Correspondence English. Always check the spelling of the letter! For additional sheets, use the "second page" of the letterhead

In the modern world, e-mail is no longer so popular for personal correspondence - this niche has been occupied by social networks and instant messengers. However, for business communication, it is still widely used and is not going to retreat. In this article, you will learn the main features of business correspondence in English, what elements an email consists of, and what should be avoided in business communication.

Two types of business correspondence in English

Who needs to be able to write business letters in English anyway? As a rule, people who need it for work. Suppose you got a job in a certain company, your duties include correspondence in English on various work issues. All business letters can be divided into two broad categories:

1. Letters in free form.
2. Template letters: applications, reports, etc.

In my opinion, it makes sense to learn to write free form letters, and template letters are easier to learn already in the process of work, because they are different everywhere and there is simply no point in trying to learn all the templates. As a rule, each company has a certain “settle down” idea of ​​​​how to write different application reports, even congratulations, and in 90% of cases it’s just a set of ready-made forms in doc or xls format, in which you only need to substitute numbers and names.

What is an email in English

English letter sender sender, recipient - recipient, technically an email consists of several elements:

• subject- letter subject. It is written briefly and clearly, for example: Payment Confirmation - Payment confirmation. If the content of the letter is tied to a date, they also try to include it in the subject: Farewell Party on April 21 - Farewell party on April 12th.
• Body- the body of the letter, that is, the content, the text itself. Let's take a closer look below.
• attachment- an attachment, an attached file. Try not to make attachments with heavy files.
• CC- a copy of the letter. If you add an address in the “CC” field, this recipient will also receive the message.
• BCC- hidden copy. The recipient added in the “BCC” field will receive the message, but other recipients will not know about it.

By the way, CC deciphered as carbon copy- Typewritten copy. On typewriters, if it was necessary to make two identical documents, carbon paper and a second sheet were placed under the main sheet. The output was two identical documents. A carbon copy copy was called carbon copy.

Abbreviations "CC" and "BCC" - hello from the era of typewriters

BCC deciphered as blind carbon copy. On typewriters, it was sometimes necessary to make two identical documents, but for different recipients. In this case, the document was completely carbon-copied, but the field with the name of the recipient was left empty. It was filled in on each copy separately. Such a copy without a name was called blind carbon copy, literally “blind typewritten copy”.

How to read aloud an email address in English?

An important point that is sometimes overlooked. Sometimes you need to dictate an email verbally, for example, over the phone. Here's what you need to know:

• Symbol ' @’ reads like at, by no means dog!
• A dot in an email address is called dot, but not point, full stop or period(read about the difference between these words).
• Symbol ‘-‘ reads like hyphen, sometimes incorrectly named dash(dash is a dash, that is, a longer version of hyphen).
• Symbol ' _’ reads like underscore, less often: understrike, low dash, low line.

[email protected]– support at hotmail dot com

[email protected]– help hyphen me at gmail dot com (gmail reads “ji mail”, not “gmail”)

As you can see, the words in the addresses are read just like words, and not by letter, as happens with names and surnames. However, if the email includes , or incomprehensible sets of letters, it is better to spell them:

[email protected]– a l y o n u s h k a at nomail dot net

I think that if you read an article about business correspondence, you know for sure 🙂

Well-known domain zones com, net, org are read as a word, not by letter. Less well-known ones, such as ru, are usually spelled.

[email protected]– example underscore address at mail dot r u

Email text composition in English

An email is longer than “text” (this is how SMS and messages in instant messengers are generally called, the process of correspondence itself is texting) and contains traditional ones, but you should not beat around the bush, express your thoughts more clearly.

Basic elements of email:

• Greetings– may include addressing the addressee by name, if known.
• Introduction If you don't know the recipient of the letter, briefly introduce yourself.
• Purpose of the message Get down to business and explain why you are applying.
• Details– if necessary, mention important details. If it is intended that the recipient of the letter should do something after reading it (follow an instruction, call someone, reply, forward the letter, etc.), write about it politely but unambiguously.
• Signature- the letter traditionally ends with some kind of farewell formula of politeness, your name, surname, sometimes indicating the place of work, address and telephone number, if appropriate.

Let's take a closer look at the greeting and the signature - they are written in a template.

Greeting options in an email in English

Most often they simply write “Hello + name”:

More formally:

“Dear” is not “dear / dear”, as when referring to a husband or wife, but an analogue of our “respected”. Note that there is no comma after "hello" or "dear". If the addressee is unknown, for example, you are writing to a certain “HR department”, you can simply contact “Hello”, “Dear Colleagues” (if they are colleagues), “Dear All” (a group of colleagues), “Dear HR department”.

There are also generally accepted appeals to an unknown man or woman: Dear Sir, Dear Madam or Dear Sir or Madam (if you don’t know sir there or madam), To Whom It May Concern (to everyone who may be affected). The first two are undesirable as you might accidentally refer by misrepresenting gender, the second two are used but are considered a bit old fashioned, very formal. If possible, it is better to address by name (Dear Margaret) or to the department/department (Dear Marketing Department).

It is not uncommon to use a first name without a "welcome word", just "James". This is how they write to familiar colleagues (the person at the next table) or when this is not the first letter in the correspondence and it makes no sense to say hello every time.

How to end an email

The letter can be completed by simply writing your first name or first and last name, but usually some kind of polite wish is added before this. Most popular:

• Best regards! (or just “Regards!”) – Best regards!
• Kind regards! - the same.
• Best wishes / Warm wishes - the same thing again.

