GREETINGS
Formal
·
Dear Sir/ Madam,
·
Dear Sir or Madam,
·
To whom it may concern: (especially AmE)
·
Dear Mr/ Ms Jones,
·
Dear Dr Smith,
(note: First names are NOT used. Using
Miss or Mrs to address a woman is not appropriate, as you don’t know
whether she’s married or not)
Informal
·
Hi Dennis,
·
Hello Claire,
·
Dear Mum,
(note: salutations are followed by
a (,) comma, exception: ’To whom it may concern:’)
REASON FOR WRITING / REPLYING
Formal
· I am
writing to make a reservation/ to
apply for the position of…/ to confirm my booking/ to ask for further
information about …
· I am
writing with
regard to the sale of …/ to the
complaint you made on 29th February
· Thank
you for your e-mail of 29th February regarding the sale of… / concerning the
conference in Brussels.
· With
reference to our telephone conversation on Friday, I would like to let you know
that…
Semi-formal / Informal
· Just a
quick note to invite you to…/ to tell
you that…
· This is
to invite
you to join us for...
· Thanks
for your e-mail, it was wonderful/great to hear from you.
· I
wanted to let you know that / tell you about / ask you if…
MAKING A REQUEST / ASKING FOR INFORMATION
Formal
· Could
you please let me know if you can attend … / if you are available for a meeting
on 12th December?
· I would
appreciate it if you could please send me a brochure/ if you could please reply
within two days.
· Could
you possibly arrange a meeting with the Logistics Manager?
· I would
also like to know if there are any swimming pools in your area.
· Please
let me know how much the tickets cost.
Informal
· I was
wondering if you could come and see me sometime next week.
· Would
you mind coming early to help me clear up the place?
· Do you
think you could call Jerry for me?
·
Can you call me/ get back to me asap? (as soon
as possible)
OFFERING HELP / GIVING INFORMATION
Formal
· We are
happy to let you know that your article has been selected for publication.
· I am
glad to inform you that we will be holding our annual conference in Brussels on
20 September 2014.
· We
regret to inform you that the show has been cancelled due to bad weather
conditions.
· We are
willing to arrange another meeting with the CEO.
· We
would be glad to send you another statement if necessary.
· Please
do let me know if I can be of further assistance.
· Should
you need any further information/assistance, please do not hesitate to contact
us.
Informal
· I’m
sorry, but I can’t make it tomorrow. (= I can’t come tomorrow.)
· I’m
happy to tell you that John and I are getting married next month.
· Would
you like me to come early and help you clear up the place?
· How
about I come and help you out?
·
Do you need a hand with moving the furniture?
COMPLAINING
Formal
· I am
writing to express my dissatisfaction with… / to complain about…
· I
regret to say that I was not completely satisfied with the room you provided
us.
· We
regret to inform you that your payment is considerably overdue.
· I would
like to receive a full refund and compensation for the damages.
· I am
interested to hear how your company can compensate us for the distress we
suffered.
Informal
· I’m
sorry to say that you’re late with the payments.
·
I hope you won’t mind me saying that the place
you’d recommended to us wasn’t as nice as we’d expected.
APOLOGIZING
Formal
· We
would like to apologize for any inconvenience caused.
· Please
accept our apologies for the delay.
· Please
let us know what we can do to compensate you for the damages caused.
· We will
make sure that this will not happen again in the future.
· I am
afraid I will not be able to attend the conference.
Informal
· I’m
sorry for the trouble I caused.
· I
apologize for the delay.
· I
promise it won’t happen again
·
I’m sorry, but I can’t make it to the meeting.
ATTACHING FILES
Formal
· I am
attaching my CV for your consideration.
· I am
sending you the brochure as an attachment.
· Please
see the statement attached.
· Please
find attached the file you requested.
· I am
afraid I cannot open the file you have sent me.
· Could
you send it again in … format?
Informal
·
I’m attaching/sending you the holiday photos.
·
Sorry, but I can’t open it. Can you send it
again in … format?
ENDING
Formal
· I look
forward to hearing from you.
· I look
forward to hearing when you are planning to visit our town.
Informal
· Hope to
hear from you soon.
·
I’m looking forward to seeing you.
CLOSING FORMULA
Formal
·
Yours faithfully, (when you start with Dear
Sir/ Madam,)
·
Yours sincerely, (when you start with the name
e.g. Dear Ms Collins)
·
Sincerely Yours, (AmE)
·
Sincerely, (AmE)
·
Yours Truly, (AmE)
Informal
·
Love,
·
Thanks,
·
Take care,
·
Yours,
·
Best regards, (semi-formal, also BR)
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