E-mails and letters have to be polite and written in correct
English. The following sentences may be useful for writing
- to refer to previous correspondence
- to say how you found the recipient's name/address
- to say why you are writing to the recipient
- Thanks for the information/...your comments...
- With reference to your letter of 8 June, I ...
- I am writing to enquire about …
- We met at the … conference in March last year
- We spoke when you visited us in…
- After having seen your advertisement in … , I would like
- After having received your address from … , I ...
- I received your address from … and would like …
- We/I recently wrote to you about …
- Thank you for your letter of 8 May
- Thank you for your letter regarding …
- Thank you for your letter/e-mail about …
- In reply to your letter of 8 May, …
Remember to be as polite as possible!
- I work in the … department at (company).
- I'm working on the … project.
- I'm responsible for…
- Could you tell me…?
- Could you let me know…?
- I'm writing to ask…
- I'm happy to say that…
- I am pleased to be able to inform you that…
- I'm afraid (that) the…
- I'm sorry to say (that) the…
- Could you (possibly)…?
- Do you think you could…?
- I would be grateful if you could…
- Could I…?
- refer to a future event
- repeat an apology
- offer help
- If you require any further information, please feel free to
- I look forward to hearing from you.
- I look forward to seeing you.
- I look forward to your reply.
- Please advise as necessary.
- We look forward to a successful working relationship in the
- Should you need any further information, please do not
hesitate to contact me.
- Once again, I apologise for any inconvenience.
- We hope that we may continue to rely on your valued custom.
- I would appreciate your immediate attention to this
Salutation and Complimentary Close
1) When the recipient's name is unknown to you:
- Salutation: Dear Sir ...Dear Madam ... Dear Sir/Madam
- Complimentary Close: Yours faithfully (BrE)/Yours truly
2) When you know the recipient's name:
- Salutation: Dear Mr/Mrs/Miss/Ms Hanson ...
- Complimentary Close: Yours sincerely (BrE)/Yours truly
3) When addressing a good friend or colleague:
- Salutation: Dear Jack ...
- Complimentary Close: Best wishes/Best
regards/Best/Cheers/(Lots of) Love
- The title Ms is used for both an unmarried and a married
- In American English, a full stop is placed after the
salutations Mr. / Mrs. / Dr.
- Miss and Ms are not abbreviations so they don't have a full
stop after them.