Writing business letters

You already know how important it is to speak good English in an international working environment. If you work for a company which does business abroad, you probably read and write a lot of English, too.

Writing, just like speaking, is communication. In our letters and emails we need to express many things: authority, gratitude, dissatisfaction, etc. Expressing ourselves well and with the correct level of formality is a skill.

• Do you have that skill? Ask yourself these questions:
• Do you present yourself in a professional manner when you write?
• What image do you give to the people who read your letters and emails?

Opening lines
Why do we need an opening line in a business letter or email?

• to make reference to previous correspondence
• to say how you found the recipient's name/address
• to say why you are writing to the recipient.

10 Good Opening Lines:

1. With reference to your letter of 8 June, I ...
2. I am writing to enquire about ...
3. After having seen your advertisement in ... , I would like ...
4. After having received your address from ... , I ...
5. I received your address from ... and would like ...
6. We/I recently wrote to you about ...
7. Thank you for your letter of 8 May.
8. Thank you for your letter regarding ...
9. Thank you for your letter/e-mail about ...
10. In reply to your letter of 8 May, ...

Closing lines
Why do we need a closing line in a business letter or email?

• to make a reference to a future event
• to repeat an apology
• to offer help

10 Good Closing Lines:

1. If you require any further information, feel free to contact me.
2. I look forward to your reply.
3. I look forward to hearing from you.
4. I look forward to seeing you.
5. Please advise as necessary.
6. We look forward to a successful working relationship in the future.
7. Should you need any further information, please do not hesitate to contact me.
8. Once again, I apologies for any inconvenience.
9. We hope that we may continue to rely on your valued custom.
10. I would appreciate your immediate attention to this matter.

When 'Yours faithfully' and when 'Yours sincerely' in a business letter?
When the recipient's name is unknown to you:
Dear Sir ... Yours faithfully
Dear Madam ... Yours faithfully
Dear Sir or Madam ... Yours faithfully

When you know the recipient's 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

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