Practical recommendations on the style of documents forming business correspondence. Useful phrases for business correspondence Attitude write us a copy to yours
The following expressions are most often used to write formal emails:
1. If we want to attach a file, then we indicate:
Pleasefindattached– Please accept as attachment
Please find attached my resume. – Please accept as attachment my resume.
Please find attached photos from the conference. – Please accept as attachment photos from the conference.
2. If we want to forward (redirect) a letter, we use the expression:
I've forwarded ________ to you. – I forwarded ________ to you.
I'm forwarding ________ to you. – I am sending you _______.
I've forwardedBill`s resume to you. –I redirected To you summary Bill.
I'm forwardingJohn's email to you. –I'm forwarding To youJohn's email.
3. If we want to tag someone in a copy of the letter, we use the expression:
(name) on this email |
– I have noted (name) in the copy of this email.
I` ve cc` d Umar on this email. – I marked Umar in the copy of this email.
* We`ve copied Umar tokeephimintheloop. – We have noted Umar in the copy of the letter in order to keep him informed.
Please keep me in the loop. –Please, hold me V course.
4. The following expression will help bring the letter to a close:
If you have any questions, please don`t hesitate to contact me. – If you have any questions, please contact me.
If you have any questions, please don`t hesitate to contact me.
Sincerely,
John –
If you have any questions, please contact me.
Sincerely,
John
5. To finish the letter, we use the following expressions:
I look forward to | hearingfromyou- Waiting for an answer from you. meetingyou- I look forward to meeting you. yourreply- Waiting for your answer. |
Look forward to + verb + ing- look forward)
To end an email we use the following expressions:
KindRegards (Regards) – Best wishes, best regards
WarmWishes — Best wishes
YoursTruly– Sincerely yours, with respect.
English Joke
The breakfaster in the cheap restaurant tried to make a conversation with the man beside him at the counter.
"Awful rainy spell-like the flood."
"The flood?" The tone was polite, but inquiring.
"The flood-Noah, the Ark, Mount Ararat."
The other bit off half a slice of bread, shook his head, and mumbled thickly:
“Hain’t read to-day’s paper yit.”
Business communication is its own world with its own laws. A lot depends on how we comply with these laws: the impression we make on colleagues and partners, work productivity, and even career advancement.
A special place in business communication is occupied by business correspondence, which is the daily responsibility of most office workers and not only. The ability to conduct business correspondence correctly can be a good help for concluding profitable deals and building your business image.
Let's look at some features of a business letter. So, business correspondence is:
- use of template phrases and clichés
- emotional neutrality,
- semantic accuracy and conciseness of presentation,
- well-constructed argumentation.
Business correspondence in English is the same set of rules and clichés, some of which we recommend using for everyone who works with foreign partners or in international companies. We bring to your attention several useful phrases that will decorate your business correspondence. These phrases will emphasize your professionalism and help shape the image of a business person. Let's begin!
1.Please find attached
Let's start with the classics. Often you have to attach various documents or other files to a letter. In order to notify the recipient about the presence of an attachment, this phrase is perfect. After all, the word “Attachment” in translation means “attachment”. The phrase should be used at the end of the letter.
Here are a couple of examples of use:
- Please find attached my portfolio.
- Please find attached copy of the agreement/contract.
2.I have forwarded
This phrase can be used if you need to forward an email to other recipients. To notify the recipient about this, the phrase “I have forwarded” is perfect. For example:
- I have forwarded Anna’s CV to you.
- I have forwarded John's email to you.
3.I've cc'ed
A person uninitiated into all the secrets of the peculiarities of business correspondence may not understand what this strange abbreviation means. But we are professionals. “I’ve cc’ed” is an abbreviation that stands for I have carbon copied. The phrase means "to copy someone to receive letters."
So if you need to inform someone that you have copied other recipients, feel free to use this phrase. Eg:
- I've cc'ed Sara on this email.
- I’ve cc’ed Jack and Jimmy on these emails.
