Business professional correspondence: basics and rules. Business Correspondence - Sample Letters

Electronic messages make it possible to quickly exchange information over long distances. In terms of the speed of conveying ideas, this equates them to a telephone conversation. However, emails are stored on mail servers and used as printed evidence of our words. Therefore, electronic correspondence requires a responsible attitude.

The task becomes more difficult if you communicate in non-native English with people from other cultures. In the article I will share what to pay attention to in this case, how to avoid mistakes and reach mutual understanding with foreign colleagues and partners.

Etiquette

Regardless of with whom and in what language you correspond, do not forget about the rules of email etiquette.

1. Clearly indicate the subject of the letter (Subject).

According to a study by the Radicati Group agency, business representatives receive up to 80 emails per day. How to convince them to read your letter? Write a title that fully reflects the content. The clearer what is being said, the faster the interlocutor will read the message.

Not: « idea».

Yes: "H ow to boost online sales by 15% by the end of Q4 2017".

2. Use a professional greeting and avoid familiarity.

Not:"Hey", "Yo", "Hiya".

Yes: "Dear", "Hello", "Hi".

3. Reread the letter before sending. Mistakes and typos will negatively affect your image in the eyes of the interlocutor.

4. If you introduce a new interlocutor into the correspondence, briefly describe the background of the question. Do not force him to scroll down and read all the posts on the topic. Describe the essence of the issue, what was discussed, what you want to say about it.

5. Reply to messages. If you don't have time to research the topic right now, acknowledge that the email has been received and indicate when you can investigate the issue.

6. Don't use red to draw attention to an idea. Red speaks of danger and evokes negative emotions. Use special words and phrases to highlight, not graphics or color:

• I would like to underline→ I would like to emphasize.
• I would like to draw your attention→ I would like to draw your attention.
• Please pay attention→ Please note.
• Please note→ Please be aware.

The audience

English is the universal language of communication for people from different countries. But this does not mean that the style of correspondence will always be the same. Let's consider the differences.

China, Japan, Arab countries

When communicating with colleagues and partners from these countries, especially at the beginning of an acquaintance, use the most polite forms. Start each letter with a polite greeting and forms of etiquette, for example:

• Hope this email finds you well→ I hope you are doing well,
• Sorry for bothering you→ I apologize for the distraction.
• Might I take a moment of your time? → Can I take a minute with you?

Use the most polite request forms:

• I would be grateful if you could…→ I would be very grateful if you could…
• Could you please be so kind… → Will you be so kind…

Germany, UK

Reduce the modality of phrases, but do not give up polite forms and forms of etiquette:

• Should you have any further questions, please do not hesitate to contact me.→ If you have any questions, please contact
• I would appreciate your help in this matter.→ I would appreciate your help.
• I await a response at your earliest convenience.→ Reply as soon as possible.

USA

Omit forms of etiquette unless you are communicating with a superior colleague or partner. Describe clearly what happened and what you need. The fewer structures would, could, might, all the better.

Africa, South America

If you already know a colleague or partner from these countries, ask how he is doing, how his family is doing. Appeal to the personal is not perceived as a bad tone, on the contrary, it helps to establish good relationships.

Language principles

Consider general principles composing an email.

Reduce

In business correspondence there is no place for figures of speech, complex constructions and compound tenses. The main task of the letter is to convey your message without loss. Therefore, anything that might obstruct understanding should be removed.

You may remember John whom we met at the conference, he was in his funny suite and talking aloud. When I asked him recently how he was doing he said he was working on a very interesting project and asked me to assist him.→ You probably remember John, whom we met at the conference, he was still wearing his funny jacket, and he was talking loudly. I recently asked him how he was doing, and he replied that he was working on a very interesting project and asked me to help him.

John Johnson is now working on a new partner program for his company. He proposed us to become his subcontractor on the project. → John Johnson is currently working on a new affiliate program for his company. He invited us to become a contractor for this project.

Avoid jargon

Refuse jargon, even if you communicate with colleagues who understand the issue. Your correspondence can be forwarded to people who are not familiar with the topic.