Some manuals also mention “Sincerely yours” or “Faithfully yours” (sincerely yours), but personally I have hardly seen such signatures, and I heard from foreigners that these formulations sound not only funny, but very old-fashioned. Actually, like “sincerely yours” in Russian. However, it is quite common to simply write “Sincerely” at the end of a business letter.

Useful phrases for business correspondence in English

In addition to template greetings and goodbyes, there are a few more phrases that can be used in correspondence.

• I hope you are doing well- "I hope you are fine". A simple but hackneyed way to start a letter. The written analogue of the duty phrase “How are you?”. More official version: I hope this email finds you well.
• I just wanted to update you on… –“I just wanted to add that…” A good way to provide additional information about what the recipient already knows.
• I just wanted to let you know that…– “I just wanted to inform you that…” Similar to the previous one: we supplement the already known information. It can also be used as a universal introduction to a short message about some important facts, details.
• Please be informed / advised- "Please note".
• FYI- abbr. from For Your Information, which can also be roughly translated as “take note”. Abbreviations are appropriate to use between colleagues, communicating on routine work issues. It is better not to write to a stranger, a client.
• Please find (see) attached- literally “find in the attachment” (so, of course, no one speaks Russian). This is how you let know that the letter has an attachment. For example: Please find attached the report - The report is attached.
• For future details– “in more detail”, “for more detailed information”. Appropriate at the end of the letter with a link to the contact person: For futher details please contact my assistant - For more information, please contact my assistant.
• I look forward to your reply / hearing from you- "Looking forward to your response". A polite way to make it clear that it would be nice to answer your letter.
• Thank you for your time"Thank you for your time." A universal formula that would be appropriate to put before the signature.

Sample business letter in English

Here are some examples of letters written with varying degrees of formality. In the letter, I will inform the recipient that the meeting on Friday has been rescheduled from 9:00 to 10:30. All emails will have the same subject line: Meeting Time Changed to 10:30 a.m.

1. Very formal.

Dear Mr. jefferson,

I hope this email finds you well. This is Sergey Nim from Roga and Kopyta Inc. I wanted to update you on the meeting we are having on Tuesday. Due to the weather conditions it has been moved from 9:00 a.m. to 10:30 a.m.

Would you be so kind as to let me know if you will be able to attend it? Please accept my apologies for the inconvinience.

sincerely,

Sergey Nim

Roga and Kopyta Inc.

The formalities of this letter are given by:

• Appeal Dear Mr. Jefferson.
• Phrase I hope this email finds you well- a more formal version of the phrase I hope you are doing well.
• turnover would you be so kind as – would you be so kind.
• Apology Please accept my apologies please accept my apologies.
• Sincerely at the end of the letter, the name of the company.

2. Less formal.

Hello Alex,

This is Sergey from Roga and Kopyta Inc. I wanted to update you on the meeting we are having on Tuesday. Due to the weather conditions the meeting has been moved from 9:00 a.m. to 10:30 a.m.

Please let me know if you will be able to attend it. Sorry for the inconvinience.

best regards,

Formality is reduced by:

• A simpler address, address by name.
• Sorry instead of "accept my apologies".
• A less solemn end to the letter: best regards.

Most business letters are written in this tone. Medieval formulas of politeness, in fact, are no longer needed by anyone.

3. Informally, but within the decency of business correspondence, for example, to a familiar colleague.

I just wanted to let you know that the Friday meeting had beed moved to 10:30 a.m. m. I'm really sorry about that. Will you be able to attend it?

Short and to the point. Colleagues that you see at work every day do not have to ask each time in a letter how they are doing.

In conclusion, I will give a few general tips that did not fit into any of the points above.

1. State the essence of the letter in the subject line.

The topic should be extremely informative and at the same time short. A person comes into the office, opens Outlook and sees 20 emails. He quickly “scans” topics with his eyes - already at this stage it should be clear to him why you wrote to him. It is a very bad idea to write topics about nothing: “Please read it”, “Important”, “Hi”. Be specific: “Booking Approval”, “Flight Delayed to 12:00 a.m.”, “Orientation at 9:00 on Tuesday”, “Schedule for May”.

2. Be polite.

In business communication, courtesy is a must. It is important to observe etiquette, write “thank you” and “please”, otherwise, if you do not spoil relations with people, then you will make them a little more tense. In the business world, there is already enough tension, there is no need for more.

Note also that in English, the imperative mood without “please” can in many cases be regarded as a command, especially in writing, where, unlike oral speech, intonation is not reflected.

• Send me the annual report. - Send me the annual report (order).
• Please send me the annual report. – Please send me the annual report (request).

When you ask for something, offer something or give an order (and this is the content of 90% of letters), it is customary to do it within the bounds of decency, without switching to an arbitrarily commanding tone.

3. Avoid ambiguity, be precise.

In business correspondence there is no place for wit, sarcasm, especially when there is communication between people from different countries. Business language is extremely sterile, because all sorts of humor jokes can be misunderstood. Also, do not walk around for a long time, clearly and specifically state the essence of the message.

4. Keep it short and simple. Don't be smart!

Try to avoid long sentences, tricky wording. Write in simple words without complex sentences with a dozen subordinate clauses. The more complex you write, the more likely you are to make mistakes and confuse the addressee.

Do not try to show that you know “smart” words and phrases. It's useless. If you use a bunch of smart words correctly, it will sound somehow arrogant, if you use it incorrectly, it will be funny.

5. If necessary, structure the letter.

For example, you need to set out a wish list for the design of the wedding hall. Write them as a list, not as a single paragraph-sheet. Use a numbered list or bullets (dots).

6. Clearly let the reader understand what they want from him.

Sometimes there are letters, after reading which you can’t understand whether they want you to do something or just inform you? If the reader is supposed to respond, forward the letter, get up and go somewhere, etc., make sure that the letter (beginning, end, beginning and end) contains a clear statement of what needs to be done.

