
- If you are sending a letter abroad, type the name of the country capital letters.
Specify a date
- The date written in full looks professional. For example, "April 1, 2012" or "April 1, 2012". The date should be left-aligned a few lines below the sender's address.
- If it took several days to write the letter, include the date you finished writing the letter.
Recipient Information
- Write the recipient's full name, rank (if any), company name, and address (in that order, on a new line). If necessary, provide a reference number. The recipient information is left-aligned below the date (a few lines down).
- It is best to address the letter to a specific person. This way, this person will be able to reply to your letter. If you don't know his name, try to find out. You can call the company and get the name and title.
Greetings
The greeting depends on how well you know the person and what kind of relationship you have.
- Use "T o W hom It May Concern"(To whom It May Concern)only if you don't know who you are talking to.
- If you are not familiar with the recipient, it is better to give preference to the appeal "Dear Sir / Madam" (Dear / Dear).
- You can also refer to the recipient by rank and surname. For example, "Dear Dr. Smith" (Dear Dr. Smith).
- If you know the recipient well and maintain an informal relationship, you can address by name. For example, "Dear Susan" (Dear Susan).
- If you do not know the gender of the recipient, write his/her full name. For example, "Dear Kris Smith" (Dear Chris Smith).
- Don't forget to put comma/colon after salutation or colon after salutation“To Whom It May Concern” (For presentation at the place of demand).
Main part
Set the right tone
- Business people don't want to waste time. The letter must be read quickly. Get straight to the point. For example, you can always start with the words "I am writing you regarding..." (I am writing about ...) and continue.
- Do not use pompous words and long ornate sentences - state your point clearly and concisely.
- Most likely, the purpose of your letter is to convince the reader to do something: change their mind, solve a problem, or take action. Be persuasive.
- If you expect some result or action after reading your letter, let us know. Explain your point of view in a few words.
Use personal pronouns
- It is best to use the pronouns "I" (I), "we" (we) and "you" (you). Designate yourself as "I" (I), and address your reader - "you" (you).
- Be careful if you are writing a letter on behalf of a company. If you are talking about the company's prospects, use "we" (we). Thus, the reader will understand that behind your words is the opinion of the entire company. When expressing your own opinion, use the pronoun "I" (I).
Be Talkative Where Appropriate
- Letters are written by people and for people. Avoid formal letters whenever possible. You can't build relationships on formulaic faceless letters. However, do not use colloquial language or slang as "you know" (you know), "I mean" (I mean) or "wanna" (want). Be businesslike, but be friendly and courteous.
- If you know the recipient well, you can add a line with a friendly wish for all the best.
- Use your feelings to determine how personal your letter will be. Sometimes a bit of humor comes in handy in the development of business relationships. But think before you joke.
Be polite
Even if you're complaining or writing about a problem, be polite. Consider the recipient's position and offer to do what you can.
For additional sheets, use the "second page" of the letterhead
It is desirable to fit the letter on one page. But if the text is long, you will need additional pages. Use the "second page" of letterhead, which usually has an abbreviated address and is the same type as the first page on letterhead.
Indicate the page number on the second and subsequent sheets at the top of the sheet. You can also add the recipient's name and date.
Give a short conclusion
In the last paragraph, summarize your views and clearly state what you will do or what you expect the recipient to do. Don't forget to thank him/her for your attention to the letter.
Letter Completion
Final words
The conclusion, like the salutation, indicates a degree of respect and formality. "Yours sincerely" (Sincerely yours) or "Sincerely" (Sincerely)- a good choice.
Also pay attention to "Cordially" (Yours cordially), "Respectfully" (Respectfully), "Regards" (All the best) and "Yours Truly" (Yours faithfully).
Less formal: "All the best" (All the best), "Best wishes" (Best wishes), "Warm regards" (With good wishes) and "Thank you" (Thank you).
After the final words a comma is placed.
Sign the letter
- Skip about 4 lines, leaving this space for the signature. Sign the letter after you print it. If you are sending an email, scan your signature and attach it to the email. It is preferable to use blue or black ink.
- If you are signing a letter on behalf of someone else, write "pp" in front of your signature. It stands for "by proxy", which means "by agency" or "on behalf of".