Pay attention to the title, name and gender of the interlocutor

In Russian, everything is simple: Ivanova is a woman, Ivanov is a man. In English, things are not so clear cut. For example, Jody Jonson, is he a man or a woman? The last name tells us nothing. Moreover, both men and women carry the name Jody:

If you are not sure who your interlocutor is, check with colleagues, find his account on social networks. By calling Mr Johnson Mrs Johnson, you will put yourself in an uncomfortable position.

Avoid jokes and personal comments

A strictly formal style is not required, but it is important to sound professional.

Remove prepositions where possible

A large number of prepositions makes it difficult to understand and creates the effect of "water" in the text. For example, instead of The meeting on December 1 about the marketing strategy→ "Meeting on the first of December on the topic of marketing strategy", write The December 1 Marketing strategy meeting→ "December 1 Marketing Strategy Meeting".

Instead of phrasal verbs come up with- invent and find out- find out, use their unprepositional synonyms generate and determine.

Avoid exclamation marks

It is difficult to convey emotions through email. An exclamation in the text is perceived as a rise in tone.

If the message has a lot of exclamation marks, they are devalued. The interlocutor will no longer perceive them as a call to pay attention.

Limit yourself to five sentences

According to Guy Kawasaki, if the message consists of less than 5 sentences, it sounds rude, if more, it is a waste of time.

Use short words, sentences and paragraphs

This principle is especially relevant for those who work with mail from a phone or tablet: you need to quickly read the letter, understand and respond, the screen size introduces restrictions. The shorter the text in the message, the faster it will be read.

Avoid the passive voice

Not: The information was sentme by Peter→ The information was sent to me by Peter.

Yes: Peter sent me this information→ Peter sent me this information.

Use Lists

If you are asking for a colleague's opinion on an issue and offering them a choice of alternatives, list them in a numbered list. Otherwise, you risk getting a monosyllabic response. Yes. The interlocutor wants to quickly respond to the message. It is more convenient for him to say yes, no, or indicate the number of the option he likes. In other situations, lists structure the text and aid comprehension.

Set a deadline

If you need feedback by a specific date, please include it in your email. This disciplines the interlocutor, and he will not delay the answer.

Letter structure

An email consists of five semantic parts:

1. Greetings.
2. Message.
3. Closing.
4. Parting.
5. Signature.

Consider the standard phrases for each part.

Greetings

Use words Dear, Hello, Greetings(if you do not already know the interlocutor) and Hi(closer to informal).

Message

This is the most informative part. In it, we communicate information, give details, argue, offer ideas, and so on. Consider useful phrases for different types of messages.

How to open a message

Use neutral phrases for everyday communication with colleagues and formal phrases for messages to superiors, clients and partners.

Formally	Semi-formal	Neutral
I am writing to… I am writing to...	Just a quick note to tell you that… A short remark...	Thank you for your mail… Thank you for your letter…
In accordance with your request… According to your request…	This is to… This letter is to...	Thank you for your mail regarding… Thank you for your letter regarding...
We refer to our mail regarding … Referring to our letter regarding…	I wanted to let you know that / tell you about / ask you if… I wanted to let you know that…/talk about…/ask you…	In reply to your mail… In reply to your letter…
I am writing with regard to… I am writing about...		Referring to your email dated … Referring to your letter of...
Thank you for your e-mail of (date) regarding… Thank you for your letter dated (date)…
With reference to our telephone conversation on Friday, I would like to let you know that… Referring to our telephone conversation on Friday, I would like to inform you that ...
I am writing to enquire about… /in connection with.../to let you know that…/to confirm… I am writing to find out / I am writing in connection with / I am writing to inform about ... / I am writing to confirm ...

How to set a deadline

Specify the hour and time zone. Without this, the deadline is blurred and perceived as a wish:
Please submit your report (reply) on March 10, EOB CET→ Please send your report/response by March 10th by the end of the business day CET.

How to ask and give details

We give details:
Please details:

How to report a problem

1. To enter a problem, the verb to flag is often used in the meaning of “indicate, underline”:
Flagging you about the issue on…→ Pointing out to you a problem with…
With this letter, I want to flag one problem to you…→ With my letter, I want to point out to you one problem ...

2. For clarification or comments, use the phrases on my/our/your end or from my/our/your side- "from my / our / your side."

