Writing a business letter in English sample. Formal letter in English examples. most common mistakes in business emails

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

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 are 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.

Lecture hall

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?

Use the most polite request forms:

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 relations.

Language principles

Consider the general principles of compilation 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. Recently I 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 in in 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.

Consider the standard phrases for each part.

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 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… Thanks 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...

Please help:

Negotiation

Often electronic 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 do not agree:
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
Position

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
Position

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
Position

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 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 (the 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

Hello everyone!
Because of (problem name) time (event title) changes from (date Time) v (venue) on the (date Time) v (venue).
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) v (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'm sorry for the inconvenience!
Sincerely,
Name
Position

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 collected in one place possible options expressions of the idea "beautiful", 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 correct language using 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!

One of the most difficult tasks not only in English, but also in Russian, is to conduct business correspondence and, in principle, write letters in a formal style. In this article, we will tell you how to write a letter of request (letter of request) and a letter of application (letter of application) in English correctly, give lists of phrases that will help you quickly and correctly compose such letters, and also attach examples of letters.

Request letter in English. letter of request

A letter of request (letter of request, letter of request of permission) is one of the types of business correspondence that is used if there is a need to apply for:

Permission to use any material legally owned by others.
Permission to conduct an interview or meeting.
Assistance in organizing or holding an event.
Information (clarifying documents, information about the cost of a particular product, its availability in the catalog, etc.).
Advice on any organizational action or decision.
Advice to an expert in any field.

The letter should begin with your address (the name and address of the company you represent), followed by the name and address of the company you are applying to.

Each item of the request letter in English should be presented in a separate paragraph. State the purpose of your letter in the first paragraph. Be polite but direct. It is important to write to the point, maintaining a formal business style.

If applicable, please provide a deadline for completing your request, as well as clarifying information about yourself and your situation. Add your phone number and email address and offer to contact you if you have any questions.

End the letter by thanking the recipient for their help and attention to this request.

In a request letter in English, you can use the following phrases:

Phrase	Translation
Purpose of the letter
I am writing to ask if you would be so kind/generous as to...	I am writing to ask if you would be so kind/generous...
I am writing to request your assistance concerning the matter of...	I am writing to ask for your help regarding the issue of...
I wonder if you could possibly help me... I wonder if it would be possible for you to help me...	I'm wondering if you could help me...
I would (greatly) appreciate it if you could... I would be most grateful if you could...	I would be (very) grateful if you... I would be very grateful if you...
I am writing to ask/enquire if/whether you could possibly tell/inform me...	I am writing to ask if you could tell me/inform me about...
I am writing to request your permission for...	I am writing to ask for your permission to...
I wonder if I might ask you for / request your valuable advice on/concerning...	I'm wondering if I can ask/seek your advice regarding...
Additional questions
I would also like to know...	I would also like to know...
Could you send me more details...	Could you send more information...
Could you tell me whether...	Can you tell me...
Final phrases
I hope that my request will not inconvenience you too much.	I hope my request will not cause you much inconvenience.
I must apologize for troubling you with this matter.	I apologize for disturbing you on this matter.
I hope that you will forgive me for taking up your valuable time.	I hope you will forgive me for taking up your precious time.
I look forward to hearing from you as soon as possible. I look forward to receiving your reply as soon as possible.	I look forward to hearing from you. Looking forward to your soon reply.
Thank(ing) you in anticipation of your kind cooperation. Thank(ing) you in advance for your kind cooperation.	Thank you in advance for your kind cooperation.

An example of a request letter in English for permission:

Example of a request letter

Application letter in English. Letter of application

A letter of application (letter of application, letter of application for a course) is most often an attachment to a resume, but it is also written when entering a university, college or short courses. This letter should include detailed information about your education and experience. This will increase your chances of getting the desired position or enrolling in the chosen educational institution.

At the beginning of the letter, you should indicate the name and address of the educational institution or company, and, if necessary, the name and position of the person you are addressing.

As with any business letter, each paragraph of your application should be covered in a separate paragraph. The first paragraph should state the purpose of your letter. Then you need to describe in detail about your qualifications and experience. You can also indicate your life goals and interests. Mention all the educational institutions you attended, share information about the courses and internships you took. Next, you should indicate the reasons that prompted you to apply to this educational institution or send your resume to this particular company.