Write your full name and contact information
Under the signature, print your name, rank, phone number, email address, and any other contact information. Specify everything from a new line.
Add the initials of those who worked on the letter
If the letter was typed by someone else, you must add that person's initials below the signature space. Sometimes the initials of the person who wrote the letter are also indicated. Thus, it becomes clear who worked on this letter.
- If you are listing only the initials of the person who typed the letter, write them in small letters. For example, mr (Mary Raynor).
- If you indicate the initials of the person who composed the letter, then they should be indicated in capital letters, and after them indicate the initials of the person who typed the letter in small letters: JB:mr. In some letters these initials are separated by a slash: JB/mr. Jack Brown (JB) left the letter and Mary Raynor (mr) typed it.
Point to attachments
- If you have attached additional documents, write about it a few lines after the contact information, indicating the number and types of documents. For example: "Enclosures (2): resume, brochure" (Attachments (2): resume, brochure).
- For the word “Enclosures”, you can use the abbreviations “Encl.” or “Enc.”
Don't forget to add the names of other recipients
If you are sending a copy of this letter to another person, you should include this information in the letter. This is marked with the abbreviation "cc" under the line “Enclosures” and decoded as Courtesy copy (copy of email). This is followed by the name of the person and his rank (earlier, "cc" was used to mean "carbon copy"when carbon copies were written).
- For example: “cc: Mary Smith, Vice President of Marketing” (cc: Mary Smith, Vice President of Sales).
- If you want to add more than one name, write the second directly below the first. In the second case, the use of "cc" is no longer required.
Checking the letter
Edit the letter
Check spelling and read the email before sending.
- Ask yourself, is the letter clear and concise? Are there paragraphs that have more than 3-4 sentences? If yes, try to reduce them.
- If possible, let a friend or colleague read the letter. Sometimes the other person may notice the mistakes you missed.
Don't use a stapler
If the letter has several pages, stapler is usually not used. If you want the pages to be folded in order, secure them with a paperclip in the top left corner.
Sending letter
If you are mailing a letter, use a business envelope. If possible, use one that has the company logo on it. Type your return address and the recipient's address carefully. Fold the letter in three so that the recipient first unfolds the top, and then the bottom.
If you are sending an email, convert it to HTML or PDF so that the format remains the same.
Sources used in the preparation of the material
- Original text on how to write business letters. Source site - wikiHow. The content of the wikiHow site may be distributed under a Creative Commons License.
- You can look at Savvy-Business-Correspondence for another example of a business letter with explanations in English.
Electronic messages make it possible to quickly exchange information over long distances. In terms of the speed of conveying ideas, this equates them to a telephone conversation. However, emails are stored on mail servers and used as printed evidence of our words. Therefore, electronic correspondence requires a responsible attitude.
The task becomes more difficult if you communicate in non-native English with people from other cultures. In the article I will share what to pay attention to in this case, how to avoid mistakes and reach mutual understanding with foreign colleagues and partners.
Etiquette
Regardless of with whom and in what language you correspond, do not forget about the rules of email etiquette.1. Clearly indicate the subject of the letter (Subject).
According to a study by the Radicati Group agency, business representatives receive up to 80 emails per day. How to convince them to read your letter? Write a title that fully reflects the content. The clearer what is being said, the faster the interlocutor will read the message.
Not: « idea".
Yes: "H ow to boost online sales by 15% by the end of Q4 2017".
2. Use a professional greeting and avoid familiarity.
Not:"Hey", "Yo", "Hiya".
Yes: "Dear", "Hello", "Hi".
3. Reread the letter before sending. Mistakes and typos will negatively affect your image in the eyes of the interlocutor.
4. If you introduce a new interlocutor into the correspondence, briefly describe the background of the question. Do not force him to scroll down and read all the posts on the topic. Describe the essence of the issue, what was discussed, what you want to say about it.
5. Reply to messages. If you don't have time to research the topic right now, acknowledge that the email has been received and indicate when you can investigate the issue.
6. Don't use red to draw attention to an idea. Red speaks of danger and evokes negative emotions. Use special words and phrases to highlight, not graphics or color:
- I would like to underline→ I would like to emphasize.