3. Often a noun is used in the context of discussing problems. work around- a way out of the situation, a workaround.

How to copy colleagues

1. To ask for a copy, use the phrase Cc me, where CC acts as a verb "copy", i.e. put in a line CC. From the word CC participle is formed cc'ed- pay attention to the spelling. Phrase I was cc'ed translates as "I was put in a copy."

2. To indicate to the interlocutor that you are adding someone to the discussion, write Adding (name) to the thread- Adding (name) to the conversation.

3. Use the @ sign if the discussion is with several colleagues, but you need to contact one of them: @Steve, I believe the next step is on you, right?- @Steve, I think the next step is yours, right?

How to apologize

Formally	Neutral
We regret to inform you that… Unfortunately, we have to inform you about…	Unfortunately… Unfortunately…
I am sorry to inform you that… It's hard for me to tell you, but...	I am afraid that… I'm afraid that…
Please accept our apologies for… Please accept our apologies for…	I would be glad / delighted to / happy to… I would be happy/I would be happy...
I sincerely regret that…	I'm sorry, but I can't make it tomorrow. I'm sorry, but I won't be able to come tomorrow.
I would like to apologize for any inconvenience caused. I apologize for the inconvenience caused.	Thank you for your understanding. Thanks for understanding.
	We apologize for… We apologize for…
	I am (extremely) sorry that/for… Please excuse me for…

How to ask and offer help

We offer help:

Formally	Neutral
If you wish, I would be happy to… If you like, I'd be happy to...	If you have any questions, please don't hesitate to contact me. If you have any questions feel free to write to me.
We are willing to arrange another meeting with… We would like to make another appointment with…	Would you like me to…? Can I (make)…?
Should you need any further information/assistance, please do not hesitate to contact me. If you need any further information/help, please get in touch.	How about I come and help you out? Can I come and help?
If you would like to continue this conversation, please feel free to call (contact) with me. If you would like to continue our conversation, please do not hesitate to contact me.
Please do let me know if I can be of further assistance. Please let me know if you need any more help.
Let me know whether you would like me to… Let me know if you need my help...

Please help:

Negotiation

Often, email correspondence is in the nature of full-fledged business negotiations. Use the following phrases to complete them.

Express satisfaction:
We offer:
We agree:

• I agree with you on that point.→ I agree with you on this point.
• You have a strong point there.→ Here you are right.
• I think we can both agree that…→ I think we can both agree that…
• I don't see any problem with that.→ I don't see this as a problem.

We do not agree:
We invite:
We express dissatisfaction:

How to attach additional materials to a letter

If you attach a document to the letter, draw the attention of the interlocutor to this with the help of phrases:

• Please find attached → Attached to this letter.
• You can find in attachment… → You can find in app...
• I am enclosing…→ I put…
• I forward to you…→ I am sending you…
• We are pleased to enclose…→ We are happy to send you…
• Attached you will find...→ In the attached file you will find…

closure

Before you say goodbye to the interlocutor, thank him for his time, express your willingness to help and / or provide clarifications and details.

Formally	Neutral
I look forward to hearing from you. Waiting for your reply	Looking forward to hearing from you. Waiting for your reply
I look forward to your reply. Waiting for your reply	Hope to hear from you soon. Hope to get a message from you soon.
Do not hesitate to contact me if you need any assistance. Get in touch if you need any assistance.	Let me know if you need anything else. Let me know if you need anything else.
Should you have any question, please feel free to let me know. If you have any questions, please feel free to contact.	Have a nice day/weekend. Have a nice day/week.
Thank you for your kind assistance. Thanks a lot for your help.	Thank you for your help. Thanks for the help.
Thank you in advance! Thank you in advance.	Thanks for your e-mail, it was wonderful/great to hear from you. Thank you for your letter, I was very glad to hear from you.
Apologize for the inconvenience! I apologize for the inconvenience!

How to understand abbreviations

Pay attention to the abbreviations that foreign interlocutors use in electronic correspondence, regardless of style:

• EOB (end of business day) → end of business day.
• SOB (start of business day) → start of business day.
• EOQ (end of quarter) → towards the end of the quarter.
• TBD (to be determined) or TBA (to be announced), we use when information on terms or date is not yet known.
• PTO (paid time off) → vacation.
• OOO (Out of office) → out of the office, not at work. The phrase is used in auto-replies.
• FUP (follow up) → follow, take control.
• POC (point of contact) → contact person.
• FYI (for your information) → for your information.
• AAMOF (As A Matter Of Fact) → basically.
• AFAIK (As far as I know) → as far as I know.
• BTW (By The Way) → by the way.
• CU (see you) → see you
• F2F (face to face) → alone.
• IMHO (In My Humble (Honest) Opinion) → in my humble opinion.