As for abbreviations that cannot be used in business correspondence, an exception is usually made for this case.
4.For further details
This phrase is a proven way to politely end your letter in English. “For further details” means “for more detailed information”, “in more detail”. Examples of using:
- For further details contact me any time.
- For further details write to our Sales-manager.
Another phrase that will help you finish politely is “If you have any questions, please do not hesitate to contact me.” Translated, this means “If you have any questions, feel free to write to me.”
5.I look forward to
The phrase “look forward” means “to look forward.” So if you are looking forward to a response or some other action from the recipient, then it would be quite appropriate to use this phrase. Eg:
- I look forward to your answer.
- I'm looking forward to your reply.
The phrase is best used at the end of the letter.
When writing a letter, you need to be polite even when you don't really feel like it. The ability to write competent letters in any situation reflects your professionalism, good manners and knowledge of business ethics. In conclusion, let us remind you that in business correspondence you must show precision of wording and impeccable literacy. The use of abbreviations is also unacceptable (with rare exceptions).
Write emails in English correctly, dear friends! Good luck!
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An employee in any field sooner or later faces the problem of writing a business letter. The main question is how to start and how to finish? Many sites offer basic rules and examples, paying little attention to the final part of the documents.
The letter must be perfect in every way. Even the slightest non-compliance with the rules can harm your authority or the prestige of the company.
In a brief form, we suggest that you familiarize yourself with the main rules of business letters and will dwell in more detail on the final part of an official letter.
You will need:
The main rules of business letters
- When writing a letter, remember that you are not expressing your own opinion, but are speaking on behalf of a legal entity (institution, organization or enterprise).
- It is your responsibility to be clear about the results you want to achieve with this letter and to make effective use of all the text's features.
- Clearly define the plan of presentation, highlighting the information in the introduction, main part or ending.
- In the introduction, after the address, we prepare the addressee for perception. This may be a summary of the events that led to the emergence of the document. The main part contains a statement of the essence of the problem with the necessary argumentation (explanation, digital calculations, links to legislative acts).
A more effective and easy-to-understand text, in which, first, the proposal, request or demand is stated, then the argumentation, and there is no introductory part at all.
Part of the ending - applications
Certain documents have appendices that complement, clarify, or detail specific issues. They must be noted at the end of the letter, departing a few lines from the last paragraph.
Application design methods:
1) Applications mentioned in the text, then a note about this is drawn up as follows:
Appendix: 5 pages, 3 copies.
2) Applications not listed in the text must be listed, making sure to indicate the title, number of pages in each application and number of copies.
Appendix: “Certificate of assessment of the cost of unfinished construction”, 2 pages, 3 copies.
3) Sometimes there are several applications. Then they are listed by name and numbered. If there are a large number of applications, a list of them is compiled separately, and in the letter after the text the following is noted:
Appendix: according to the list on ... page.
Attach copies of documents to the letter in the order in which they were numbered in the attachment.
The application is usually signed by the heads of structural divisions. In cases where applications are bound, there is no need to indicate the number of pages.
Politeness and correctness are the basis of the ending
There are various options for constructing the ending. It depends on what was said in the letter.
The most commonly used completion examples:
1) Repeat the gratitude given at the beginning or simply thank you for your help:
Thank you again...
Let me thank you again...
We would like to once again express our sincere gratitude...
Thanks for the help …
2) Express hopes:
We hope that the agreement will be mutually beneficial...
We hope that our offer will interest you...
We look forward to close and mutually beneficial cooperation...
I hope that soon I will be able to meet you in person...
I hope to receive your response soon...
3) Reassurance of the addressee (usually has a psychologically positive effect on the addressee):
We assure you that you can fully count on our support...
We will be glad to cooperate with you...
I would be glad to cooperate with you and look forward to your response...
4) Request:
Please read the materials carefully and respond...
We ask you to urgently inform...
We ask you to take immediate action to improve the situation...
Please call me at any time convenient for you...