- I would like to draw your attention→ I would like to draw your attention.
- Please pay attention→ Please note.
- Please note→ Please be aware.
The audience
English is the universal language of communication for people from different countries. But this does not mean that the style of correspondence will always be the same. Let's consider the differences.China, Japan, Arab countries
When communicating with colleagues and partners from these countries, especially at the beginning of an acquaintance, use the most polite forms. Start each letter with a polite greeting and forms of etiquette, for example:- Hope this email finds you well→ I hope you are doing well,
- Sorry for bothering you→ I apologize for the distraction.
- Might I take a moment of your time? → Can I take a minute with you?
- I would be grateful if you could…→ I would be very grateful if you could…
- Could you please be so kind… → Will you be so kind…
Germany, UK
Reduce the modality of phrases, but do not give up polite forms and forms of etiquette:- Should you have any further questions, please do not hesitate to contact me.→ If you have any questions, please contact
- I would appreciate your help in this matter.→ I would appreciate your help.
- I await a response at your earliest convenience.→ Reply as soon as possible.
USA
Omit forms of etiquette unless you are communicating with a superior colleague or partner. Describe clearly what happened and what you need. The fewer structures would, could, might, all the better.Africa, South America
If you already know a colleague or partner from these countries, ask how he is doing, how his family is doing. Appeal to the personal is not perceived as a bad tone, on the contrary, it helps to establish good relationships.Language principles
Consider the general principles of composing an email.Reduce
In business correspondence there is no place for figures of speech, complex constructions and compound tenses. The main task of the letter is to convey your message without loss. Therefore, anything that might obstruct understanding should be removed.You may remember John whom we met at the conference, he was in his funny suite and talking aloud. When I asked him recently how he was doing he said he was working on a very interesting project and asked me to assist him.→ You probably remember John, whom we met at the conference, he was still wearing his funny jacket, and he was talking loudly. I recently asked him how he was doing, and he replied that he was working on a very interesting project and asked me to help him.
John Johnson is now working on a new partner program for his company. He proposed us to become his subcontractor on the project. → John Johnson is currently working on a new affiliate program for his company. He invited us to become a contractor for this project.
Avoid jargon
Refuse jargon, even if you communicate with colleagues who understand the issue. Your correspondence can be forwarded to people who are not familiar with the topic.Pay attention to the title, name and gender of the interlocutor
In Russian, everything is simple: Ivanova is a woman, Ivanov is a man. In English, things are not so clear cut. For example, Jody Jonson, is he a man or a woman? The last name tells us nothing. Moreover, both men and women carry the name Jody:
If you are not sure who your interlocutor is, check with colleagues, find his account on social networks. By calling Mr Johnson Mrs Johnson, you will put yourself in an uncomfortable position.
Avoid jokes and personal comments
A strictly formal style is not required, but it is important to sound professional.Remove prepositions where possible
A large number of prepositions makes it difficult to understand and creates the effect of "water" in the text. For example, instead of The meeting on December 1 about the marketing strategy→ "Meeting on the first of December on the topic of marketing strategy", write The December 1 Marketing strategy meeting→ "December 1 Marketing Strategy Meeting".Instead of phrasal verbs come up with- invent and find out- find out, use their unprepositional synonyms generate and determine.
Avoid exclamation marks
It is difficult to convey emotions through email. An exclamation in the text is perceived as a rise in tone.If the message has a lot of exclamation marks, they are devalued. The interlocutor will no longer perceive them as a call to pay attention.
Limit yourself to five sentences
According to Guy Kawasaki, if the message consists of less than 5 sentences, it sounds rude, if more, it is a waste of time.Use short words, sentences and paragraphs
This principle is especially relevant for those who work with mail from a phone or tablet: you need to quickly read the letter, understand and respond, the screen size introduces restrictions. The shorter the text in the message, the faster it will be read.Avoid the passive voice
Not: The information was sentme by Peter→ The information was sent to me by Peter.Yes: Peter sent me this information→ Peter sent me this information.
