Title of business letters in English. Business letter in English. Standard expressions in business correspondence. Examples of phrases to end a business letter

In the age of private capital and investment - a study foreign language This is not only an interest in the international community, but also a practical necessity. Many companies cooperate with foreign partners and, therefore, must maintain well-established contacts and mutual understanding. The main means of communication for people in the business sphere is official correspondence. Today we will figure out how to correctly compose an English letter, observing the rules and framework of business communication. The material will also provide examples of what business correspondence in English looks like, examples of letters and phrases necessary for formal communication.

First, let's decide what text blocks a business letter in English contains. Let's look at each point in order.

Sender's address

Begins standard form indicating the sender's details, located in the upper right corner. The structure of a business letter presupposes a strict order in which data is written, so writing is always carried out in the established order. There are no punctuation marks at the end of lines.

date

The date is indented three lines after the sender's details. There are several acceptable formats for how to write a date:

• October 29, 2017;
• October 29, 2017;
• October 29, 2017;
• October 29th, 2017;
• 29 Oct. 2017;

• 10/12/2017 – October 12, 2017 (Europe and England)
  
• 10/12/2017 – December 10, 2017 (America)

Recipient details

Next, move to the left side of the sheet and also fill in the recipient’s address and data in strict order.

*Appeal is a required element. For men it is most often Mr, for women Ms. Also, when addressing a married woman, they use Mrs, and when addressing an unmarried woman, Miss.

Greetings

The first thing you need to put in the letter is a greeting phrase. Her style depends on the closeness of her acquaintance with her interlocutor. An official letter is characterized by standard phrases: Dear Mrs/Ms + recipient's last name. If the information of the interlocutor is unknown, you should use the combination Dear Sir or madam. When the message is intended for several persons, the plural is used: Dear Sirs, Dear Colleagues, etc. Informal communication allows you to use the name: Dear Mary. It is important to note the punctuation point: in English, the address is separated by a comma, and in American, by a colon.

Main part

Let's move on to the design of the main information component of a business letter in English.

Most often, the main text begins with a small introductory sentence, especially if this is not the first letter, but a response correspondence. Here are examples of introductory phrases in English with translation into Russian.

If you are conducting strictly official business correspondence, then never write abbreviated forms of the predicates I’m, you’re, etc.

Next, the goals and reasons for business correspondence in English are indicated in a logical sequence, and requests or expectations of any response are added. As a rule, for ease of reading, the text is divided into several small paragraphs (without using a red line/tab). We'll look at this block in more detail a little later using practical examples.

Conclusion

While maintaining a polite tone, you should end the letter using standard expressions of gratitude, assurances of anticipation of a response, offers of cooperation, and an invitation to follow-up communication. The final phrase is an important element business communication.

Example	Translation
Please acknowledge receipt…	Please confirm receipt...
If you have any questions, do not hesitate to contact us.	If you have any questions, don't hesitate to contact us.
Thanking in advance.	Thanks in advance.
We value your custom highly.	Cooperation with you is very important to us.
Please contact us again if we can help in any way.	Please contact us again if we can help you in any way.
Thank you and we are looking forward to hearing from you.	Thank you, we are waiting for your response.

Signature

Before entering your details, you must use another polite form - wishes of all the best or an expression of respect. As a rule, business English has three types of similar phrases:

• Yours sincerely – Sincerely(to a familiar interlocutor);
• Yours faithfully – Sincerely(to an unfamiliar addressee);
• Best wishes – WITH Best wishes (neutral statement);

The final statement is separated with a comma, and then given on a new line. personal signature indicating the name, surname and position.

Yours faithfully, Samuel Frankston General Manager Enc. A copy of the license

Yours sincerely, Vadim Grachev Sales Manager Enc. Catalog

Additionally, additional attachments may be added to the text. Their presence is indicated at the end of the letter, immediately after the signature. The phrase begins with the abbreviation Enc. (enclosure – application), followed by a list of attached documents.

We looked at the theoretically correct formatting of a message for business correspondence. Now let's move on to the practical part and look at an example of a business letter for various purposes and phrases typical for formal correspondence in English.