5) Repeating the already expressed apology for the inconvenience:
Once again I apologize for the inconvenience caused...
We sincerely apologize for this forced delay in payment...
Parting
1) In official correspondence you can say goodbye in different ways:
Sincerely…
With respect and best wishes...
With sincere respect to you...
We wish you success.
2) If you know the addressee well or successfully cooperate with him, then you can end the letter with friendly phrases (not familiar):
Yours sincerely…
Best wishes…
With gratitude and best wishes.
You can finish the document without using these structures!
English features of ending letters
- Usually they end an official letter like this: Sincerely Yours (Sincerely yours) or simply Yours(Yours) and a signature, indicating your last name and position under it.
- To avoid putting your partner in a difficult position or forcing them to make assumptions about your gender, take the trouble to write your name in full, that is, not P.R. Dovzhenko, but Pavel Dovzhenko.
Signature
Officials sign documents within their competence.
The “signature” attribute consists of the job title, initials and surname of the person who signed the document.
Director of the Mramor plant (signature) A.B. Koval
Documents concluded in institutions operating on the principle of unity of command are signed by one official (manager, deputy or employee entrusted with this).
Documents of collegial bodies (protocols, decisions) are affixed with two signatures (the head and the secretary). The order is signed by the manager.
Two or more signatures are placed on documents for the contents of which several people are responsible:
- Monetary and financial documents are signed by the head of the institution and the chief accountant;
- agreements are signed by representatives of the contracting parties.
The signatures of several persons on documents are placed one below the other in a sequence corresponding to the service hierarchy.
Director (signature) S.P. Antonyuk
Chief accountant (signature) V.T.Dudko
If a document is signed by several persons occupying the same position, their signatures must be placed at the same level.
Director of the Luch plant Director of the Svet plant
(signature) V.R. Sakhno (signature) L.P. Kotov
The signature begins with the initials (placed before the surname), followed by the surname. There is no need to put the decryption of the signature in brackets!
Seal
To secure legal force, some documents are stamped with a seal: contracts, decrees, conclusions, etc. The stamp must include part of the job title and personal signature.
date
The date is placed below the signature on the left.
An official letter is dated on the day it was signed or approved by the head of the institution.
There is a generally accepted dating order:
- Date elements are written on one line using three pairs of Arabic numerals in the order of day, month, year;
- if the serial number of the day or month is the number of the first ten (from 1 to 9), then a zero is placed in front of it: 03.01.15 .
- Word year, reduction G. they don't put it.
- When finished, check the letter for grammatical errors and make sure there is nothing superfluous.
- Give the letter to a colleague or, if possible, a manager to read. An outside perspective will help identify shortcomings that might otherwise be overlooked.
- Don't forget to include your phone/email address. This is often necessary to quickly resolve the problem specified in the letter.
- In addition to the general universal requirements and design rules, it must be taken into account that each type of document has its own design features.
Remember that not all documents have a complete list of the details listed above, but only a certain set of those that provide the legal force and completeness of this particular type of document.
Good luck with your transactions and the desired answers!
Frequently asked questions and answers
What's nice to write at the end of a business proposal?
Do not use words and phrases at the final stage that can be considered manipulation (“we hope for mutually beneficial cooperation”, “thank you in advance for your answer”, “we will be waiting for your response letter”, etc.).
Should you write “best wishes” or “with respect” at the end of the letter?
Definitely, “with respect”, you need to adhere to a business style of communication.
What do they usually write at the end of a letter if they ask for a quick response?
Nothing like this is written in a business letter.
Should you write “with regards” or “best wishes” in your email signature?
"Sincerely".
How to replace the signature "with respect"?
"With all due respect", "With respect."
How to end a presentation letter?
Thank you for your attention.
How else can you write “I would like to notify”?
“I would like to inform”, “notify”, “inform”, “announce”, “bring to the attention of”.
Is the phrase: “I’ll end my report with words” correct?
1) A business letter usually consists of:
title;
main text;
endings.