Use Lists
If you are asking for a colleague's opinion on an issue and offering them a choice of alternatives, list them in a numbered list. Otherwise, you risk getting a monosyllabic response. Yes. The interlocutor wants to quickly respond to the message. It is more convenient for him to say yes, no, or indicate the number of the option he likes. In other situations, lists structure the text and aid comprehension.Set a deadline
If you need feedback by a specific date, please include it in your email. This disciplines the interlocutor, and he will not delay the answer.Letter structure
An email consists of five semantic parts:- Greetings.
- Message.
- Closing.
- Parting.
- Signature.
Greetings
Use words Dear, Hello, Greetings(if you do not already know the interlocutor) and Hi(closer to informal).Message
This is the most informative part. In it, we communicate information, give details, argue, offer ideas, and so on. Consider useful phrases for different types of messages.How to open a message
Use neutral phrases for everyday communication with colleagues and formal phrases for messages to superiors, clients and partners.| Formally | Semi-formal | Neutral |
|---|---|---|
| I am writing to… I am writing to... |
Just a quick note to tell you that… A short remark... |
Thank you for your mail… Thank you for your letter… |
| In accordance with your request… According to your request… |
This is to… This letter is to... |
Thank you for your mail regarding… Thank you for your letter regarding... |
| We refer to our mail regarding … Referring to our letter regarding… |
I wanted to let you know that / tell you about / ask you if… I wanted to let you know that…/talk about…/ask you… |
In reply to your mail… In reply to your letter… |
| I am writing with regard to… I am writing about... |
Referring to your email dated … Referring to your letter of... |
|
| Thank you for your e-mail of (date) regarding… Thank you for your letter dated (date)… |
||
| With reference to our telephone conversation on Friday, I would like to let you know that… Referring to our telephone conversation on Friday, I would like to inform you that ... |
||
| I am writing to enquire about… /in connection with.../to let you know that…/to confirm… I am writing to find out / I am writing in connection with / I am writing to inform about ... / I am writing to confirm ... |
How to set a deadline
Specify the hour and time zone. Without this, the deadline is blurred and perceived as a wish:Please submit your report (reply) on March 10, EOB CET→ Please send your report/response by March 10th by the end of the business day CET.
How to ask and give details
We give details:Please details:
How to report a problem
1. To enter a problem, the verb to flag is often used in the meaning of “indicate, underline”:Flagging you about the issue on…→ Pointing out to you a problem with…
With this letter, I want to flag one problem to you…→ With my letter, I want to point out to you one problem ...
2. For clarification or comments, use the phrases on my/our/your end or from my/our/your side- "from my / our / your side."
3. Often a noun is used in the context of discussing problems. work around- a way out of the situation, a workaround.
How to copy colleagues
1. To ask for a copy, use the phrase Cc me, where CC acts as a verb "copy", i.e. put in a line CC. From the word CC participle is formed cc'ed- pay attention to the spelling. Phrase I was cc'ed translates as "I was put in a copy."2. To indicate to the interlocutor that you are adding someone to the discussion, write Adding (name) to the thread- Adding (name) to the conversation.
3. Use the @ sign if the discussion is with several colleagues, but you need to contact one of them: @Steve, I believe the next step is on you, right?- @Steve, I think the next step is yours, right?
How to apologize
| Formally | Neutral |
|---|---|
| We regret to inform you that… Unfortunately, we have to inform you about… |
Unfortunately… Unfortunately… |
| I am sorry to inform you that… It's hard for me to tell you, but... |
I am afraid that… I'm afraid that… |
| Please accept our apologies for… Please accept our apologies for… |
I would be glad / delighted to / happy to… I would be happy/I would be happy... |
| I sincerely regret that… | I'm sorry, but I can't make it tomorrow. I'm sorry, but I won't be able to come tomorrow. |
| I would like to apologize for any inconvenience caused. I apologize for the inconvenience caused. |
Thank you for your understanding. Thanks for understanding. |
| We apologize for… We apologize for… |
|
| I am (extremely) sorry that/for… Please excuse me for… |
How to ask and offer help
We offer help:| Formally | Neutral |
|---|---|
| If you wish, I would be happy to… If you like, I'd be happy to... |
If you have any questions, please don't hesitate to contact me. If you have any questions feel free to write to me. |
| We are willing to arrange another meeting with… We would like to make another appointment with… |
Would you like me to…? Can I (make)…? |
| Should you need any further information/assistance, please do not hesitate to contact me. If you need any further information/help, please get in touch. |
How about I come and help you out? Can I come and help? |
| If you would like to continue this conversation, please feel free to call (contact) with me. If you would like to continue our conversation, please do not hesitate to contact me. |
|
| Please do let me know if I can be of further assistance. Please let me know if you need any more help. |
|
| Let me know whether you would like me to… Let me know if you need my help... |
Negotiation
Often, email correspondence is in the nature of full-fledged business negotiations. Use the following phrases to complete them.Express satisfaction:
We offer:
We agree:
- I agree with you on that point.→ I agree with you on this point.
