NatyBir 2009

Standard Phrases
for Business emails
 NatyBir 2009

Making Reference
 NatyBir 2009

ü"With reference to your email,…"

ü"In response to your email, I can confirm..."

ü"With regard to your memo, I..."

ü"Following our phone conversation, I....."

ü"I am writing with reference to your enquiry."

ü"Thank you for your email."

 NatyBir 2009

Replying to a request
 NatyBir 2009

ü"As you requested, I am enclosing a brochure

about our adventure holidays."

ü"As you suggested, I am sending you my CV."

ü"In answer to your enquiry, I am enclosing

information which I hope will be useful to you."

ü"As promised, I am sending you the..."

 NatyBir 2009

Making reference to something your

reader knows
 NatyBir 2009

ü"As you may already know / have heard, the

Production Division is merging with… “

ü" As you probably know, the company is going

through a downsizing process… "

ü
 NatyBir 2009

In response to ..... may we suggest that you contact ...."

Informing someone
 NatyBir 2009

ü"I am writing to inform you that..."

ü"Please be advised that..."

ü"I am writing to advise you that...“

ü" Just to let you know… "

ü" A quick note to tell you… "

 NatyBir 2009

"I would be interested to receive further details about ...."

"Please could you give me the necessary details concerning ...?"
"I would be grateful for your advice concerning..”
"I would appreciate your advice on ..."

Asking for Information or Advice

 NatyBir 2009

ü"I am writing to enquire about ...."

ü"Please could you give me the necessary details

concerning ...?"

ü"I would be grateful for your advice concerning..”

ü"I would appreciate your advice on ...“

üI’d like some information about…“

 NatyBir 2009

Explaining and Clarifying

 NatyBir 2009

ü"I am writing to explain ..."

ü"I would like to clarify certain points regarding...”

ü"I would like to take this opportunity to

clarify ...“

ü"Here’s some information about…"

ü"Just to clarify…"
 NatyBir 2009

"Please accept our apologies for this misunderstanding."

"We apologize for our mistake and we would like to take this opportunity to assure you that it will not happen again."
"We hope that this misunderstanding has not caused you too much inconvenience."

Apologising
 NatyBir 2009

ü"Please accept our apologies for this misunderstanding."

ü"We apologise for our mistake and we would like to take

this opportunity to assure you that it will not happen

again.“

üSorry for…

üSorry about…

üWe’re very sorry that…

 NatyBir 2009

As this matter is now urgent, we would appreciate a prompt reply."

"We look forward to hearing from you at your earliest convenience."
"Due to the urgency of the situation, I would appreciate receiving your advice as soon as possible.

Asking for Action

 NatyBir 2009

ü"I would be grateful if you could send me...”

ü"I would be grateful if this matter could be

resolved..."

ü"I would appreciate further information on …“

ü" Please could you give me… "

ü" Please send me… "

 NatyBir 2009

Offering Help
 NatyBir 2009

ü"Please do not hesitate to contact me if I can be

of further assistance."

ü"If you would like any more information, please do

not hesitate to contact me on…"

ü"Please feel free to contact me again if I can be of

further assistance."
 NatyBir 2009

Expressing Urgency
 NatyBir 2009

ü"As this matter is now urgent, we would

appreciate a prompt reply."



ü"We look forward to hearing from you at your

earliest convenience.“


üPlease get back to me asap.

üPlease reply asap.

ü
"Thank you for your advice regarding..."
"I am writing to thank you for your assistance.”

STANDARD SALUTATION:

1. Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you
are writing to, and have a formal relationship with - VERY
IMPORTANT use Ms for women unless asked to use Mrs or
Miss)

STANDARD OPENING:

1. Attached is the amended letter. I'll give this to Sarndra on

Tuesday. Please let me know if you think it needs any
changes.
2. Seem to keep missing you when you're in! I wonder if
Colin Aing had spoken to you yet about my request for
dropping down to 4 days a week I'm keen to find out one
way or the other asap. – I realise it's not top of people's
priority but just thought I'd ask!
3. I hope that everything is going well for you and your
company. You are one of our biggest customers, and we
appreciate your business.
4. I am writing to confirm ...
5. I am writing to apologize for ...
6. I am writing to enquire about ...
7. I am writing to you in response to your advertisement
for...
8. I received your address from + and would like ...
9. I recently wrote to you about ...
10. In reply to your letter of 8 May, ...
11. With reference to your letter of 8 June, I ...
12. With reference to your advertisement in ...
13. With reference to your phone call today, ...
14. After having seen your advertisement in ... , I would like ...
15. After having received your address from ... , I ...
16. Thank you for your letter of 8 May.
17. Thank you for your letter regarding ...
18. Thank you for your letter/e-mail about ...
19. I am writing to confirm the shipment details on order #
2346.
20. I am writing to apologize for the difficulties you
experienced last week at our branch.
21. In respect of the above
22. I write with reference to our telephone conversation
yesterday regarding the above matter.
23. With reference to our telephone conversation today, I am
writing to confirm your
24. I refer to previous correspondence in respect of the above
and note that to date we have not received your
comments for the outstanding issues.
25. The holiday season offers us a special opportunity to
extend our personal thanks to our friends, and our
very best wishes for the future.
26. And so it is that we now gather together and wish to
you a very Merry Christmas and a Happy New Year. We
consider you a good friend and extend our wishes for
good health and good cheer.
27. It is people like you who make being in business such
a pleasure all year long. Our business is a source of
pride to us, and with customers like you, we find going
to work each day a rewarding experience.

We tip our glasses to you. Thanks again for a wonderful

year. HAPPY HOLIDAYS!