7. Check the letter before sending.

After writing a message, reread it. Make sure that the letter is written politely, without ambiguity, its essence is clearly clear. It's okay if the text is imperfect and you doubt some comma. Even native speakers can very rarely write in English with 100% literacy (as well as in Russian), but try not to make at least obvious mistakes and typos.

8. Learn from colleagues, read correspondence in the company.

This advice is for those who need the skill of business correspondence for work. Different companies may have their own local quirks about correspondence. For example, somewhere it is considered bad manners to address by name, and somewhere they will laugh if you write “Dear Paul” instead of “Hi Paul”. Ask your colleagues what and how it is customary for you, read their daily correspondence - this works better than any business English textbooks.

Even for people who speak English fluently, it is difficult to write formal letters or emails for the first time. What can we say about beginners with an extremely narrow vocabulary. Today's material will help to competently compose a text for everyone who wants to start business or less formal correspondence with foreigners. We will analyze all the subtleties of how to start a letter in English: we will study standard clichés, consider the difference in social statuses and addresses, and also take into account all the necessary punctuation norms.

According to the rules, the structure of a letter in English begins with the address of the recipient / sender and the date. So let's take a look at those points first.

Sender

In addition to the envelope, the sender's address can be located in the upper right corner of the letter. For the transfer of Russian designations, they do not use the translation of words, since transliteration should be used to write the address in English. That is, Russian words are written in Latin letters. An exception is made only for the name of the country and famous cities.

It is also allowed to indicate the date in writing in full . But, at the same time, it is important to remember that in America in such records the first indication is the month.

• 07.10.2017 – 7 October 2017(English perception)
• 07.10.2017 – 10 July 2017(American perception)

Recipient

The address of the recipient of the letter is written on the left side, immediately before the beginning of the main text.

If we write a letter from Russia to England, then the address record is built according to the following principle:

• Name and surname, or name of the institution;
• house number, street name, apartment or office number;
• City and postal code;
• Country indication.

Consider examples of what an address looks like in English for personal correspondence or business correspondence with an institution.

In a business letter to a specific person, personal data is preceded by an appropriate appeal: Mr, Ms, etc.

How to start a letter in English - welcome clichés

*It is important to note that appeals are always written in abbreviated form, the use of constructions is unacceptable Mister, mistress + surname etc.

** The words can also be used to address a woman. Mrs and Miss emphasizing her marital status: Mrs- marriedMiss - unmarried. However, the neutral Ms is more commonly used.

*** Pay attention to punctuation marks. In all references, these are commas, but in this construction a colon is always used. Moreover, the sentence does not continue, but the author begins the main text of the letter from a new line.

So, we have learned many ways to start a letter in English for business or personal. Consider combinations that allow you to briefly express the essence in English and politely complete the message.

Reasons for writing and polite farewell

We will not talk about personal letters, since they can tell a variety of circumstances. But a business letter in English has standard statements that can be used for different situations.

Business people value their time, so immediately after the appeal, you need to disclose the essence of your letter. Depending on the context, one of the following phrases can be used to express the purpose of the message.

After you have expressed your polite message, you must also end the message on a decent note. Here are some examples of how to write the end of a letter in English.

And, of course, according to the rules of good manners, you should definitely sign your message. The final signature in an English letter might look like this:

• Yours Sincerely – Sincerely(to a familiar interlocutor);
• Yours faithfully – Sincerely(to an unfamiliar addressee);
• best wishes – Best wishes(neutral statement);
• kind regards – With good wishes(less formal shade);
• warmest regards – With warmest wishes(informal communication).

Based on the examples given, you can easily compose a sample of a complete letter and adequately conduct official correspondence with business partners or officials in institutions. Good luck in improving the language and establishing business relationships!

Do you need to write the perfect business letter? Below are the rules to follow when writing business letters.

business letter example

Start

Letter Format

• A business letter should be typed in a common font such as Arial or Times New Roman. Do not use cursive. Do not use colors other than black and white.
• Use a paragraph without an indent. This means that for each new paragraph, you need to press the "Enter" key twice. Do not indent any new paragraphs.
• All margins must be 2.5 cm.

Paper size

• The letter must be printed on a sheet of 216x279 mm (letter size). Outside the US, A4 paper is allowed. Longer letters can be printed on a sheet of 216x356 mm (legal size).
• If you print the letter on a printer, use company letterhead. This will give it a more professional look.

Information about your company

Write the name of the company and its address (each part of the address is written on a new line). If you own your own business or are an independent contractor, add your name either in place of the company name or above it.

• If the company already has letterhead ready, use it to avoid printing the company name and address.
• If you are typing an address, then it must be aligned to the left or right side at the top of the page.
• If you are sending a letter abroad, type the name of the country capital letters.

Specify a date

• The date written in full looks professional. For example, "April 1, 2012" or "April 1, 2012". The date should be left-aligned a few lines below the sender's address.
• If it took several days to write the letter, include the date you finished writing the letter.

Recipient information

• Write the recipient's full name, rank (if any), company name, and address (in that order, on a new line). If necessary, provide a reference number. The recipient information is left-aligned below the date (a few lines down).
• It is best to address the letter to a specific person. This way, this person will be able to reply to your letter. If you don't know his name, try to find out. You can call the company and get the name and title.

Greetings

The greeting depends on how well you know the person and what kind of relationship you have.