- You have a strong point there.→ Here you are right.
- I think we can both agree that…→ I think we can both agree that…
- I don't see any problem with that.→ I don't see this as a problem.
We invite:
We express dissatisfaction:
How to attach additional materials to a letter
If you attach a document to the letter, draw the attention of the interlocutor to this with the help of phrases:- Please find attached → Attached to this letter.
- You can find in attachment… → You can find in app...
- I am enclosing…→ I put…
- I forward to you…→ I am sending you…
- We are pleased to enclose…→ We are happy to send you…
- Attached you will find...→ In the attached file you will find…
closure
Before you say goodbye to the interlocutor, thank him for his time, express your willingness to help and / or provide clarifications and details.| Formally | Neutral |
|---|---|
| I look forward to hearing from you. Waiting for your reply |
Looking forward to hearing from you. Waiting for your reply |
| I look forward to your reply. Waiting for your reply |
Hope to hear from you soon. Hope to get a message from you soon. |
| Do not hesitate to contact me if you need any assistance. Get in touch if you need any assistance. |
Let me know if you need anything else. Let me know if you need anything else. |
| Should you have any question, please feel free to let me know. If you have any questions, please feel free to contact. |
Have a nice day/weekend. Have a nice day/week. |
| Thank you for your kind assistance. Thanks a lot for your help. |
Thank you for your help. Thanks for the help. |
| Thank you in advance! Thank you in advance. |
Thanks for your e-mail, it was wonderful/great to hear from you. Thank you for your letter, I was very glad to hear from you. |
| Apologize for the inconvenience! I apologize for the inconvenience! |
How to understand abbreviations
Pay attention to the abbreviations that foreign interlocutors use in electronic correspondence, regardless of style:- EOB (end of business day) → end of business day.
- SOB (start of business day) → start of business day.
- EOQ (end of quarter) → towards the end of the quarter.
- TBD (to be determined) or TBA (to be announced), we use when information on terms or date is not yet known.
- PTO (paid time off) → vacation.
- OOO (Out of office) → out of the office, not at work. The phrase is used in auto-replies.
- FUP (follow up) → follow, take control.
- POC (point of contact) → contact person.
- FYI (for your information) → for your information.
- AAMOF (As A Matter Of Fact) → basically.
- AFAIK (As far as I know) → as far as I know.
- BTW (By The Way) → by the way.
- CU (see you) → see you
- F2F (face to face) → alone.
- IMHO (In My Humble (Honest) Opinion) → in my humble opinion.
Parting
For farewell, use the phrases: best regards, regards, kind regards, best wishes, warm wishes, sincerely yours(formally).Signature
Indicate your first name, last name, position and contact phone number. This will give the interlocutor the opportunity to contact you directly and find out the necessary details.Templates
If you are not fluent in English or often write the same type of letters, it is convenient to have several ready-made templates on hand. Let's take a look at some of them.Promotion announcement
Subject Line: Firstname Lastname- New position
I am pleased to announce the promotion of from to . has been with for and has worked in . S/he will be gaining these new responsibilities .
attended
and came to
after graduation.
During her/his tenure here,
has implemented protocols which have improved efficiency in the
and has frequently been recognized for outstanding achievement.
Please join me in congratulating on her/his promotion, and welcoming her/him to the New Department/Position.