You should adhere to the official business style of speech, be polite and honest, give only reliable facts.

At the end of the letter, indicate which supporting documents you are attaching to the letter. Express your appreciation for the consideration of your application and hope for a prompt positive response. After signing, you can provide your contact details.

In an application letter in English, you can use the following phrases:

Phrase	Translation
Purpose of the letter
I am writing to apply for admission to the course in...	I am writing to apply for admission to a training course in...
I would like to be considered for a place on the course in...	I request that my application for admission to a training course in...
I am writing with regard to...	I am writing in connection with...
I am writing to apply for... which I saw advertised in...	I am writing to apply for... which I saw advertised in...
I would like to express my interest for...	I am interested in...
Mention of qualifications (experience)
I hold a certificate/degree in...	I have a certificate/degree in...
I have taken/passed examination...	I passed my exam for...
I have completed the following courses / degree courses...	I have completed the following courses / degree course...
My degree is in English.	I have a degree in English.
App Notice
I enclose / have enclosed a copy of my degree/diploma...	I am enclosing a copy of the certificate/diploma of awarding a scientific degree...
I have attached all the other necessary documents like...	Attached are all required documents such as...
Please find enclosed a copy of my degree/diploma...	Attached are copies of my diploma/certificate...
Final phrases
I would be glad to attend an interview at any time convenient to you.	I am happy to be interviewed at any time convenient for you.
I hope that you will consider me for entry/admission to...	I hope that you will consider my candidacy for admission / admission to ...
I hope that you will consider my application...	I hope you consider my application...
I hope you take a favorable decision regarding my application for...	I hope for a positive decision regarding my application for...

An example of an application letter in English for admission to a training course.

With the advent of e-mail, paper letters seem to have lost popularity. However, it is impossible to do without them at all - until it becomes necessary to write a cover letter for your resume, establish contact with a potential partner, or, for example, file a complaint with a bank.

In any of these cases, it is important that your letter has the desired effect on the addressee. To do this, the letter must be:

properly formatted
short and meaningful
written to the point
well-written
polite, even if it's a complaint or complaint

If you are replying to a letter, pay attention to how the letter is framed and what expressions it uses. In turn, try to match the given level both in the selection of verbal formulations and in the design standards.

Structure of a business letter

In English, there are a number of rules that you should follow when writing a business letter. General advice: Try to write simply, clearly and concisely.

The address

The sender's address (without a name) is usually written in the upper right corner.
E-mail and phone number do not need to be indicated here, but this is allowed.

The recipient's address is located on the left, below the sender's address.

date

The date can be placed left or right below or above the recipient's address.
also quite flexible. For example, "April 7, 2016" can be written as April 7, 2016 or 07/04/16 . But do not forget that in the US and the UK, dates are written differently (in the US, the month is written first, then the date: April 7, 2016). To avoid confusion, the name of the month is recommended to be written in cursive.

Appeal

If you don't know the recipient's name, use the address Dear Sir or Madame. But if there is such an opportunity, try to find out the name of the addressee: it is much more likely that your letter will be noticed.
If you know the name of the addressee, use the appropriate form of address and last name. For instance, Dear Mr Johnson- if the letter is addressed to a man; Dear Mrs Johnson- a married woman; Dear Miss Johnson- unmarried.
Recently, many consider it incorrect to emphasize the marital status of a woman. If you're writing to a woman and you don't know how she prefers to be addressed, it's best to use the neutral form. Ms: Dear Ms Johnson
If the recipient has an academic title, use it: Dear Dr. Huxley; Dear Prof. Atkinson.

Pay attention to punctuation: in modern British English, a period is not put after the forms Mr / Mrs / Ms, and a comma is placed at the end of the treatment:

Dear Mr Smith,

In American English, Mr/Mrs/Ms is followed by a period and a colon at the end of the treatment:

Dear Mr. Stevens:

Be sure to spell the recipient's name correctly. Nothing spoils the impression like mistakes or typos in the name.

Completion of the letter:

If you do not know the recipient's name, complete the letter with the phrase Yours faithfully.
If you know the name, it is customary to end the letter with the phrase Yours sincerely.
Your signature.