• Use "T o W hom It May Concern"(To whom It May Concern)only if you don't know who you are talking to.
• If you are not familiar with the recipient, it is better to give preference to the appeal "Dear Sir / Madam" (Dear / Dear).
• You can also refer to the recipient by rank and surname. For example, "Dear Dr. Smith" (Dear Dr. Smith).
• If you know the recipient well and maintain an informal relationship, you can address by name. For example, "Dear Susan" (Dear Susan).
• If you do not know the gender of the recipient, write his/her full name. For example, "Dear Kris Smith" (Dear Chris Smith).
• Don't forget to put comma/colon after salutation or colon after salutation“To Whom It May Concern” (For presentation at the place of demand).

Main part

Set the right tone

• Business people don't want to waste time. The letter must be read quickly. Get straight to the point. For example, you can always start with the words "I am writing you regarding..." (I am writing about ...) and continue.
• Do not use pompous words and long ornate sentences - state your point clearly and concisely.
• Most likely, the purpose of your letter is to convince the reader to do something: change their mind, solve a problem, or take action. Be persuasive.
• If you expect some result or action after reading your letter, let us know. Explain your point of view in a few words.

Use personal pronouns

• It is best to use the pronouns "I" (I), "we" (we) and "you" (you). Designate yourself as "I" (I), and address your reader - "you" (you).
• Be careful if you are writing a letter on behalf of a company. If you are talking about the company's prospects, use "we" (we). Thus, the reader will understand that behind your words is the opinion of the entire company. When expressing your own opinion, use the pronoun "I" (I).

Be Talkative Where Appropriate

• Letters are written by people and for people. Avoid formal letters whenever possible. You can't build relationships on formulaic faceless letters. However, do not use colloquial language or slang as "you know" (you know), "I mean" (I mean) or "wanna" (want). Be businesslike, but be friendly and courteous.
• If you know the recipient well, you can add a line with a friendly wish for all the best.
• Use your feelings to determine how personal your letter will be. Sometimes a bit of humor comes in handy in the development of business relationships. But think before you joke.

Be polite

Even if you're complaining or writing about a problem, be polite. Consider the recipient's position and offer to do what you can.

For additional sheets, use the "second page" of the letterhead

It is desirable to fit the letter on one page. But if the text is long, you will need additional pages. Use the "second page" of letterhead, which usually has an abbreviated address and is the same type as the first page of letterhead.

Indicate the page number on the second and subsequent sheets at the top of the sheet. You can also add the recipient's name and date.

Give a short conclusion

In the last paragraph, summarize your views and clearly state what you will do or what you expect the recipient to do. Don't forget to thank him/her for your attention to the letter.

Letter Completion

Final words

The conclusion, like the salutation, indicates a degree of respect and formality. "Yours sincerely" (Sincerely yours) or "Sincerely" (Sincerely)- a good choice.

Also pay attention to "Cordially" (Yours cordially), "Respectfully" (Respectfully), "Regards" (All the best) and "Yours Truly" (Yours faithfully).

Less formal: "All the best" (All the best), "Best wishes" (Best wishes), "Warm regards" (With good wishes) and "Thank you" (Thank you).

After the final words a comma is placed.

Sign the letter

• Skip about 4 lines, leaving this space for the signature. Sign the letter after you print it. If you are sending an email, scan your signature and attach it to the email. It is preferable to use blue or black ink.
• If you are signing a letter on behalf of someone else, write "pp" in front of your signature. It stands for "by proxy", which means "by agency" or "on behalf of".

Write your full name and contact information

Under the signature, print your name, rank, phone number, email address, and any other contact information. Specify everything from a new line.

Add the initials of those who worked on the letter

If the letter was typed by someone else, you must add that person's initials below the signature space. Sometimes the initials of the person who wrote the letter are also indicated. Thus, it becomes clear who worked on this letter.

• If you are listing only the initials of the person who typed the letter, write them in small letters. For example, mr (Mary Raynor).
• If you indicate the initials of the person who composed the letter, then they should be indicated in capital letters, and after them indicate the initials of the person who typed the letter in small letters: JB:mr. In some letters these initials are separated by a slash: JB/mr. Jack Brown (JB) left the letter and Mary Raynor (mr) typed it.

Point to attachments

• If you have attached additional documents, write about it a few lines after the contact information, indicating the number and types of documents. For example: "Enclosures (2): resume, brochure" (Attachments (2): summary, brochure).
• For the word “Enclosures”, you can use the abbreviations “Encl.” or “Enc.”

Don't forget to add the names of other recipients

If you are sending a copy of this letter to another person, you should include this information in the letter. This is marked with the abbreviation "cc" under the line “Enclosures” and decoded as Courtesy copy (copy of email). This is followed by the name of the person and his rank (earlier, "cc" was used to mean "carbon copy"when carbon copies were written).

• For example: “cc: Mary Smith, Vice President of Marketing” (cc: Mary Smith, Vice President of Sales).
• If you want to add more than one name, write the second directly below the first. In the second case, the use of "cc" is no longer required.

Checking the letter

Edit the letter

Check spelling and read the email before sending.

• Ask yourself, is the letter clear and concise? Are there paragraphs that have more than 3-4 sentences? If yes, try to reduce them.
• If possible, let a friend or colleague read the letter. Sometimes the other person may notice the mistakes you missed.

Don't use a stapler

If the letter has several pages, stapler is usually not used. If you want the pages to be folded in order, secure them with a paperclip in the top left corner.

Sending letter

If you are mailing a letter, use a business envelope. If possible, use one that has the company logo on it. Type your return address and the recipient's address carefully. Fold the letter in three so that the recipient first unfolds the top, and then the bottom.

If you are sending an email, convert it to HTML or PDF so that the format remains the same.