Parting

For farewell, use the phrases: best regards, regards, kind regards, best wishes, warm wishes, sincerely yours(formally).

Signature

Indicate your first name, last name, position and contact phone number. This will give the interlocutor the opportunity to contact you directly and find out the necessary details.

Templates

If you are not fluent in English or often write the same type of letters, it is convenient to have several ready-made templates on hand. Let's take a look at some of them.

Promotion announcement

Subject Line: Firstname Lastname- New position

I am pleased to announce the promotion of from to . has been with for and has worked in . S/he will be gaining these new responsibilities .

attended and came to after graduation.
During her/his tenure here, has implemented protocols which have improved efficiency in the and has frequently been recognized for outstanding achievement.

Please join me in congratulating on her/his promotion, and welcoming her/him to the New Department/Position.

Warm Regards,
Name
Title

Topic: First Name Last Name- new position

I'm happy to announce the progress (First Name Last Name) from office (title) to position (title). (Name) works in a company (Name of the company) (number of years) years in the department (department name).

(Name) studied at (name of university) and came to (Company name) after its completion.
During his/her time here, (name) launched protocols that improved efficiency in (name of department), and often received recognition for his achievements.

Let's congratulate together (name) with a new position and welcome him/her to the new department of (department name).

Sincerely,
Name
Job title

Congratulations on your new position

Subject line: Congratulations on Your Promotion

Dear ,
congratulations on your promotion to . I heard about your well-deserved promotion through LinkedIn. You have done a fine job there for many years, and you deserve the recognition and responsibility of the position.
Best wishes for continued success in your career.
sincerely,
Name
Title

Subject: Congratulations on your new position

(Name) congratulations on your promotion to the position/department (name of position/department). I found out about your well-deserved promotion through LinkedIn. You have worked well in your previous position for many years and deserve the recognition and responsibility of the new position.
Sincerely,
Name
Job title

Recruitment (for applicant)

Subject line: Welcome!
Dear ,
I was pleased to hear that you accepted the position with our firm, and that you’ll be joining us September 7. Welcome aboard!

You'll be working closely with me for the first couple of weeks, until you get to know the routine here.

I'm looking forward to hearing your ideas. Don't hesitate to call, text, or email me if you have any questions before your first day.

best wishes,
Name
Title

Subject: Welcome!

(Name), I am glad that you have accepted an invitation to a position in our company, and you will join us on September 7th. Welcome!
We will work closely together for the first couple of weeks until you become familiar with our procedures.
I'm waiting for your ideas. Call, text, email if you have questions before your first day.
Sincerely,
Name
Job title

Hiring (for colleagues)

Dear Staff:
is joining our team on May 1. will work as a in the department.

So, if you see a new face on May 1, let know that you are excited about his/her joining our team.

has worked at two others companies over the past ten years, so he/she brings a wealth of knowledge about .

's Bachelor's degree is from where he/she majored in .

has a passion for .

I appreciate you joining me in providing a warm welcome for .

With excitement
Name of Department Manager / Boss

Dear colleagues,
(First Name Last Name) will join our team on May 1st. (Name) will work as (job title) in (department name).

So if you see a new face on May 1st let me know (Name) that you are happy to have him/her on your team.

(Name) worked in two other (name of companies) companies during the last ten years, so he/she will bring us a wealth of knowledge about (region name).

(Name) has a bachelor's degree (name of discipline) (name of university).

(Name) is fond of (title).

Join my warm welcome (Name).

With excitement
The name of the head of department/supervisor.

Leaving the company

Dear colleagues,
I "d like to let you know that I am leaving my position at on .
I have enjoyed my tenure at, and I appreciate having had the opportunity to work with you. Thank you for the support and encouragement you have provided me during my time at .

Even though I will miss you, clients, and the company, I am looking forward to starting a new phase of my career.