The header contains:
name of the company (institution) sending the letter;
postal and telegraph address;
teletype and telefax;
phone numbers;
checking account;
date of departure: the month is written as a word. Usually these details are present on the letterhead.
In the heading next to the date there is usually a link to the contents of the letter or the reason for which it was written.
Example:
"Regarding (regarding)..."
“On the issue of delivery (order).”
“NaNo. from..."
“On your no. from..."
On a business letter, put the original number. It is not recommended to put an outgoing number on letters addressed abroad. There they are limited by the date of sending and the content of the letter.
In business correspondence, in addition to the address and name of the company or institution written on the envelope, the named attributes are also placed in the heading (in the upper right part of the letter).
If the letter is addressed to a company or founder, then first indicate the name of the company (institution) in the nominative case, and then the postal address. In a document sent to the head (organization), the name of the organization is included in the title of the manager’s position.
Example: “To the President of the company... Mr...” In a letter addressed to a private individual, first write the postal address, and then the surname and initials of the addressee. You can precede the recipient's name with the word Attn., for example Attn. Mr. Black (Attention Mr. Black).
If the addressee's position is known, it is advisable to indicate it after the name. For example: Attn. Mr. Black, Head of Department (Attention Mr. Black, Head of Department). When addressing individuals, the informal expression Dear is used. For example, Dear Sir, Dear Madam, Dear Mr. Brawn, Dear John, and when contacting a company - formal Dears Sirs (Europe), Gentleman (USA).
It should be borne in mind that names, addresses, addresses, every word of the official name, position, names of objects of correspondence are written with a capital letter (ABC of business communication // Business for everyone. M., 1991. Issue 1.P. 33, 34) .
The address is usually followed by an introductory phrase. It is formulated depending on the type of letter and its purpose.
In the upper right part of the letter the name of the company - the recipient of the letter is placed in the nominative case, and then the postal address.
In the document sent to the manager, the name of the organization is included in the title of the manager's position.
In a letter addressed to a private person, first write the postal address, and then the surname and initials of the addressee.
The appeal is usually followed by an introductory phrase, which is formulated depending on the type of letter and its purpose.
Therefore, the introduction is characterized by great variety. At the same time, there are a number of etiquette phrases that are used most often when writing and are stereotypical. Knowing them or having them at hand reduces the time of writing a message and in many cases improves the culture of writing. Examples from some stable etiquette formulas:
We received your letter No. ... dated November 1 of this year, from which we were glad to learn
(we were pleased to learn) that...
We received your letter dated May 15th of this year. along with the documents attached to it.
We are pleased with the quick response to our request.
Thank you for the letter from... or No. ...In response we inform you...
We confirm receipt of your letter from...with all attachments
We hereby confirm that we have received your letter dated March 14th of this year and inform you that...
We are extremely surprised by your letter from... in which you report...
We were surprised to learn from your telegram (telex) that...
In addition to our letter of February 12 this year. We inform you that...
Allow me to write to you...
We have to remind you...
We hereby remind (inform) once again...-
We regret (express regret) about your refusal (silence).
Unfortunately, we still have not received your response to our letter from... and we are forced to remind (ask) you again.
In connection with your letter from... we inform you that, to our regret...
In response (answering, referring) to your letter, we inform you that...
In confirmation of our telegram from...we inform you that...
In confirmation of our telephone conversation that took place on June 5 this year, we inform you that...
We take note of your letter from. and report.
We are forced to notify you that.
We inform you that...
We would like to inform you...
Please be informed...
At your request, we are sending you...
We apologize for the delay in responding to your letter from...
Please accept our apologies for.
We thank you (we are grateful to you, we express our gratitude) for the service provided (help, support).
The content of the letter depends on the problems and tasks that have to be solved through correspondence. It should not be lengthy in a business letter. Often the content is limited to one or a few sentences expressing a request, agreement or refusal.
Examples of phrases that can form the basis of short letters:
We kindly ask you to inform us about the delivery time...