Sources used in the preparation of the material

1. Original text on how to write business letters. Source site - wikiHow. The content of the wikiHow site may be distributed under a Creative Commons License.
2. You can look at Savvy-Business-Correspondence for another example of a business letter with explanations in English.

It is very difficult to imagine modern business without business correspondence. This is especially important in cooperation with international companies. But often write business letter in english is quite difficult.

I don't like to leave anything unfinished. I have an absolute need to see that every phone call is returned, every letter answered.

I don't like to leave anything unfinished. I absolutely need to see that every phone call is answered and no email is left unanswered.

~ Alan W. Livingston

As you know, they have their own characteristics. In business correspondence in English, it is necessary not only to show knowledge of the language, but also to settle work issues, adhering to a certain structure and being guided by the norms of business etiquette.

In this article, you will find out what business letters exist in English, get acquainted with phrases and clichés. Also find examples and ready-made business letters in English with translation.

Business letters in English with translation

In business correspondence, there are various business letter templates in English, depending on the subject and purpose of the letter.

There are many types of business letters, in our article we have selected the most common ones.

(Letter of Congratulation)

Often sent to employees or partners to emphasize their personal contribution to the development of the industry or to congratulate them on personal achievements and memorable dates.

Letter of Invitation

Most often business Letter of Invitation sent to invite to events related to the activities of the company.

Letter of Acceptance

Letter of Acceptance very desirable in your mailbox, because it notifies you of a job offer.

Application letter

Contains your and offer yourself as an employee. Do not confuse it with the one we talked about earlier!

Letter of offer (Commercial Offer)

Such a letter is sent to your potential business partner with your terms and conditions and cooperation proposals.

Letter of Complaint

Letter of Complaint contains a complaint or claims about the quality of the purchased goods or services rendered.

Letter of Apology

Letter of apology Letter of Apology) is usually sent in response to a letter of complaint to apologize to the buyer or clear up a misunderstanding.

Letter of regret and condolence (Letter of Sympathy)

It is very important for every person to feel support in difficult times, whether it is your close friend, colleague or business partner.

A business condolence letter in English usually consists of the following parts:

• Expression of condolences in connection with the death of a person.
• Your memories of him, enumeration of his positive qualities.
• Reiterating your condolences. Please contact you for assistance should the need arise.

It is advisable to supplement such a letter with your own memories of a person or, if you did not know him personally, then with the good that you knew or heard about him.

Request letter/Enquiry Letter

A letter of request or a letter of inquiry is sent when it is necessary to obtain information about a service or product, find out the price or terms of delivery.

Letter-response to a request for information (Reply to Information Inquiry / Reply Quotation)

This letter contains the requested information. Basic rule for Reply to Information Inquiry clearly answer the questions in the letter of inquiry.

How to write a business letter in English

Today, business emails in English have almost completely replaced the traditional mode of correspondence.

Modern business correspondence takes place mostly online, especially if your colleagues or partners work in other time zones. Communication through business emails is an integral part of the global business process.

Therefore, it is very important to know not only the general rules for writing business letters, but also their cultural and stylistic features emails in English.

Planning a business letter in English.

Before you start writing a business letter in English, you need to answer the following questions for yourself:

• To whom am I writing this letter?
• Why am I writing this letter?
• Should specific details be included in the letter?
• Do I need a response to a letter?

Be especially careful with the information that you send by e-mail. No need to send confidential data by e-mail, because mail is often hacked.

The structure of a business email in English

The structure of a business letter in English.

The main advantages of electronic mail (e-mail) compared to regular mail, or snail-mail, "snail" mail, as it is jokingly called in English, is its speed and direct, without intermediaries, communication with the addressee.

We send an email to get a quick response or expect some quick action from the addressee.

Important!

The e-mail should be short and contain information about the main content of the message that is understandable to the addressee.

Whether the email is formal or informal, it should have a clear, logical structure, as outlined below.

The address of the sender of the letter and the address of the recipient of the letter (Heading)

Enter your email address in the top line of the email form ( e-mail address).

Make sure it is correct, because if only one underscore or period is missing, the letter will not reach the addressee.

Email subject (Subject)

Theater starts with a hanger, and email starts with a subject line, which is placed in a special line at the top.

Try to keep within 5-7 words and at the same time be sure to include the most important detail in the subject line, for example: Marketing Meeting Agenda(Russian marketing meeting plan)

If it is important to you that the letter be answered quickly or paid special attention to it, use the word URGENT(Russian Urgent!) or a phrase PLEASE READ at the beginning of the subject line of your email.

You can also use the icon to emphasize the importance of the letter. High Importance (Russian very important), which will add a red exclamation mark to the subject line of your email.

Greeting and address (Salutation)

In a business letter in English, it is very important to write the recipient's name and gender correctly. Use for women the address madam ( Ms) and mister ( Mr) for men.

In a less formal setting, or after a long period of correspondence, it is acceptable to refer to the recipient by their first name.

Use a comma (colon in North America) after the treatment. You can not put punctuation marks at all, it has become fashionable in letters in English.

Main content (Body)

In the introduction of a business letter in English, they usually use a friendly greeting, gratitude for the attention shown, or, sometimes, the main idea of ​​the message begins to be formulated.

For example:

Thank you for your prompt response(eng. Thanks for the quick reply)

Following last week's presentation, I have decided to write to you…(eng. After the presentation last week, I decided to write to you...)

I am writing to you regarding…(rus. I am writing to you about ...)

After a short introduction, the first paragraph formulates the main idea of ​​your letter in one or two sentences. Use a few short paragraphs to describe the main points of your message in more detail.

If one paragraph is enough for this, then do not write additional ones just to make the letter seem longer.