Business correspondence in English: examples of letters and phrases

The concept of an official letter includes many shades. This could be a request Commercial offer, complaint, expression of apology, job application, letter of guarantee about obligations, etc. In this section we will consider in practice how business letters are written in English and what standard cliches can be identified in them. For convenience, we will distribute the samples by genre.

Statement

Work in foreign company- the dream of many young people. In order to establish yourself with positive side, it is necessary to compose correctly covering letter– application for a vacancy. In addition to the information already presented in the material, in such requests the expressions presented in the table are often used.

The full statement is as follows.

Artem Kosarev Birmingham B48 7JN Frost logistics ltd My name is Artem and I am writing in response to your advertisement for a computer operator in today’s Independent newspaper. I have an experience of work as a computer operator for Trust General Company and appropriate education. I would like to apply for this job because I decided to move to London. I am a reliable person and would be a good worker for you. I am ready to come to an interview at any time. Thank you for your attention. Yours faithfully,

Inquiries and requests

Such correspondence is often used for requests for extradition necessary documents. In addition, in the business world they often write letters requesting to send Additional information, for example, a product catalog, in order to place an order for supplies. An inquiry or request in English can be expressed using the following formal correspondence clichés.

Example	Translation
This is to request you to grant…	This is a request/request to provide...
Please inform us...	Please inform us...
We are writing to enquire about …	We ask you to inform us about...
I would be grateful if you could…	I wasI would be grateful ifwould you…
We should appreciate your sending to us…	We will be very grateful if you send us...
Could you please send me…	Could you send me...
Can you give me some information about…	Could you give me information about...
Could you send me more details…	Could you please send detailed information...

Let's look at a practical example of a business letter of this type. The dates and addresses are the same for all letters, so we will only present the contents of the main part and the signature.

Dear Mr Brams I am writing with reference to your advertisement in Guardian. Can you give me some information about your proposal? I would like to receive a copy of your latest price-list. I also wonder if it is possible to get discounted price for buying in volume. Thank you and I am looking forward to hearing from you. Yours sincerely, Kate Gordon Sales Manager T&K Corporation

Complaint

It is not uncommon for a business letter to be a complaint, for example, about the actions of employees or poor quality services provided. To enable you to express your outrage in a style that suggests formal communication, the English language offers the following ready-made templates.

In the text of the letter, it is necessary to indicate in detail all the data about the situation that occurred and explain the reasons for the indignation.

Dear Ms Melts, I’m writing to complain about ineffective work of your delivery service. On the 13th of December I ordered from you ten computers and six laser printers. I had especially stipulated delivery with your manager for 20 th of December that to ensure punctual arrival. Today is 22nd of December and the equipment I ordered has still not been delivered. I would like to receive my purchases as soon as possible. I hope that you will deal with my problem promptly as it is causing me significant inconvenience. Yours sincerely, Bob Murray

Replies and apologies

The final letter examples will be related to the reply messages. The response must begin with gratitude for the message received. And then tactfully express an explanation of the current circumstances, apologize and indicate ways to solve the problem. Let's look at what phrases on this topic correspond to business English.

Example	Translation
Thank you for bringing the problem to our attention.	Thank you for bringing this issue to our attention.
We are very sorry to hear that…	We are very sorry to hear that...
Please accept our apologises for…	Please accept our apologies for...
You have my assurance that…	I assure you that...
Please be assured that we will…	Rest assured that we...
To compensate for the inconvenience caused…	To compensate for the inconvenience caused...

Let's look at an example.

DearMrMurray, Please accept our apologies for the recent problems you had regarding our delivery service. Our company recently had experienced some problems with the software. The vendor has since applied a patch, and our systems are now 100% functional. Please be assured that you will receive your order not later than the day after tomorrow. To compensate for the inconvenience caused we have applied a 20% discount on equipment you ordered. We value your custom highly. Sincerely, Nick Harley Customer Service Manager

Here is a kind of business phrasebook that we compiled based on the results of studying the material: business correspondence in English, examples of letters and phrases for formal communication. We hope that with our tips you will improve your business communication skills and achieve mutual understanding with foreign partners! See you in new classes!