Leave a line for painting, below print your first and last name. In parentheses, you can indicate which treatment you prefer:

Olga Smirnova (Ms)

The first paragraph should be short and reflect the purpose of the letter - a request, a complaint, a suggestion, etc.
The middle paragraphs contain information that explains the purpose of the letter. It is customary to write business letters in English briefly, so try to state the facts with restraint and substance, avoiding unnecessary details.
The last paragraph should indicate what actions you expect from the recipient - return the money for the goods, provide information, etc.

Business writing style

In a business letter, it is important to use the right style and tone of language. Therefore, you should avoid:

colloquial expressions, slang and jargon
abbreviations (I "m; it" s; don "t, etc., use full forms)
emotionally colored words - terrible (terrible), rubbish (nonsense), etc.

Always maintain a polite and respectful tone, even when writing a complaint or grievance. In English, the modal verbs would, could, and should are often used to formalize speech. For example, instead of "Please send me ..." ("Please send me ..."), you can write: "I would be grateful if you could send me ..." ("I would be grateful to you if could you send me...").

Try not to use (they are more typical for conversational style). Instead of go on (continue) it is better to write continue, instead of turn down (refuse, reject) - decline or refuse.

Avoid cumbersome constructions and words whose meaning you are not sure. Try to write in clear phrases that do not allow for double interpretation.

10 most common mistakes in business emails

This Pure English video from Espresso English lists ten common mistakes people make when writing business letters and suggests how to fix them.

Formal letters/e-mails are written in a formal (formal style) to people who hold official, leadership positions, such as managers, directors.

Official letters can be of different types:

Business letter;
Information request letter;
Complaint letter;
Letter of application for employment;
Complaint letter;
Letter of apology.

Structure of a business letter

Sender's name and address

Details of the sender and is located in the upper left corner.

The sequence of details is as follows:

the name of the leader;
his position;
sender's company name;
house number, street;
city, postal code;
the country.

Example:

Mr Viktor Moskvin

154 Sadovaya St

The absence of punctuation marks in a business letter is called "open punctuation".

date

The date is located under the details, indented three lines. There are several options for writing the date:

July 28, 2017;
July 28th, 2017;
July 28, 2017;
July 28th, 2017

Address of the recipient

The recipient's address is written after the date as follows:

recipient's full name;
position;
Company name;
house number, street;
city, postal code;
the country.

The name must be preceded abbreviated address:

Mr. (mister, mister)
Dr. (doctor),
Ms. (Miss, for an unmarried woman),
Mrs. (Mrs - for a married woman or if you are not sure of the status).

Example:

Mrs Jennifer Gray

editor publishing company “GoodBook”

The location of the address is similar to writing the sender's address.

Addressing the recipient of the letter

Appeal to the addressee begins with the word " Dear... "(dear(s)): If the full name of the recipient is indicated, then the greeting begins like this, with a personal greeting: Dear Mrs Jennifer Grey.
If the name is unknown, then the letter is addressed indefinitely: Dear Sir or Madam.
When addressed to the company, the address is general: Dear Sirs.
If the letter is addressed to an American company, a colon is put at the end of the address: Dear Mrs Jennifer Grey:

Sender's job title

If the letter is written by a man, then the word Mr is not put. If the letter is written by a woman, then after the name in brackets is (Mrs). Do not put a dot at the end of a sentence. For example: Yours sincerely,

School of foreign laguages “Lingva”, or

Yours sincerely, Nikole Noble (Mrs)

School of foreign laguages “Lingva”

Application mark

A business letter may be accompanied by other documents. To indicate this in business correspondence, an abbreviation is written after the signature Enc or Encs (« Enclosures- "Applications"). After this inscription, a comma is placed and all documents attached to the main letter are listed. For instance:

yours sincerely,

School of foreign laguages “Lingva”

Enc, a copy of the license.