Final part (Closing)

In the final paragraph of a business letter in English, you need to make a reminder, indicate the urgency of the request, or thank you for your attention, you should indicate what actions you expect from the interlocutor.

For example:

Looking forward to your reply(Russian We are waiting for your answer)

Don't hesitate to contact me back if you have any questions(eng. Feel free to contact me if you have any questions.)

End of Letter (Signature)

At the end of a business letter in English, a final phrase is placed before the name, usually this word Sincerely(Russian sincerely).

For letters to the UK that begin with phrases Dear Sir, Dear Sirs, Dear Madam, Dear Sir or Madam, the final phrase - Yours faithfully(Russian with respect).

For the United States, a polite and neutral phrase is suitable - Very truly yours(Russian. Sincerely yours). If you are writing to an old acquaintance, the most appropriate closing phrase would be - Cordially yours(Russian cordially yours).

If you used punctuation marks(comma or colon) in an English business greeting, you must also put a comma after the final phrase, before your name.

If you did not use punctuation marks in your English greeting, then do not use them after the final phrase, for example: Sincerely yours… or Many thanks…

Business letter in English phrases, cliche

Writing a formal letter in English is easy if you know the clichés and phrases for a business letter and know how to use them.

We have selected the most popular phrases used in business correspondence. A more detailed list of phrases for business letters can be found in our article “Phrases for business correspondence in English”. You can also use ready-made cliches from our business letter examples.

Phrases and clichés for business correspondence in English with translation

Abbreviations in business correspondence

But use such abbreviations carefully, as not all people are familiar with them and you may be misunderstood.

Email address in English

First part of the email address(we are now talking about business addresses, not personal) consists of the last name and initials of the person you are addressing, or the name of the department / division, or possibly its abbreviation.

Second part, which immediately follows the @ sign (pronounced at) is the name of an ISP (Internet Service Provider), organization, or an abbreviation of that name.

Usually the last part of the address includes a domain name depending on the type of organization (for example, .co for company, .ac– academic – for university) or the name of the country from which the message was sent (for example, .no for Norway, .uk for the UK, etc.).

Here are a few other examples of domain names:

• .biz - business;
• .gov is a government organization;
• .org is a non-profit organization (for example, a charitable organization);
• .pro - profession (for example, medicine, law)

Ready-made business letter in English with translation

business letter in english sample

Using examples of ready-made business letters with translation, you can compose your own excellent letter in English. Below is an example of an email requesting information.

Tips for writing a business letter in English

Following simple rules for writing business letters in English will improve the quality of communication within the company and with clients and agents.

In the modern world, business correspondence has taken on a slightly different color, because you no longer need to wait for an answer for a long time and with the help of e-mail you can quickly resolve the necessary issues. But also in email in English has its own rules and taboos.

Good manners in business communication in English

In order to avoid mistakes and misunderstandings in communication, follow very simple and effective rules of correspondence.

One letter to one addressee.

Fill in the "Subject" field adequately to its content.

The wording of the topic should accurately reflect the subject of the correspondence. Specifying the subject saves the addressee's time, allowing him to immediately evaluate the content of the received letter and quickly decide on its priority when reading.

addressing accuracy.

The correct filling of the fields "To" (TO), "Copy" (CC), "Bcc" (BCC) is the most important tool for efficiency and ethical communication.

To avoid mistakes in working with these fields, you need to know their purpose, which is generally accepted in the modern business environment:

• if your name is in the direct address ("TO") field, this means that the sender of the letter is waiting for an answer to his question from you;
• if several recipients are placed in this field, then this means that the sender of the letter is waiting for a response from each or from any of the recipients;
• if your name is placed in the "CC" (carbon copy) field, this means that the sender wants you to be aware of the question, while he does not expect an answer from you. You should not enter into the subject of correspondence if your name is in the "SS" field. If you nevertheless decide to enter into correspondence, then it will be a sign of good form to begin the letter with an apology for the interference;
• in the "BCC" (blind carbon copy) field, addressees (hidden addressees) are placed, who should be aware of the correspondence, but their awareness should not be obvious to direct addressees;
• sending a letter with the filled field "BCC" implies a preliminary agreement or subsequent awareness of the author of the letter and hidden addressees about the reason and goals of such a form of awareness;
• the hidden recipient should not enter into the subject of correspondence from the "BCC" field.

Use a greeting and a personal appeal to the addressee in the letter.

The only exception is a very fast variant of correspondence (question-answer), which resembles communication in the ISQ format.

A personal appeal endows the letter with an individual focus, increases the "inclusion" of your addressee in the subject of correspondence.

The addressee who received the letter - MUST ANSWER.

The correspondence cycle consists of a letter and a reply. If the correspondence grows to five to ten or more messages, this is already a chat or forum.

The text of your answer should be placed at the top (at the beginning) of the letter, and not at the bottom. This saves the recipient from having to "scroll" the previous text of the correspondence in search of the answer you wrote.

Save your time and the time of your respondent - write letters that require a minimum of explanations and clarifications.

Save your chat history.

You should not start a reply to the addressee's letter as a new letter (without saving the history of correspondence). Such a response will force the receiving addressee to spend time searching for the original message.

Leave a signature and contact information after each letter. This will provide the recipient with the possibility of additional operational communication if necessary.

Always check the spelling of the letter!

A terrible impression is left by letters from specialists, with errors.

These are the little things by which our customers judge us and by which the opinion of employees within the company is formed.

The volume of attachments sent should not exceed 3 MB.

Larger files can create problems because may not pass through the recipient's mail server.

Use universal encodings: Zip or rar for uploaded files. Other extensions may be blocked or cut off in transit and cause problems for the recipient.

