The Basics of Business Communication

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If writing a business letter takes you much longer than in your own language, here are a few guidelines that you may find helpful.

Plan before you write.

Look up words you need before you start.

Note the points you want to make, and order them into logical paragraphs.

Tone

Write as you would speak in a business conversation.

The tone should be friendly and polite.

Names

Make sure you check the gender of the addressee (the recipient), as well as the correct spelling of the person's name and title.

Use Ms. for women and Mr. for men. You can use Mrs. for a woman if you are 100% sure that she is married.

Dates

To avoid any confusion, write the month instead of using numbers e.g. January 15th, 2012 or 15 January 2014.

Be concise and clear. The easier it is to read a letter the better.

Keep sentences and paragraphs short and simple.

Use straightforward vocabulary to avoid any misunderstanding.

Ask direct questions.

Rewrite any sentence that does not seem perfectly clear.

If the recipient is not a native English-speaker, it is preferable to avoid

words or expressions that are too technical or complicated.

Remember this word order principle

– to enquire about ...

I am contacting you for the following reason...

I recently read/heard about ..... and would like to know ....

Having seen your advertisement in ..., I would like to ...

I would be interested in (obtaining / receiving) ...

I received your address from … and would like to ...

2. Apologies for а late reply

I аm very sorry to have taken so long in replying to yоu.

Please excuse mе for mу late reply…

Please forgive mе for not replying sooner to your kind letter of...

I apologize for mу delay in replying to your letter.

3.Expressing gratitude for a letter

I very much appreciate having а reply from yоu.

I appreciate your prompt reply.

Thank you for your prompt reply of...

It was а great pleasure to receive your reply.

4.Expressing gratitude for materials

Thank you for sending mе...

It is so kind of you to send me...

I am grateful to you for sending me...

I am much obliged to you for sending me...

5.Acknowledgement of the receipt of а letter

We have received your letter of May 15...

We thank you for your letter dated...

Thank you for your letter regarding ...

In reply to your letter of...

We acknowledge (the) receipt of your letter of...

We acknowledge your letter of...

We are in receipt of your letter of...

This is to acknowledge with thanks receipt of your letter of...

I wish to acknowledge with many thanks the receipt of your letter of...

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I am delighted to inform you that ..

You will be pleased to learn that ...

10. Giving bad news

We regret to inform you that ...

I'm afraid it would not be possible to ...

Unfortunately we cannot / we are unable to ...

After careful consideration we have decided (not) to ...

11. Making a request

We would appreciate it if you would ...

I would be grateful if you could ...

Could you please send me ...

Could you possibly tell us / let us have ...

In addition, I would like to receive ...

It would be helpful if you could send us ...

I am interested in (obtaining / receiving) ...

I would appreciate your immediate attention to this matter.

Please let me know what action you propose to take.

We would like to know more about …

Could you please send us information about …?

Please send us your catalogue/catalog.

12.Expressions used оn sending materials

I аm sending yоu herewith (herein)...

I аm sending yоu under separate cover...

I enclose herewith (herein)...

You will find enclosed...

Please find enclosed...

Attached to this letter you will find...

13.Requesting the answer

We should appreciate a prompt reply.

Wе should appreciate to receive your prompt reply at your early convenience.

А prompt reply would be appreciated.

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Will you kindly let us have an early reply.

Will you kindly reply to this letter.

14.Enclosing documentsI am enclosing ...

Please find enclosed ...

You will find enclosed ...

15.Closing remarks

If we can be of any further assistance, please let us know.

If I can help in any way, please do not hesitate to

contact me.

If you require more information ...

For further details ...

Thank you for taking this into consideration.

Thank you for your help.

We hope you are happy with this arrangement.

We hope you can settle this matter to our satisfaction.

16. Endings

With best wishes (regards).

With kind (kindest) regards.

With best wishes and regards.

Meanwhile I wish to remain...

Thank you once again for...

I hope to hear from you soon and remain with kindest personal regards.

I trust to hear from you soon.

We look forward to hearing from you.

We look forward to welcoming yоu in this country.

I look forward to the pleasure of seeing yоu.

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Here is an example of a simple commercial letter. Pay attention to its composition and wording.

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