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Elena Solovyova, project manager at Kaspersky Lab, shared tips specifically for the blog on how to conduct business correspondence with foreign colleagues and partners in English. The article is participating in the competition.

Electronic messages make it possible to quickly exchange information over long distances. In terms of the speed of transmission of ideas, this equates them to a telephone conversation. However, emails are saved to mail servers and are used as printed evidence of our words. Therefore, electronic correspondence requires a responsible attitude.

The task becomes more difficult if you communicate in a non-native English language with representatives of other cultures. In the article I will share what to pay attention to in this case, how to avoid mistakes and achieve mutual understanding with foreign colleagues and partners.

Etiquette

Regardless of who you are communicating with and in what language, 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 someone to read your letter? Create a title that fully reflects the content. The clearer what is being said, the faster the interlocutor will read the message.

No: « Idea".

Yes: "H ow to boost online sales by 15% by the end of Q4 2017".

2. Use a professional greeting and avoid familiarity.

No:"Hey", "Yo", "Hiya".

Yes: "Dear", "Hello", "Hi".

3. Re-read the letter before sending. Errors and typos will negatively affect your image in the eyes of your interlocutor.

4. If you are introducing a new interlocutor into the correspondence, briefly describe the background of the issue. Don't 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 do not have time to conduct research on the topic now, please confirm that the email has been received and indicate when you will be able to address 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 stand out, rather than graphics or color:

• I would like to underline→ I would like to emphasize.
• I would like to draw your attention→ I would like to attract your attention.
• Please pay attention→ Please note.
• Please note→ Please be aware.

Audience

English is the universal language of communication between people from different countries. But this does not mean that the correspondence style will always be the same. Let's look at the differences.

China, Japan, Arab countries

When communicating with colleagues and partners from these countries, especially at the beginning of your acquaintance, use the most polite forms. Begin 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 interruption.
• Might I take a moment of your time? → Can I borrow a minute from you?

Use the most polite form of request:

• 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 the forms of etiquette unless you are communicating with a colleague or partner who is superior to you. Be clear about what happened and what you need. The fewer designs with 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 and how his family is doing. Addressing personal issues is not perceived as bad manners; on the contrary, it helps to establish good relationships.

Language principles

Let's consider general principles drawing up 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 make it difficult to understand 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 talking loudly. Recently I asked him how he was doing, and he replied that he was working on very interesting project, and asked me to help him.

John Johnson is now working on new partner program for his company. He proposed us to become his subcontractor on the project. → John Johnson is currently working on a new one affiliate program for your company. He invited us to become a contractor for this project.

Avoid jargon

Avoid jargon, even if you are communicating with colleagues who understand the issue. Your correspondence may 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, everything is not so simple. For example, Jody Jonson, is he a man or a woman? The last name doesn't tell us anything. Moreover, both men and women bear the name Jody:

If you are not sure who your interlocutor is, check with your colleagues, find his account in in social networks. Calling Mr Johnson Mrs Johnson will put you in an awkward position.

Avoid jokes and personal comments

A strictly formal style is not necessary, but it is important to sound professional.

Remove prepositions where possible

A large number of prepositions makes it difficult to understand and creates a “water” effect 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 marketing strategy", write The December 1 Marketing strategy meeting→ “Marketing strategy meeting on December 1st.”

Instead of phrasal verbs come up with- come up with, and find out- find out, use their non-prepositional synonyms generate And determine.

Avoid exclamation marks

Conveying emotions through email is difficult. An exclamation in a text is perceived as an increase in tone.

If a 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 a 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 imposes restrictions. The shorter the text in the message, the faster it will be read.

Avoid the passive voice

No: 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 interested in a colleague's opinion on an issue and offer him a choice of alternatives, list them in the form of a numbered list. Otherwise, you risk receiving a monosyllabic answer. 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 provide structure and aid comprehension.

Set a deadline

If you need Feedback by a certain date, indicate it in the letter. This will discipline the interlocutor, and he will not delay his answer.