28. The displays you created for the "Summer's Coming"

promotion are just beautiful. Several of the sales
personnel told me that they have received numerous
compliments from the customers.
Congratulations on a job well done.
29. Welcome to our valued family of customers and friends.
I noted that you recently placed your first order with our
company, and wanted to take this opportunity to extend a
warm thank you. I look forward to hearing more about
your account and offer the availability of my office should
you require any assistance.
Please accept my best wishes for your continued
prosperity and good health.
30. We are pleased in being able to provide you with this
sample of our quality products and look forward to our
relationship growing and flourishing.
We value the comments of our customers and upon
receipt of this order we hope you will share your thoughts
with us.
31. Thank you for your kind comments on the performance of
our product. As you may know, so few people take the
time to let a manufacturer know when they are satisfied
with a product. Your letter has been sent to Japan where
one of my colleagues will post it with a Japanese
translation on the employee bulletin board.
Don't be surprised if you get a few thank you letters from
the employees, as they pride themselves in the quality of
their work and love to hear from our family of customers.
32. Your letter of inquiry regarding our product line has been
brought to my attention and I would like to thank you for
your interest in (name of firm's products).
I have enclosed a price list and data sheets which
describe our full line of products that serve the (specify)
industry. This should help to familiarize you with our
family of products and the high quality of our equipment.
If you have any further questions about (name of firm's
products) , please call us at our toll-free number,

(800) 000-0000.
Thank you again for your interest.

33. We have not yet received from you the instructions

necessary to make delivery of goods covered by our
contract dated _, 19_.
We request you promptly forward such instructions.
34. Please quote us your firm price for the following goods:
Units Description Unit Price
 35. The watch that is within this parcel was purchased on
November 2, 1986, and is under warranty. The problem
that I am encountering is that the watch fails to keep
accurate time. It seems to gain approximately five
minutes per hour.
Please make any adjustments necessary, and return to
the above address as soon as possible.
36. Congratulations on your recent promotion to (position)
I know how hard you have worked to earn the recognition
you presently enjoy at (name of firm) , and I feel that
they are very wise in having made their choice.
Please accept our best wishes for your success in your
new position.
37. I look forward to calling you in a few days.
38. We hope that you will consider
39. As you probably know,
40. I am writing this letter to provide you with a clear
knowledge of the situation at ABC Business

STANDARD CORE:

41. Requesting

Could you possibly?

I would be grateful if you could

42. Agreeing to Requests

I would be delighted to
43. Giving Bad News

Unfortunately
I am afraid that

I am afraid that I will be able to attend the conference next

week.

44. Enclosing Documents

I am enclosing
Please find enclosed
Enclosed you will find

45. Reference to Future Contact

I look forward to ...

hearing from you soon.
meeting you next Tuesday.
seeing you next Thursday.

STANDARD CLOSING:

46. If you require any further information, feel free to contact

me.
47. I look forward to your reply.
48. I look forward to hearing from you.
49. I look forward to seeing you.
50. Please advise as necessary.
51. We look forward to a successful working relationship in
the future.
52. Should you need any further information, please do not
hesitate to contact me.
53. Once again, I apologise for any inconvenience.
54. We hope that we may continue to rely on your valued
custom.
55. I would appreciate your immediate attention to this matter.
56. Thank you for your help Please contact us again if we can
help in any way.
there are any problems.
you have any questions.
57. Adios,
58. Best wishes for your future
59. Bye for now...,
60. Cheers
61. Smiles,
62. Thank you for your time and consideration,
63. Till we meet again,
64. Until we meet again,
65. Until next time,
66. Wishing you all the best of everything,
67. Wishing you a safe journey,
68. With kindest personal regards,
69. I would be happy to discuss this with you by phone if
necessary. My extension is 1257.
70. If you have any questions, feel free to contact me at (555)
555-5555.
 Vesna Vulić, B.A., Lecturer: On More Effective E-mail Writing

Tablica 1: Standard phrases for e-mail

Formal /Neutral Informal

Name
Dear Mr/Mrs /Ms Dupius Hi / Hello Mary
Dear Mary Mary, … ( or no name at all )
Previous contact
Thank you for your e-mail of ….. Thanks for your e-mail,
Further to your last e-mail, …. Re your e-mail, ….
I apologise for not getting in contact with you before now. Sorry I haven't written for ages, but I've
been really busy.
Reason for writing
I am writing in connection with …. Just a short note about ….
In reply to your e-mail, here are ….. Here's the …. You wanted.
We would like to point out that ….. Please note that
Giving information
I am writing to let you know that …. Just a note to say ….
We are able to confirm that …. We can confirm that …..
We regret to inform you that …. Unfortunately, …
Attachments
Please find attached my report. I've attached ….
I'm sending you …. as a pdf file. Here is the …. you wanted
Asking for information
Could you give me some information about Can you tell me a little more about ….
I would like to know .... I'd like to know ….
I'm interested in receiving/finding out … Please send me …
Requests
I'd be grateful if you could …. Please could you …
Do you think I could have …. ? Can I have …?
Promising action
I will …. I'll …
I will contact you again shortly. I'll get back to you soon.
Offering help
Would you like me to …. ? Do you want me to …. ?
If you wish, I would be happy to … Shall I … ?
Final comments
Thank you for your help.r Thanks again for ….
Just give me a call if you have any questions. My number is …
Please feel free to contact me if you have any questions. My
direct line is ….
Close
I am looking forward to …( + ing ) Looking forward to …( + ing )
Give my regards to … Best wishes to …
Best wishes Speak to/ See you soon.
Regards Bye (for now ) All the best

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