Warm Regards,
Name
Title
Topic: First Name Last Name- new position
I'm happy to announce the progress (First Name Last Name) from office (title) to position (title). (Name) works in a company (Name of the company) (number of years) years in the department (department name).
(Name) studied at (name of university) and came to (Company name) after its completion.
During his/her time here, (name) launched protocols that improved efficiency in (name of department), and often received recognition for his achievements.
Let's congratulate together (name) with a new position and welcome him/her to the new department of (department name).
Sincerely,
Name
Job title
Congratulations on your new position
Subject line: Congratulations on Your Promotion
Dear
,
congratulations on your promotion to
. I heard about your well-deserved promotion through LinkedIn. You have done a fine job there for many years, and you deserve the recognition and responsibility of the position.
Best wishes for continued success in your career.
sincerely,
Name
Title
Subject: Congratulations on your new position
(Name) congratulations on your promotion to the position/department (name of position/department). I found out about your well-deserved promotion through LinkedIn. You have worked well in your previous position for many years and deserve the recognition and responsibility of the new position.
Sincerely,
Name
Job title
Recruitment (for applicant)
Subject line: Welcome!
Dear
,
I was pleased to hear that you accepted the position with our firm, and that you’ll be joining us September 7. Welcome aboard!
You'll be working closely with me for the first couple of weeks, until you get to know the routine here.
I'm looking forward to hearing your ideas. Don't hesitate to call, text, or email me if you have any questions before your first day.
best wishes,
Name
Title
Subject: Welcome!
(Name), I am glad that you have accepted an invitation to a position in our company, and you will join us on September 7th. Welcome!
We will work closely together for the first couple of weeks until you become familiar with our procedures.
I'm waiting for your ideas. Call, text, email if you have questions before your first day.
Sincerely,
Name
Job title
Hiring (for colleagues)
Dear Staff:
is joining our team on May 1.
will work as a
in the
department.
So, if you see a new face on May 1, let know that you are excited about his/her joining our team.
has worked at two others companies over the past ten years, so he/she brings a wealth of knowledge about .
's Bachelor's degree is from where he/she majored in .
has a passion for .
I appreciate you joining me in providing a warm welcome for .
With excitement
Name of Department Manager / Boss
Dear colleagues,
(First Name Last Name) will join our team on May 1st. (Name) will work as (job title) in (department name).
So if you see a new face on May 1st let me know (Name) that you are happy to have him/her on your team.
(Name) worked in two other (name of companies) companies during the last ten years, so he/she will bring us a wealth of knowledge about (region name).
(Name) has a bachelor's degree (name of discipline) (name of university).
(Name) is fond of (title).
Join my warm welcome (Name).
With excitement
The name of the head of department/supervisor.
Leaving the company
Dear colleagues,
I "d like to let you know that I am leaving my position at
on
.
I have enjoyed my tenure at, and I appreciate having had the opportunity to work with you. Thank you for the support and encouragement you have provided me during my time at
.
Even though I will miss you, clients, and the company, I am looking forward to starting a new phase of my career.
Please keep in touch. I can be reached at my personal email address
or my cell phone
. You can also reach me on LinkedIn: linkedin.com/in/firstnamelastname.
Thanks again. It's been a pleasure working with you.
Best Regards,
Your
Dear Colleagues,
I would like to inform you that I am leaving my position in the company (company name) (date).
I was happy to work in (Company name) and appreciate the opportunity
Working with you. Thank you for the support and inspiration you have given me during
my work in (Company name).
But even though I will miss you, clients and company, I want to start
a new stage in my career.
Please stay connected. I can be contacted by personal email (address
Email) or phone (room). You can also find me on LinkedIn: (page address).
Thanks again. I was glad to work with you.
Sincerely,
Your (name)
Birthday
If you need to wish a colleague a happy birthday, it is useful to have a few on-duty phrases on hand:
- May all your wishes come true → May all your dreams come true.
- I wish you a happy birthday → I wish you a happy birthday.
- Happy Birthday! Enjoy your wonderful day → Happy Birthday! Enjoy your wonderful day.
- I want to wish you all the best! I hope it is as fantastic as you are, because you deserve the best →I want to wish you all the very best! I hope this day is as wonderful as you, because you deserve the best.
