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Useful Vocabulary for Writing Business Letters

The concept "business letter" often makes people nervous. Many people with English as a second language get worried that writing is not advanced enough for business writing. To make writing more efficient and flawless we offer a selection of useful phrases. Any letter consist of salutation phrase, first paragraph in which you introduce the gist of your letter, body paragraph or paragraphs, final paragraph and closing phrase. 

business letter writing

First and foremost it is vital to make sure that you spell the recipient's name correctly. If the name is unknown, use/Dear Madam/Dear Sir. You may use both if gender is unknown: Dear Sir or Madam.

In most types of any business letter, it is polite to use a friendly greeting in the first sentence of the letter. Here are some examples:

- It was a pleasure meeting you at the conference this week.

- I appreciate your patience in waiting for a response.

 

After your short opening, state the main point of your letter in a couple of sentences.

- I'm writing to enquire about…

- Following up on our recent/phone conversation…

- Just to follow up on our discussion last week…

- Further to our letter/following our letter…

 

Elaborate the issue you’re writing about in the following paragraphs and go into greater detail about your main point. If your letter includes a negative or sensitive material, (for instance rejecting an offer or informing an employee of a layoff period) interpose this sentence in the second paragraph rather than opening with it.

- I regret to inform you...

- It is with great sadness that...

- After careful consideration, I have decided…

 

Your last paragraph should include requests, reminders, and notes on enclosures.

- I look forward to your reply…

- Please respond at your earliest convenience.

- If you require more information...

- I should also remind you that …

- For further details...

- Enclosed you will find...

- I appreciate any feedback you may have.

- Feel free to contact me by phone or email.

- Always at your service…

- Thank you for taking this into consideration.

 

Here are some common ways to close a letter:

- Yours truly/sincerely/faithfully 

- Yours,

- Sincerely,

- Best regards/of luck

- Sincerely yours,

- Best wishes,

- All the best,

- Warm regards

 

Sample on Business Letter

Dear Mr. Stephen Fenn,

On behalf of my team, I am writing this letter in order to introduce the possibilities and advantages of ABC Furniture Company. As you may probably know, our company specialized in creating a comfortable furniture for homes, enterprises and educational institutions, including schools, colleges and universities. We are a team of a high qualified professionals and we have been on the market for several years. During the time of our work, we have gained respect from our customers and firmly established in the local market. As a specialist, I have done some researches and become aware that your university is going to make some changes in your classrooms during the vacation period. I assume that the services of ABC Furniture Company will come extremely useful.

As you may probably know, we have a broad scope of different types of tables, chairs, case boards and other supplementary necessary parts of furniture that will make your rooms cozy and at the same time modern. The good atmosphere will encourage students and teachers to learn and teach. You can expect the same reliable and fully insured goods and services from  ABC Furniture Company within only 3 days delivery. Simply you will receive a discount of 20% for orders over QAR 100,000. The company will cover all the costs for installation and adjustments as well it includes free delivery. When you choose ABC Furniture company, you also choose a good quality. We can offer you a five year warranties for only additional 5% of the regular price. I will be happy to know that your classrooms are always in a good condition. Our masters can mantle, adjust and fix all needed details according to your desire. Moreover, we have good professionals that are available almost the whole day and the company covers all expenses for repair services. Our goal is to detect necessities of our customer and fulfill them. I would like to openhearted offer the services of our company as I am sure we are able to meet all your expectations. Along with this letter, you will find attached a succinct catalog of our best propositions for class rooms in educational institutions. You may also visit our office and look through furniture and many other our propositions. I will be always happy to see you in our office.

I will be glad to talk to you and find what is your desires, suggestions and requirements. I wonder if it will be possible at all to arrange the meeting with you and be able to tell your more about the advantages of ABC furniture company. I am aware how it is vital to a client to know every tiny detail. As a leader in our sphere, we should know all the requirements to be able to provide the best solution. Moreover, I would be pleased to meet with you in person and find the most befitting ways for our further cooperation. Let me express my deep gratification for your reading. Do not hesitate to contact me if you need any further information.

Looking forward to hearing from you soon,

Best regards,

marketing manager of ABC Furniture Company.