Business and formal letters. The structure of a business letter and speech patterns to use in it

Letter structure	Speech models
1. Formal address to the recipient (Address the recipient in a formal manner)	Dear Sir or Madam - Dear Sir (appeal to a man) or Madam (to a woman)
2. In the first paragraph, indicate the purpose of writing the letter. (Don't use abbreviated verbs!)	I am writing in connection with / to ask about ... - I am writing in connection with / in order to find out / ask .... I have read / found your advertisement in ... and would like to ... - I read / found your advertisement in ... and would like ... I am interested in ... - I am interested in ... I would like to know more details about… I would like to ask further information about/concerning… I would like to ask if/when/why/where… I look forward to your answer/ to hearing from you. - Looking forward to your response…
3. The end of the letter in the appropriate form:
If the letter begins Dear Sir or Madam, then the letter must end with the phrase	Yours faithfully, ... - sincerely yours, with respect ...
If the letter begins Dear Mr/Mrs Wilson then the letter ends	Yours sincerely, ... - sincerely yours, with respect ...

Samples of business/formal letters

Examples of business formal letters

Letter of inquiry

1.Dear Sir/Madam,

2.I am writing in connection with an advertisement for your English course. I am 19 years old student from Russia. I am interested in English and have been looking for a course in English at higher level.

I would like to ask for more details about this English course. I would be very grateful if you could inform me about payment forms and enrollment requirements.

I look forward to your answer.

3.Yours faithfully

Dear Sir/Madame

I am writing to you in connection with an announcement regarding your English course. I am a 19 year old student from Russia. I am interested in English and therefore I am looking for English courses to improve my level.

I would like to know more details about this English course. I would be very grateful if you could provide me with information on payment methods and enrollment requirements.

Looking forward to your reply.

Sincerely,

Anna Rudova

Dear Mr. Stevens,

Mrs. M.K. Collins has applied for work as a saleswoman in my drugstore. She has referred me to you as one for whom she has done similar work. Please give me some general information as to her fitness for this work. I shall be grateful to you for this help.

Sincerely yours,

Dear Mr Stevens,

Mrs. M.K. Collins applied for a job as a sales clerk at our pharmacy. She has listed you as a person to contact for additional information because she did this work For you. Please provide me with general information about her suitability for this position. I will be grateful for your help.

Yours sincerely,

Brian Warner

Letter of complaint (letter of complaint)

I am writing to complain about ineffective work of your book service centre. On February the third I ordered from you one copy of "Dandelion wine" by Ray Bradbury. The book arrived by mail and I found that some of the pages were transposed so that the book was not usable.

As a result I was left without a needed book. I would like the privilege of returning the defective book to you in exchange for a perfect copy. I hope it would be possible for you to replace it as soon as possible. I look forward to your answer.

yours sincerely,

Dear Mr Olsen,

I am writing to complain about the inefficiency of your book center. On February 3rd I ordered one copy of Dandelion Wine by Ray Bradbury from you. The book arrived by mail and I found that some pages of the book were in the wrong order, so the book was "unreadable".

As a result, I was left without the book I needed. I would like to replace the defective copy of the book with a normal one. Hope you can replace the book as soon as possible. Looking forward to your reply.

Sincerely,

Bill Barry

Additional speech models for a letter of complaint:

I must express my dissatisfaction with...
In fact I have already talked/written about it but nothing has changed/happened to…
There has been no replay to my previous letter. There was no answer to my last letter.
The item has not been replaced. – The product has not been replaced.
It suddenly stopped working. – Suddenly, the product stopped working.
The keyboard was missing. - The keyboard has been lost.
Contrary to the description in the menu/brochure/time-table…The description in the menu/brochure/time-table does not match…
The food was not cooked properly. – The food was not cooked properly.
The price was expensive enough. - The price was too high.
It was a very unfortunate event because ... - This event ended in failure because ...
In this way it ruined all my plans as ... - Thus, all my plans were violated due to ...
I hope I can expect ... - I hope that I can expect (expect) ...

Letter of application

(Letter of Statement)

Dear Sir or Madam,

I am writing in response to your job offer concerning the post of computer operator which I found in the latest issue of "Daily News".

I believe this position fits my expectations of a perfect job for a young person. As far as my qualifications are concerned I have been working for about two years as a computer operator in Gray Service Company, where I have had the chance to get "hands-on" experience with computers in a real working office and coming into contact with the public for the first time. There I have gained a lot of valuable professional experience. In addition to this, I consider myself to be hard-working and a very sociable person.