Letter structure

The email consists of five semantic parts:

1. Greetings.
2. Message.
3. Closing.
4. Parting.
5. Signature.

Let's look at the standard phrases for each part.

Greetings

Use words Dear, Hello, Greetings(if you don’t already know the person you’re talking to) and Hi(closer to informal).

Message

This is the most informative part. In it we communicate information, give details, argue, offer ideas, etc. Let's look at useful phrases for different types messages.

How to open a message

Use neutral phrases for everyday communication with colleagues and formal phrases for messages to bosses, 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 note...	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 inform you that.../tell you 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 from...
Thank you for your e-mail of (date) regarding… Thank you for your letter of (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 inquire/I am writing in connection with/I am writing to report…/I am writing to confirm…

How to clarify the deadline

Enter the hour and time zone. Without this, the deadline is blurred and perceived as a wish:
Please submit your report (reply) on 10 March, EOB CET→ Please send your report/response by March 10th by close of business CET.

How to ask and give details

We give the details:
Please details:

How to report a problem

1. To introduce a problem, the verb to flag is often used in the meaning “to indicate, emphasize”:
Flagging you about the issue on…→ Pointing out to you the problem with...
With this letter, I want to flag one problem to you…→ With my letter I want to point out one problem to you...

2. To clarify or receive comments, use 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 workaround- a way out of the situation, a workaround.

How to copy your colleagues

1. To ask to be copied, use the phrase CC me, Where Cc acts as a verb “to copy”, i.e. to put in a line Cc. From the word Cc a participle is formed cc'ed- pay attention to the spelling. Phrase I was cc'ed translates as “They made a copy of me.”

2. To indicate to your interlocutor that you are adding someone to the discussion, write Adding (name) to the thread- I add (name) to the conversation.

3. Use the @ sign if the discussion is with several colleagues, but you need to address 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 glad/I would be happy...
I sincerely regret that... 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… I apologize for the fact that...

How to ask and offer help

We offer assistance:

Formally	Neutral
If you wish, I would be happy to… If you want, I'll 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 (do)…?
Should you need any further information/assistance, please do not hesitate to contact me. If you require any further information/help please reach out.	How about I come and help you out? Maybe I can 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 further assistance.
Let me know whether you would like me to… Let me know if you need my help...

We ask for help:

Negotiation

Often electronic correspondence has the character of full-fledged business negotiations. To format them, use the following phrases.

We express our 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.→ You are right here.
• I think we can both agree that…→ I think we both agree that...
• I don't see any problem with that.→ I don't see a problem with this.

We disagree:
We invite:
We express our dissatisfaction:

How to attach additional materials to a letter

If you attach a document to the letter, draw the interlocutor’s attention to this using the following phrases:

• Please find attached → Attached to this letter.
• You can find in attachment… → You can find in the application...
• I am enclosing…→ I am applying...
• 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...

Closing

Before you say goodbye to the other person, thank them for their time, express your willingness to help and/or provide clarification 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. I hope to hear from you soon.
Do not hesitate to contact me if you need any assistance. Please contact us 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 get in touch.	Have a nice day/weekend. Have a nice day/week.
Thank you for your kind assistance. Thank you very much 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 email correspondence, regardless of style:

• EOB (end of business day) → end of the working day.
• SOB (start of business day) → the beginning of the working day.
• EOQ (end of quarter) → by the end of the quarter.
• TBD (to be determined) or TBA (to be announced), we use it when information on the timing or date is not yet known.
• PTO (paid time off) → vacation.
• OOO (Out of office) → outside 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) → essentially.
• 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

To say goodbye, use the following phrases: best regards, regards, kind regards, best wishes, warm wishes, sincerely yours(formally).

Signature

Please provide your first and last name, position and contact phone number. This will give the other person the opportunity to contact you directly and find out the necessary details.

Templates

If you don’t speak English well or often write the same type of letters, it’s convenient to have several on hand ready-made templates. Let's list 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

Subject: First Name Last Name- new position

I am pleased to announce the progress (First Name Last Name) from office (Name) per position (Name). (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 work here, (Name) launched protocols that increased efficiency in (department name), and was often recognized for his achievements.