- Have a wonderful day! I wish you many nice presents and a lot of fun! → May you have a wonderful day! I wish you many nice gifts and a lot of fun!
Reschedule or cancel a meeting/call
Hey everyone,
due to
, the time of the
has been changed from
at
in
to
at
in
.
If you have any questions, please feel free to contact me.
best regards,
Name
Hi all!
because of (problem name) time (event title) changes from (date Time) in (meeting point) on the (date Time) in (meeting point).
If you have any questions, please feel free to contact.
Sincerely,
Name
Dear colleagues,
Because of some unavoidable circumstances, I have to reschedule our meeting to
at
. I hope you/everyone is comfortable with this new schedule. If you/any of you have a problem with this new program, please inform me at your earliest convenience.
Sorry for the inconvenience caused!
kind regards,
Name
Title
Dear colleagues!
Due to unavoidable circumstances, I am forced to reschedule our meeting for (date Time) in (location). I hope you/all are happy with the new schedule. If you/anyone don't like the new program, please let me know as soon as possible.
I apologize for the inconvenience!
Sincerely,
Name
Job title
Detailed advice on the principles of constructing standard letters and other templates are available at https://www.thebalance.com.
Language work
Electronic communication is not limited to using standard phrases and patterns. Messages contain a description of a unique problem or situation. If you do not speak the language well, how can you be sure that the letter is written correctly and is designed in a business style?Use explanatory dictionaries
Bilingual dictionaries will help if you don't know the translation of a word. But they are of little use when it comes to style. Use English explanatory dictionaries: they indicate the style (formal and informal) and describe situations in which the word is used.English language teaching dictionaries from professional publishers are available online: https://en.oxforddictionaries.com , http://dictionary.cambridge.org , http://www.ldoceonline.com , http://www.macmillanddictionary.com . The abbreviated version is presented for free, you need to buy the full one, but for the purposes of business correspondence, the abbreviated one is enough.
The structure of the dictionary entry:
- Part of speech,
- transcription with the ability to listen to the pronunciation,
- definition,
- examples of using,
- synonyms,
- frequently used phrases with the word and phraseological units.
Pay attention to the note formal/neutral/informal(formal, neutral, informal), use formal or neutral style words. If the selected word is marked as informal, check the synonyms section.
Do not ignore the examples, they help to place the chosen word or phrase correctly in the sentence.
Use activator dictionaries
These dictionaries are built not on the principle of the alphabet of words, like traditional dictionaries, but on the principle of the alphabet of concepts. For example, you want to convey the concept of "beautiful". Look up beautiful in the activator dictionary. Below it is a list of synonyms for beautiful with definitions, examples, and explanations for the difference between them. All possible ways of expressing the idea of “beautiful” are collected in one place, and you do not need to look for each word separately.
Today, the activator dictionary is marketed under the brand name Longman: Longman Language Activator.
Check word matching with Google search
If words are combined in a Russian phrase, their joint translation into English is not always correct. Enter phrases in English into the search engine and check if the words are found side by side.Check the grammar of the text
If you are not fluent in the language, use special services for checking grammar and punctuation, for example, Grammarly.Conclusion
If you conduct email correspondence with foreign colleagues, partners and clients, but your English is not very good, use the checklist:- Define your audience. Consider its specifics when composing a message.
- See if an existing template can be adapted for your purpose. Perhaps you want to wish a colleague a happy birthday? Use a template.
- Plan your letter. Rely on a standard email message structure. Make sure you don't miss anything.
- Choose common phrases that you will use. When choosing a style of phrases, focus on the audience.
- Complete the constructed structure with your own words and sentences.
- Check the entire message for the correct language through services, dictionaries and Google search. Did you consider the style of the chosen words? Do they match with each other?
- Make sure that you do not violate the principles of composing an email. Can it be shortened without losing its meaning? Does it have jargon?
- Reread the message. Check that email etiquette is followed. Is the subject line clearly stated? Are all typos corrected?
- Click Send!
