Business letters

Layout

1. Letterhead / address (but not name) of writer

2. Name and address of recipient

3. References

4. Date

5. Opening

6. Subject heading

7. Body of the letter

8. Closing

9. Signature

10. Name and job title

11. Enclosures

Opening. If the letter is going to someone whose name you do not know, it starts with Dear Sir, or Dear Madam, or Dear Sir or Madam. But if you do know the name, then you can begin with Dear Mr / Ms Taylor, or Greg Taylor, …

Closing. At the end of your letter you should include a short sentence like I look forward to hearing from you. Or Please do not hesitate to contact me if you need further information. Below that, you should put a closing phrase:

Yours sincerely, (formal, for letters beginning Dear + name)

Yours faithfully, (formal, for letters beginning Dear Sir / Madam)

Yours truly, / Best regards, / Best wishes (less formal)

Useful phrases and notations

With reference to your letter of the 15^th of this month, …

It was very kind of you to agree …

As I mentioned in my last letter to you …

Thank you for taking the time to …

Regarding the question of …

I will arrange for my secretary to forward the minutes to you for your approval.

I am enclosing a copy of our latest proposal.

Letter of complaint

International Business School, Russia

32 Mir Ave., Moscow 010233, Russia

Tel. (095) 219-3204 Telefax: (095) 219-3210

E-mail: christiane@ibs.com.ru

Mrs. Amanda Pitt

C/o Euro Media Russia Ltd.

P.O. Box 229

01023 Moscow

Russia

October 15^th 2012

Dear Mrs. Pitt,

Last month I ordered your advertising manager Diana Richardson four color advertisements for our School to be published in your magazine. It should have been in a box, with our logo and five lines of the text. I have paid $350 for that service. Yesterday I received this week’s issue of “What’s on” and saw that the ad is without a logo and black and white.

I hope this mistake will be eliminated in the next issues of your magazine, and I believe my letter has not disappointed you.

I have always appreciated your cooperation which, I hope, will last for many years more.

Sincerely yours,

Christiane Degerhardt

Headmaster

ЖАЛОБЫ	COMPLAINTS
Мы не удовлетворены вашей деятельностью, связанной с заказами.	We are not satisfied with your performance concerning orders.
Большое количество Ваших заказов было аннулировано.	Many of your orders have been cancelled.
Прошу Вас быть более внимательным при совершении сделок.	Please be more careful in your transactions.
Вы не имеете права предоставлять особые льготы клиентам.	You are not authorized to extend preferential treatment to your customers.
Мы надеемся, что впредь Вы будете придерживаться наших указаний относительно приема заказов.	We hope that in the future you will adhere to our instructions regarding the acceptance of orders.
Просим в будущем избегать приема таких маленьких заказов.	Please avoid accepting such small orders in the future.
Как вы могли согласиться с клиентом на такой короткий срок поставки?	How can you guarantee such a short delivery time?
Вы не уполномочены снижать цену.	You are not authorized to reduce prices.
Из-за предоставленной Вами специальной скидки мы понесем убытки при исполнении этого заказа.	The special discounts you have allowed will result in a loss for us on these orders.
Просим пересылать заказы своевременно.	Kindly send in your orders more promptly.