Please speed up shipping...
Please let us know about.
Please let us know about your decision on the issue... We ask you to send... We need additional information about...
Please let us know if our offer is acceptable to you. Please confirm acceptance of our order for execution. Your request for...has been granted.
In response to your letter from... we inform you that your request for delivery... has been resolved positively.
We hereby inform you that your request (order, offer) has been accepted by us. In response to your demands... we inform you that we have taken the following measures... In response to your request (order), we regret to inform you (we must, we are forced to inform you) that we cannot (we do not have the opportunity) to fulfill it (it). Unfortunately, we are forced to decline your offer. Unfortunately, your request cannot be granted for the following reasons...
Your request (proposal) is under consideration. Upon receipt of the results of the review, we will inform you immediately.
Your proposal will be accepted with pleasure (gratitude) if you agree to make the following changes to it...
Your order will be fulfilled subject to (for example, if you agree to a later delivery date for the goods you need. The shipment date is acceptable to us.) .
When writing the main text of a letter, the following phrases are used:
In connection (in accordance with) your request... In connection with the above... At the same time... Firstly... secondly... etc. First of all...
In addition... moreover.besides that... Nevertheless... despite... Next we are forced... It goes without saying...
We consider it necessary (important, necessary, appropriate).
In accordance with your request (attached documents).
We are absolutely sure.
We express our confidence...
This concerns your request (suggestion)...
The fact is that.
Otherwise we are forced. In the current situation... In our opinion...
We do not agree with your point of view for the following reasons... In case of your refusal (non-payment). Next you write. Besides.
In addition to the above (above, noted above), we inform you...
It is necessary (necessary, necessary, must, want, consider necessary) to be added (marked, noticed).
In view of the above (stated above), it follows (we want, we must, we need).
Summing up (concluding, summing up, summarizing). Thus (in conclusion). To avoid delay... It is necessary (must, should) admit that... We are having difficulty with. Actually...
Regarding your request (comment), we draw attention to the fact that
What...
We express regret (doubt, bewilderment, satisfaction). We regret...
In our defense, we would like to inform you... In response to your reproach, we would like to inform you. We admit... We would also buy from you...
Deliveries will be made (carried out).
We confirm receipt...
Draw your attention to...
You undoubtedly (obviously) know.
At the end of a business letter there are requests to write or inform, as well as wishes, hopes for further cooperation, receiving orders, etc. There may also be apologies and thanks here.
The letter ends with a politeness formula indicating the position, surname and initials of the person signing the letter, and in some cases a seal is affixed.
As in other structural elements of a business letter, stable expressions are used at the end, for example:
Please indicate your consent. Sincerely. Please write about your decision. Sincerely.
We ask you to confirm receipt of your order and give it due attention. Sincerely...
We hope for a quick response. Sincerely.
We kindly ask you not to delay your response. Yours sincerely. Please let us know. Sincerely. We ask you to inform us about the measures you have taken. Sincerely. We expect your response in the coming days. Sincerely. We would appreciate your prompt response. Sincerely. We hope to receive a response in the near future and thank you in advance. Sincerely...
Hoping for a favorable response. Sincerely. We hope that you will fulfill our request. Sincerely. We are waiting for your orders (approval, consent, confirmation). Sincerely. With respect and hope for further cooperation... Thank you in advance for the service provided. Sincerely... In the hope of a positive solution to the issue. Yours sincerely. Please contact us if you need help (assistance). Sincerely...
Hoping for fruitful cooperation. Sincerely. Upon receipt of the letter, we ask you to confirm in writing (telegraph, fax.). Sincerely. We assure you that... Best regards.
If documentation, drawings, etc. are attached to the letter, then the presence of an attachment is indicated at the end, for example:
"Attachment: from No...."
According to official etiquette, the response letter is signed by an employee of equal (or higher) position. So, if the initiative letter was signed by the director (president, chairman), then the response to it is also signed by the same director, or, in extreme cases, his deputy.
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