Let's congratulate together (Name) With new position and welcome him/her to the new department (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 position/department (name of position/department). I learned of your well-deserved promotion through LinkedIn. You worked well for previous place for many years and have earned the recognition and responsibility of the new position.
Sincerely,
Name
Job title

Hiring (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 the invitation for a position in our company and you will be joining us on September 7th. Welcome!
We will work closely together for the first couple of weeks until you become familiar with our routines.
I'm waiting for your ideas. Call, text, or 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) V (department name).

So if you see a new face on May 1st, let them know (Name) that you are glad to have him/her on your team.

(Name) worked in two others (name of companies) companies for the past ten years, so he/she will bring us a wealth of knowledge about (name of area).

(Name) has a bachelor's degree (name of discipline) (name of university).

(Name) gets carried away (Name).

Join me in my warm greetings (Name).

With excitement,
Name of department head/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 post at the company. (company name) (date).
I was glad to work in (Company name), and I appreciate the opportunity given
Working with you. Thank you for the support and inspiration you gave me during
my work in (Company name).

But even though I will miss you, the clients and the company, I want to start
a new stage in my career.

Please stay in touch. You can contact me by personal email (address
Email) or phone (number). 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 congratulate a colleague on his birthday, it’s useful to have a few stock phrases on hand:

• May all your wishes come true → May all your dreams come true.
• I wish you a happy birthday → I wish you have a good day birth.
• 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 best! I hope this day is as wonderful as you are, 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 pleasant gifts and a lot of fun!

Rescheduling or canceling a meeting/call

Hi 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 (name of the problem) time (event title) changes: from (date Time) V (meeting point) on (date Time) V (meeting point).
If you have any questions, please get in touch.
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 postpone our meeting to (date Time) V (location). I hope the new schedule suits you/everyone. If it doesn't suit you/anyone 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 formulated letters and other templates are available at https://www.thebalance.com.

Working with language

Electronic communication is not limited to the use of standard phrases and templates. Messages describe a unique problem or situation. If you don’t speak the language well, how can you be sure that the letter is written correctly and 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 the situations in which the word is used.

Dictionaries from professional publishers for teaching English are available online: https://en.oxforddictionaries.com, http://dictionary.cambridge.org, http://www.ldoceonline.com, http://www.macmillandictionary.com. The shortened version is provided for free, the full version must be purchased, but for the purposes of business correspondence the shortened version is quite sufficient.

Structure of a dictionary entry:

• Part of speech,
• transcription with the ability to listen to pronunciation,
• definition,
• examples of using,
• synonyms,
• frequently used word combinations 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 informal, check the synonyms section.

Don't ignore the examples, they help you place your chosen word or phrase correctly in a sentence.

Use activator dictionaries

These dictionaries are not built on the principle of an alphabet of words, like traditional dictionaries, but on the principle of an alphabet of concepts. For example, you want to convey the concept of “beautiful.” Find the concept beautiful in the activator dictionary. Below it is a list of synonyms for the word beautiful with definitions, examples and explanations of the difference between them. Everything is collected in one place possible options expressions of the idea “beautiful”, and you do not need to look for each word separately.

Today the dictionary-activator is published under the Longman brand: Longman Language Activator.

Check word compatibility using Google search

If words are combined in a Russian phrase, their joint translation into English is not always correct. Enter phrases in English into a search engine and check if the words appear nearby.

Check your text's grammar

If your command of the language is poor, use special services to check grammar and punctuation, for example, Grammarly.