In our age of economic development, trade relations and business, business correspondence plays a very important role. Business partners communicate through such correspondence, give reports, make appointments, and the like. Today we will tell you how to compose a business letter and how to respond to it in English. How to write a business letter in English?
Business correspondence in English requires certain rules and regulations. Pay attention to how it is customary to write a business letter:
- Divide all text into paragraphs without using redline
- Enter the full name of the sender or the name of the company and its address in the upper left corner
- On a new line, enter the name of the addressee and the name of the company to which the letter is addressed, its address on a new line
- Three lines below or in the upper right corner indicate the date of departure
- Place body text in the center
- Start the main idea of the letter with the reason for your appeal: "I am writing to you to ..."
- End your letter with a thank you ("Thank you for your help...") and a greeting, "Yours sincerely," or "Yours faithfully."
- Put the author's full name and title four lines later.
- Place the author's signature between the salutation and the name.
We figured out the rules, and you have a certain plan for writing business correspondence in your head. Now, to write such a letter, simply substitute the points of this plan under your text. Now let's look at examples of business letters in English.
Writing a business letter in English
We bring to your attention samples of business letters in English, which will help you better navigate our plan and write a letter according to this plan. When writing a letter, try to be short and concise, write immediately to the point, without unnecessary and lengthy prefaces. Remember to say hello and be polite. Pay attention to the sample message with Russian translation:
Mr Andrew Johnson
Lorac-company
Office 408, Entrance 2D
main street
London
Great Britain
Mr Johnson (Mr. Johnson),
I’m writing to you to propose you some issues about our common affair (I am writing to you to propose some solutions in our common affair). I know where we can find enough people for our construction. (I know where we can find enough people for our construction). I had spoken with my friend, he is a chief of building company, and he said that he can give us as many builders as we need. (I spoke to my friend, he is the director of a construction company, he said that he could provide us with as many builders as we need). But he would like to get acquainted with you and other our partners. (But he would like to meet with you and our other partners). So I scheduled our appointment on Wednesday. (So I scheduled our meeting on Wednesday). Please, be kind to come to our office at 7 o'clock. (Please be kind enough to come to our office at 7 o'clock).
I look forward to get your agreement (I hope to get your consent). My kind regards to your parents and your wife (Best wishes to your parents and wife).
yours sincerely,
John Brown
Managing Director
Now let's see how you can respond to such a letter:
Mr John Brown
Lorac-company
Office 407, Entrance 2D
main street
London
Great Britain
Mr Brown (Mr. Johnson),
I’m writing to you to say that I thought about your proposal (I am writing to you to say that I thought about your proposal). I think it is very good (I think this is very good). If your friend offers us as many people as we need, we manage to finish the construction till January But I am afraid that our partners won't be able to come on Wednesday, because they haven't returned from Paris yet. Ask your friend if he agrees to meet us without them (Ask your friend if he agrees to meet us without them).
I look forward to get your answer. My kind regards to your family (Best wishes to your family).
yours sincerely,
Andrew Johnson
Managing Director
As you can see, writing a business letter is not difficult at all, the main thing is to follow the basic rules. 
Examples of business letters in English with translation
How to write an email?
You already know that no one writes paper mail letters for a long time. It's inconvenient and troublesome. With the advent of computers and the Internet, everyone switched to email. This gizmo made sending and receiving mail faster and easier. In addition, the advantage of an e-mail is that you can attach the necessary file with documents, a report, audio and video material to the text of the message itself. Let's talk about how to write an email.
There are different types of organizations where you want to send a message. Pay attention to the following abbreviations:
- gov - government organization
- edu - educational institution
- org - organization
- com - corporation, company
- net - internet company
- mil - military department
The header of a business email consists of the following items:
- to (recipient)
- from (sender)
- cc (copies)
- subject (subject)
Business emails start with the words Dear Mr, Mister, but end best wishes or Best regards.
There are also rules specific to email:
- Do not print text in capital letters; the recipient may think that you are yelling at him.
- Don't be rude.
- Write to the point.
- Warn the recipient about attachments, otherwise he may not notice them.
- Do not abuse abbreviations and emoticons.
- Write short and concise.
Here are the top business letter writing trends we wanted to talk about. Keep it up and you will succeed!