I would be happy to attend the interview at any time that is convenient to you. I am enclosing the names of two referees from Gray Service Company, whom you can contact for more details. I look forward to hearing from you.

yours faithfully,

Dear Sir / Madam,

I am writing to respond to your ad for a computer operator position that I found in the latest edition of the Daily News.

I believe this position meets my expectations of an ideal job for a young person. As for my qualifications, I worked as a computer operator for 2 years at Gray Services, where I had the chance to get hands-on experience with computers in the work office and the first experience of communicating with people within the profession. In the workplace, I gained valuable professional experience. In addition, I consider myself a hardworking and very sociable person.

I will be happy to attend the interview at any time convenient for you. I am providing the names of two former colleagues who you can contact for more information about me. Looking forward to your reply.

Sincerely,

Jane Morrison

Additional speech patterns for a job application letter:

I am writing in reply to/with regard to…
I am writing in connection with ... - I write in connection with ...
I would like to express my interest in ... - I would like to express my interest in ...
I found the position/job/post offer extremely interesting because…
I would like to apply for this job because…
My reason for applying for this job is that…(I am very sociable, hard-working, talented in…)
As for my experience it includes… - As for my work experience…
I worked for ... as ... - I worked in a position ... during ...
I am ready to come to an interview at any time. I am ready to come for an interview at any time.
I enclose my CV/references from my previous employers. – I am enclosing resumes/recommendations from previous employers.

I met him…in…, when he joined…
…has asked me to write a letter of recommendation to accompany his application for… I am very pleased to do so…. asked me to write a letter of recommendation to be submitted at the place of demand…. I'm glad to do it.
…distinguished himself / herself … revealed himself as…
His/her greatest talent is … His/her greatest talent is…
He/she is a creative person… He/she is a creative person…
His/her excellent capacity to…was invaluable… His/her excellent capacity to…was invaluable…
While he / she was with us he / she… His responsibilities included…
His/her main responsibilities were… His/her daily tasks included… His/her daily tasks included…
The only weak spot that I ever noted in his/her performance was…
I am confident that…will continue to be very effective. He/she deserves my best recommendations. I am sure that … will continue to work very effectively. He/she deserves my highest recommendation.
I would happily recommend …as a hopeful candidate. I am happy to recommend … as a promising employee.

business greeting letter

The purpose of a congratulatory business letter is to officially congratulate the head of the company or your colleague. This letter may be shorter than a formal business letter, but more emotional.

Additional speech models for congratulatory letters:

Best wishes for a happy and prosperous New Year from …! Accept best wishes happiness and prosperity in the New Year from ...!
In appreciation of our association during the past year, everyone at … extends our very best wishes for a wonderful holiday season! - Appreciating our cooperation during the past year, each employee ... expresses our best wishes in connection with the holidays!
Warmest wishes for a happy holiday season and a wonderful new year! With the warmest wishes for happy holidays and a wonderful coming year!

Recruitment letter (cover letter for resume)

In the introduction to the cover letter, it is recommended to mention the source of information and the desired position.

The main part of the letter refers to the professional knowledge, skills and abilities of the applicant, contains information about the resume accompanying the letter. Express your desire to come to the interview, if possible at a convenient time for the employer or his representative, and also about the hope for a positive decision in the direction of the applicant. Finally, thank you for reading the letter.

Additional speech models for employment letters:

I was interested to read your advertisement for …
Please accept this letter as application for the … position currently advertised in the … vacant position... which was announced in ...
I have exceptional verbal and written communication skills. I have exceptional oral and written communication skills.
I can supply references from…if required. I can provide recommendations from…if needed…
Thank you for your attention. Thank you for your attention.

business invitation letter

In the business world, meetings with partners are part of the key to success, so the correct design of invitations is very important. When drawing up an invitation, make sure that the name of the partner is indicated in full. The invitation should be short, the use of humor is appropriate, and of course, the time to send the invitation!

Phrases for the invitation:

You are cordially invited to be the guest of…
Allow me the pleasure of inviting you to… Do not refuse the pleasure of inviting you…

Reply to a business letter in English

Some letters received by the company require a response. The structure of such a letter is no different from a business letter.