Conclusion

If you conduct electronic correspondence with foreign colleagues, partners and clients, but do not speak English very well, use the checklist:

• Define your audience. Take its specifics into account when composing your message.
• Check to see if an existing template can be adapted to suit your purpose. Perhaps you want to wish a colleague a happy birthday? Use a template.
• Make a writing plan. Rely on standard email structure. Make sure you haven't missed anything.
• Choose common phrases that you will use. When choosing the style of phrases, focus on the audience.
• Fill in the constructed structure with your own words and sentences.
• Check the entire message for correct language using services, dictionaries and Google search. Have you taken into account the style of the chosen words? Do they go together?
• Make sure you don't violate the email composing guidelines. Is it possible to shorten it without losing its meaning? Does it contain jargon?
• Re-read the message. Make sure email etiquette is followed. Is the subject of the letter clearly stated? Are all typos corrected?
• Click Send!

We live in an age information technologies, therefore our whole life is somehow connected with computer equipment, Internet. For example, there is hardly a company whose employees do not correspond electronically with other organizations. If your company has partners abroad, then its employees must know the rules for writing a business letter (in their native language and in a foreign language), which include not only the use of specific vocabulary and style, but also a certain format that should be followed.

So let's see how to write a business letter ( business letter ). As a rule, an official letter is divided into three blocks:

— Introduction/Introduction

This part of the letter states the purpose of writing it.

— Main Part letters/Body of the letter

On average, these are two to four paragraphs in which the author of the letter informs the recipient, asks him questions, and answers the recipient’s questions contained in the previous letter.

— Final part/Conclusion

This part of the letter contains information about the subsequent actions of the recipient proposed by the sender, information about future contacts.

DESTINATION/ADDRESSEE

The text begins with an address to the addressee (addressee).

The sender may know the name of the recipient of the letter, in this case the call might look like this:

Dear Mr. Robinson,

Dear Mrs. Seefob,

Dear Ms. Ching,

Dear Prof. Chensky,

A comma is placed after the recipient's name.

If you don't know the recipient's name, start your letter with one of the following phrases:

To whom it may concern,

Dear Sir,

Dear Madam,

Dear Sir/Madam,

In this case, a comma is also used.

If your addressee is collective person, then the appeal looks like this:

Dear all,

Dear Colleagues,

Dear Marketing Team,

BODY LETTERS/ BODY OF THE LETTER

The body of the letter may include elements official style (formal style), stylistically neutral vocabulary and professional vocabulary. You should also pay attention to the clichés that are traditionally used in business correspondence.

It is very important to remember that in official letters reductions are not allowed type:

Don't– do not, isn’t – is not won’t – will not haven’t – have not etc.

INTRODUCTORY PARAGRAPH /OPENING PARAGRAPH

The introductory paragraph suggests indicating the purpose of writing the letter , it can also express gratitude for a previously received letter or any actions of the addressee. You can use the following cliches:

I am writing to... - I write to...

I am writing to confirm... - I am writing to confirm...

Thank you for contacting us…- Thank you for writing to us...

Thank you for your letter dated…— Thank you for your letter dated (date)...

With reference to your e-mail…— In response to your email...

This is to confirm that... - We hereby confirm that

GOOD NEWS/GOOD NEWS

If you need to convey any positive information to the recipient, use the following phrases:

We are delighted to confirm…- We are very pleased to confirm...

We are pleased to tell you... - We are pleased to inform you...
You will be happy to know... - You will be pleased to know...

NEGATIVE NEWS/BAD NEWS

Information negative character entered extremely correctly:

We regret to inform you... - We regret to inform you...

I am sorry, but... - I apologize, but...

I am sorry to say that... - I regret to inform you that...

I am afraid that we will not be able to…- I'm afraid we won't be able to...

INFORMATION REQUEST/REQUESTING INFORMATION

If you require certain information from the recipient, you can request it in this way:

We would appreciate it if you could...- We would be grateful if you could...
Could you… ? - Could you…?

Please let us know... - Please tell us...

HELP OFFER/OFFERING HELP

In some cases, you have to offer your help to the recipient. To do this, you can use the following cliches:

We would be happy to help you with…- We would be happy to help you with...
Would you like us to… ? – Would you like to...?

APOLOGY/SAYING SORRY

In certain situations, the sender of the letter has to apologize:

We must apologize for... - We must apologize for...

We deeply regret that... - We deeply regret that...

We apologize for any inconvenience…- We apologize for any inconvenience...
Please accept my sincere apologies for…- Please accept my most sincere apologies for...