7 main taboos of business correspondence in English

Business correspondence is a capricious and demanding lady. You can communicate with your partners via e-mail or send official letters with the company logo in beautiful envelopes on corporate-colored paper, but just a few nuances can ruin all your efforts to establish communication with the people you need.

Taboo #1 Writing at length and about nothing.

Brevity in the business world is not only the sister of talent, but also the best friend of effective collaboration. The most comfortable when reading is the volume of the letter, which fits "in one screen", maximum - in the volume of the text of one sheet of A-4 format.

If the recipient is not interested in your letter from the first lines, he is unlikely to bother compiling a response or considering your business proposal.

If you are business partners, then lengthy messages can be perceived as disrespectful to the recipient - after all, you are indifferent to one of the most valuable resources in the business world - time. So is it worth doing business with you?

Don't write long, confusing letters. Long letters do not give the correspondent a chance to understand the essence of the issue. Therefore, editing a finished letter is an obligatory stage of work that will help to avoid misunderstandings and confusion. Reread the text and make sure that it does not contain double-digit phrases or sentences.

Taboo #2 Starting Negative

Do not start a letter with the words: Unfortunately, I am afraid that, I am sorry to inform you that, We regret to inform you that and the like.

As much as you would like to tell you about the problem first, you should not do this immediately after the greeting, otherwise your Dear Mr. Smith" may acquire a sudden allergy to opening letters from your company, despite all the restraint of a real English gentleman.

Taboo #3 Use abbreviations

Cute phrases that save time and add warmth to your message are best used in friendly informal correspondence.

Here are examples of such phrases:

CU(Russian. See you)

thx/TX(Russian thanks)

RUOK?(Russian. Are you okay?)

FYI(Russian for information)

Forget about them when writing a business letter. Exceptions may be abbreviations for a business email. But first you need to make sure that the recipient is well versed among the whole variety of abbreviations.

The presence of emoticons in a business letter is not discussed. Just think if you would take seriously a business partner who would decorate his message with art like this: :-O:-(:-<:-/ ?

Taboo #4 Forget about investments

Forgetting to warn the recipient about the attached files (in electronic correspondence) is unacceptable! In the paper version of a business letter, as a rule, it is also customary to accompany voluminous documents with brief information about their content.

If you send a letter by e-mail and do not focus on the fact that documents are attached to the letter, the guarantee that the recipient will open them is almost zero.

Useful phrases:

We enclose / are enclosing(Russian We attach / invest ...)

We are sending you ... under separate cover(eng. We send you... in a separate document)

Please enclose ... with your reply(eng. Please attach/send... with answer)

Enclosed you will find a copy of the contract…(eng. Attached you will find a copy of the contract...)

Taboo No. 5 To joke and be ironic.

Do not allow yourself irony in letters. This borders on rudeness. In business correspondence, such liberties as witticisms are absolutely not allowed.

Taboo #6 Experiment with format

It is undesirable to play with formatting and use a colored or non-standard font.

This will not add originality to your letter, moreover, it will indicate your frivolity.

Taboo #7 Familiarity

Use goodbye “Best wishes / Best regards”(Russian. All the best) in a letter to strangers or unfamiliar people is not allowed!

Even if you send a letter to someone every Wednesday Mr. Freeman, it does not do the above Mr. Freeman your close friend.

It is better to end the letter with a neutral Yours faithfully(if you don't know the name of the recipient) or Yours sincerely(if you know the recipient's name).

Finally:

Good writing style is just as disciplined as brushing your teeth daily. Therefore, adhere to business style, follow all the rules of business correspondence and it will always be a pleasure to deal with you.

And if you still feel insecure in business communication, we recommend that you go to our school.

In contact with

It is advisable to move on to business correspondence only after reaching a level not lower than Pre-Intermediate. The fact is that only at this level does the student form a stable idea of ​​the styles of speech communication in English. Many are convinced that the British are retrogrades, and they have retained a lot of the old traditions of business communication. In many ways, they are right, but the notorious stiffness of the British has long since sunk into oblivion, and perhaps their pedantry and desire for order in doing business, judicial, commercial, banking, notarial and other types of correspondence remained. This is “not bad”, and the ability to correctly compose an official letter in English will help you avoid incidents and losses, not only financial costs, but also damage to your reputation.

The style of speech communication is used formal-business, and before communicating with your business partners in English, you willy-nilly have to find out what business correspondence in English is and study letter examples.

Key Rules for Business Writing in English

First you need to familiarize yourself with the key rules of English correspondence, expressed in an official business style. Everything has its place in a business letter in English.

• Regardless of the content of the letter, there are certain parameters for its external design.
• The simplest, most common font type is used (usually Arial or Times New Roman);
• Font color - only black (highlighting with a different color is not allowed);
• Paragraphs are separated by double spacing (line breaks);
• "Red line" is not used;
• All fields are the same, equal to "inch" (2.5 cm).
• The paper must be A4 or special dimensions "Letter". If the document is sent on behalf of an organization, it is recommended to use letterhead with a logo.

I. The beginning of the letter

1. Indication of the sender. They begin the letter by indicating in the upper left (!) corner the name of the organization or the name and surname of the addressee (sender). The address of the company is written to scrupulously accurate: each item - from a new line. An example of such a start:

Mr Pavel Karpov
Tevix Company
Office 77, Building 57
Chkalov Street
Irkutsk
Russia

If the letters are printed on company letterhead, this part can be skipped. If the letter is international, the country name is usually printed in capital letters.

2. Date. It is indicated two lines below the information about the sending company. in order to avoid misunderstandings, it is advisable not to put the date of writing “backdating”.

3. Information about the recipient. Specified two lines after the date (below it). It includes the recipient's name, full company name, and detailed address. It is best to always indicate the name and position of the person to whom the letter is directly addressed.