Additional speech models for replying to a letter:

Thank you for your letter. Thanks for your letter.
We appreciate your offer. We appreciate your suggestion...
We shall be pleased to supply you with…
Regarding your question about… Regarding your question about…

Conclusion

The official letter consists of the following parts:

Formal greeting: Dear Sir/Madam - when you don't know the person's last name; Dear Mr/Mrs Wilson - When you don't know the recipient's name.

The first paragraph contains a greeting and introduction, the purpose of the letter.

The main part of the letter reveals its content - arguments are provided, information of interest is requested (usually 1-3 paragraphs).

The last paragraph is the summary of the entire letter, namely, the actions you expect from the recipient, the final comments.

Formal letter ending: Yours faithfully,… – when you do not know the person's last name; Yours sincerely... when you don't know the recipient's name.

Formal letters can also be a response containing the requested information. The response letter has the same structure.

Make sure that when writing your letter, no part is left out.

A well-thought-out and neatly written business letter is an effective tool in business that can not only help in concluding various kinds of deals, when hiring, etc., but also spoil the impression of the sender, which does not guarantee success in achieving the goal.

These phrases can be useful not only for work, but also for admission to a foreign university.

Dear colleagues! - Dear colleagues!
Let me introduce myself. My name is… - Allow me to introduce myself. My name is…
The topic of my presentation is… - The topic of my…
I will take some… minutes of your time. - I'll take ... minutes of your time.
So, first / To begin with / Let’s start with ... - So, first / To begin / Let's start with ...
That completes/concludes/covers the first part of my presentation… - This concludes the first part of my presentation.
Let’s move on to the next part, which is… - Let’s move on to the next part, which is…
Now I want to describe the development of the idea. - Now I want to talk about the emergence of this idea.
That brings me to…/So now we come to… - Thus, let's move on to…
I'd like to finish by emphasizing the main point(s). - In conclusion, I would like to emphasize the main points.
Now I'd be very interested to hear your comments. I will listen with interest to your remarks.
Thank you for your attention! - Thank you for your attention!

Interview

If you pass, don't forget to dress appropriately and consider the background. And, of course, it is worth taking note of the following expressions.

I graduated from ... university (college) in ... - I graduated from ... university (college) in ...
I handle stress easily. - I deal with stress easily.
I am a team player. - I'm a team player.
I am good at multitasking. - I'm good at multitasking.
I manage my time well by planning out ... - I can manage my time well by planning ...
I should be hired because I'm ... - I am suitable for this position because ...
I have … years’ experience in the field. - I have … years of experience in this field.
I'm very attentive to detail. - I pay a lot of attention to details.
I’m excited about this opportunity because … - I am very happy to get this opportunity because …
I want to further my career in … - I want to develop my career in …
I am confident that I will be able to use my skills in … in the advertised post. - I am sure that I will be able to apply my skills in this position.
I am sorry, could you repeat that please? - I'm sorry, could you repeat that one more time?
When do you want me to start? - When do I start?

Business correspondence

Letters use even more formal language than meetings. Be precise and extremely polite, do not joke or attach unnecessary pictures. Be sure to include the subject of the email.

Dear Mr (Ms)… - Dear Mr (Miss) …
Dear Sir/Madam. - appeal in case you do not know the name and gender of the addressee.
I am writing to inform you that ... - I am writing to notify you ...
I am writing to enquire about ... - I write to learn about ...
With reference to your letter ... - Regarding your ...
Thank you for contacting us. - Thank you for contacting us.
In reply to your request, ... - In response to your request, ...
I am interested in (obtaining / receiving) …
Could you possibly tell us / let us have ... - Could you tell us ...
We are pleased to announce that ... - We are pleased to announce that ...
We regret to inform you that ... - We regret to inform you ...
After careful consideration we have decided ... - After careful consideration, we have decided ...
I would appreciate your immediate attention to this matter. - I would be very grateful for your urgent attention to this matter.
I look forward to hearing from you. - Waiting for your reply.
Yours faithfully ... - Sincerely ... (in the event that you do not know the name of the addressee).
I'm afraid it would not be possible to ... - I'm afraid it's impossible ...
Yours sincerely ... - Sincerely ...