ATTACHED FILES/ATTACHING FILES

Business correspondence involves not only sending the letter itself, but also text or other files that are attached to the letter, which should be stated in the body of the letter:

Please find attached the files…- Attached below are the files..., See attached...

I am attaching the following files…- I am sending you the files..., Attached herewith...

CONCLUSION/CLOSING REMARKS

Having presented all the necessary information, you should move on to the final part of the letter, formulating your further contacts with the addressee:

Do not hesitate to contact us if you require any further…— Contact us immediately if you need further...

If you have any questions, please feel free to contact us…- If you have any questions, please contact us.

Thank you for your help.

– Thank you for your help. I look forward to hearing from you.

– I look forward to messages from you. We look forward to seeing/meeting you.

- We look forward to meeting you.SIGNATURE/ SIGNATURE

LINE When signing the text of the letter, indicate your name, preferably its full form. You must also indicate your position and contact information

. The phrase “Yours sincerely” (“Sincerely”) should be written if you indicated the addressee’s name at the beginning of the letter.

In other cases, the choice of a clichéd phrase is determined by the nature of your relationship with the addressee. The table presents three groups of cliches - from official style to semi-official and informal:	Type	Formal	Semi-formalInf
ormal	Business With gratitude, Sincerely, Kindest regards, Thank you,	Regards, Best, Yours truly, Cordially, Yours respectfully,	Wishing you well, Thank you, Thanks, Best wishes, Take care,

Until next time,

Sincerely,

Below the phrase you select is the name and position of the sender. For example,
Angela Dooning

Administrative Assistant

Here is an example of a formal letter written in accordance with the requirements for a business letter: In our age of economic development, trade relations and business is very important role assigned to business correspondence. Business partners

communicate through such correspondence, give a report, make appointments, and the like. Today we will tell you how to write 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. Please note how to write a business letter:
• Please include the sender's full name or company name and address in the upper left corner
• On a new line, indicate the name of the addressee and the name of the company to which the letter is addressed, its address on a new line
• Enter the departure date three lines below or in the upper right corner
• Place the main text in the central part
• Begin the main idea of ​​the letter with the reason for your request: “I am writing to you to...”
• End your letter with words of gratitude (“Thank you for your help...”) and the greeting “Yours sincerely,” or “Yours faithfully.”
• Place the author's full name and title after four lines.
• Place the author's signature between the salutation and the name.

We have figured out the rules, and you have a definite plan in your head for writing business correspondence. 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 that will help you better navigate our plan and in writing a letter according to this plan. When writing a letter, try to be short and concise, write straight to the point, without unnecessary or lengthy preambles. Don't forget the greeting and polite tone. 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 cause). 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 construction company, he said that he could provide us with as many builders as we needed). But he would like to get acquainted with you and our other partners. (But he would like to meet you and our other partners). So I am scheduled our appointment on Wednesday. (So ​​I scheduled our meeting for 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. 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’m 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 (If your friend provides us with as many people as we need, we manage to finish the construction until January). But I am afraid that our partners won’t be able to come on Wednesday, because they haven’t returned from Paris yet (But I’m 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 (I hope 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 at all difficult, 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 paper postal letters no one has written 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 correspondence faster and easier. In addition, the advantage of an email 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.

The types of organizations you want to send a message to vary. Please note the following abbreviations:

• gov - government organization
• edu - educational institution
• org - organization
• com - corporation, company
• net - Internet company
• mil - military department

The header of an electronic business letter consists of the following points:

• to (recipient)
• from (sender)
• cc (copies)
• subject

Business letters begin at in electronic format the words Dear...Mr, Mister, but end Best wishes or Best regards.

There are also rules specific to electronic communication:

• Do not type text in capital letters; the recipient may think you are yelling at them.
• Don't be rude.
• Write to the point.
• Warn the recipient about the attached files, otherwise he may not notice them.
• Do not overuse abbreviations and emoticons.
• Write briefly and concisely.

These are the major business letter writing trends we wanted to talk about. Go for it and you will succeed!