Design example:

Mr. John Doe
President
Balton Galore Inc.
772 Canine Road
Los Angeles, California 90002

4. Greeting. It will be very strange if you write Hello John in the first letter, so you need to write:

Dear John,
Hello Mr. doe

The letter should begin with a formal address, especially if this is the first letter. Use one of the templates:

Hello Mr. Ivanov
Dear Sergey
Dear All- perhaps if you do not know if you are writing to a man or a woman or are waiting for a response from any representative of the company;
Dear Sir- you know the gender of the recipient, but do not know his name. Still, the best way out would be to try to find out the name of the addressee.

If you do not know at all which of the company's employees you are addressing the letter to, you can use the appeal "To Whom It May Concern". However, such a faceless shape is not the best choice.

II. Main body of the letter

5. Main content. After the appeal (as well as personal letters), a comma is almost certainly put, and the text of the letter begins on a new line, and you can skip one line. A comma is possible if you are addressing a very important person. (VIP - Very Important Person)).

It is quite decent to introduce yourself at the beginning of the letter, but this is in the case that you are writing for the first time or quite rarely, and you are not sure that the head of the company still remembers you. Let's say I am Anna Shevelyova, a Director of XYZ Company.

The classic phrase to start a letter is "I am writing you regarding..." / "I am writing you concerning..." ("I am writing you about..."), "I am writing you in response to your letter ." (I am writing in response to your letter).

Be sure to thank for the previous contact, if it has already taken place:
Thank you for contacting me on this important issue. We are thankful so much for sending us more information about the production of your Company.

• For a better presentation of your thoughts, a business letter is divided into paragraphs in which there should not be any water - only clear, dry, specific and comprehensive information. Do not use constructions with the passive voice, only the active voice.
• You are sure to thank the addressee for the future solution to your problem (even if you are not quite sure about it). Thank you for spending my time on my issue. We are thankful beforehand for your participation. Or something like that.
• If the text of the letter needs to be continued on the second sheet, be sure to indicate at the top a note with the recipient's name, date and data that this is a continuation of the letter on another page.

6. Summing up. The last paragraph should contain a “squeeze” of the entire letter indicating your further actions or their expectations from partners. Let us know about your readiness to communicate on any questions and suggestions. “If you have any questions, please contact us”(If you have any questions, please contact).

III. Completion

It is important to consider how to finish a letter in English. The fact is that the last part of the letter is a kind of indicator of respect for the person with whom you are communicating. Be sure to use one of the most commonly used cliches “Sincerely” at the end of the letter (sample in English: "Yours sincerely" or "Sincerely"). The closing phrases "Cordialy," "Respectfully," "Regards" and "Yours Truly" are also acceptable (less commonly used). Less formal, but also perfectly acceptable, are "All the best," "Best wishes," "Warm regards," and "Thank you."

Finally, you sign your letter, leaving all the necessary information, even if it is known to the addressee.

Anna Shevelyova
Director
XYZ Company
T.76-65-75
Email: [email protected]

The rules are not too complicated, but the most difficult thing in such a letter is to maintain a business style of communication. Over time, when you already have several business meetings, the style of statements in correspondence can be somewhat personified, but you should always remember that a business letter should be dry, accurate, without ambiguity and omissions.

Useful phrases and expressions for business correspondence

1. I write to inform / This is to inform - I hereby inform you…
2. With reference to your letter of 19th June… - In response to your letter of June 19th…
3. We are writing to enquire about - We are interested in information about ...
4. I call your attention to… - I draw your attention to…
5. Could you possibly explain…- Could you explain…
6. Thank you for the information - Thank you for the information.
7. Regarding your question about ... - Regarding your question about ...
8. I'm sending you .. - I'm sending you
9. Please could you send me…- Could you send me…
10. I would be grateful if you could ... - I would be grateful if you could&hellip
11. I look forward to hearing from you soon. - I look forward to your prompt reply.
12. We are hoping for the understanding. - Hope for understanding.
13. Thank you in advance for your help with…
14. Thank you for your time. - Thank you for your time.
15. If we can be of assistance, please don't hesitate to ask. - Contact us at any time, we are always happy to help.

Example of a business letter in English

Taking into account the above rules, for greater clarity, we present a business letter in English as a sample of correspondence between native speakers.

Robert Baker
EcoLines Ltd.
5 Hill Street
Madison, Wisconsin 53700

April 16, 2016
Mrs. Patricia Wilber
general manager
RSPSR Co Ltd
15 Coconut Road
Manchester
the UK WFY2 3JР

Thank you for sending us your prior consent and now I have pleasure in inviting you to arrive to London to attend our international environmental forum to be held at Dorsey Hotel, London on Monday/Wednesday 12/15 May 2016.

This intensive, environmental forum for ecologists aims to:

Increase our planet environmental security

Enable feedback and networking with ecologists around the world

The forum seminars are held by distinguished cohort of international speakers who are going to introduce eco-friendly projects to experts on that issues.

I am sending you a registration form to be sent back before 5 May. The fee is ₤65 per person.

It will be my pleasure to meet you at our forum with so distinguished cohort of members.

Yours sincerely
Robert Baker
Forum Secretary
Tel. 777-XXX-777
[email protected]

Differences between business correspondence in English and Russian

Business correspondence in English offers samples of various invitations to conferences, participation in business projects, equipment purchases, cooperation in production or investment.

Improve your English on the site with interesting online exercises. English speech must be memorized with phrases that have been formed over many centuries. At the same time, a certain additional center appears in our brain, which is responsible for the formation of an understanding of the mentality of native speakers.