Please keep in touch. I can be reached at my personal email address or my cell phone . You can also reach me on LinkedIn: linkedin.com/in/firstnamelastname.
Thanks again. It's been a pleasure working with you.

Best Regards,
Your

Dear Colleagues,
I would like to inform you that I am leaving my position in the company (company name) (date).
I was happy to work in (Company name) and appreciate the opportunity
Working with you. Thank you for the support and inspiration you have given me during
my work in (Company name).

But even though I will miss you, clients and company, I want to start
a new stage in my career.

Please stay connected. I can be contacted by personal email (address
Email) or phone (room). You can also find me on LinkedIn: (page address).
Thanks again. I was glad to work with you.

Sincerely,
Your (name)

Birthday

If you need to wish a colleague a happy birthday, it is useful to have a few on-duty phrases on hand:

• May all your wishes come true → May all your dreams come true.
• I wish you a happy birthday → I wish you a happy birthday.
• Happy Birthday! Enjoy your wonderful day → Happy Birthday! Enjoy your wonderful day.
• I want to wish you all the best! I hope it is as fantastic as you are, because you deserve the best →I want to wish you all the very best! I hope this day is as wonderful as you, because you deserve the best.
• Have a wonderful day! I wish you many nice presents and a lot of fun! → May you have a wonderful day! I wish you many nice gifts and a lot of fun!

Reschedule or cancel a meeting/call

Hey everyone,
due to , the time of the has been changed from at in to at in .
If you have any questions, please feel free to contact me.
best regards,
Name

Hi all!
because of (problem name) time (event title) changes from (date Time) in (meeting point) on the (date Time) in (meeting point).
If you have any questions, please feel free to contact.
Sincerely,
Name

Dear colleagues,
Because of some unavoidable circumstances, I have to reschedule our meeting to at . I hope you/everyone is comfortable with this new schedule. If you/any of you have a problem with this new program, please inform me at your earliest convenience.
Sorry for the inconvenience caused!
kind regards,
Name
Title

Dear colleagues!
Due to unavoidable circumstances, I am forced to reschedule our meeting for (date Time) in (location). I hope you/all are happy with the new schedule. If you/anyone don't like the new program, please let me know as soon as possible.
I apologize for the inconvenience!
Sincerely,
Name
Job title

Detailed advice on the principles of constructing standard letters and other templates are available at https://www.thebalance.com.

Language work

Electronic communication is not limited to using standard phrases and patterns. Messages contain a description of a unique problem or situation. If you do not speak the language well, how can you be sure that the letter is written correctly and is designed in a business style?

Use explanatory dictionaries

Bilingual dictionaries will help if you don't know the translation of a word. But they are of little use when it comes to style. Use English explanatory dictionaries: they indicate the style (formal and informal) and describe situations in which the word is used.

English language teaching dictionaries from professional publishers are available online: https://en.oxforddictionaries.com , http://dictionary.cambridge.org , http://www.ldoceonline.com , http://www.macmillanddictionary.com . The abbreviated version is presented for free, you need to buy the full one, but for the purposes of business correspondence, the abbreviated one is enough.

The structure of the dictionary entry:

• Part of speech,
• transcription with the ability to listen to the pronunciation,
• definition,
• examples of using,
• synonyms,
• frequently used phrases with the word and phraseological units.

Pay attention to the note formal/neutral/informal(formal, neutral, informal), use formal or neutral style words. If the selected word is marked as informal, check the synonyms section.

Do not ignore the examples, they help to place the chosen word or phrase correctly in the sentence.

Use activator dictionaries

These dictionaries are built not on the principle of the alphabet of words, like traditional dictionaries, but on the principle of the alphabet of concepts. For example, you want to convey the concept of "beautiful". Look up beautiful in the activator dictionary. Below it is a list of synonyms for beautiful with definitions, examples, and explanations for the difference between them. All collected in one place possible options expressions of the idea "beautiful", and you do not need to look for each word separately.

Today, the activator dictionary is marketed under the brand name Longman: Longman Language Activator.

Check word matching with Google search

If words are combined in a Russian phrase, their joint translation into English is not always correct. Enter phrases in English into the search engine and check if the words are found side by side.

Check the grammar of the text

If you are not fluent in the language, use special services for checking grammar and punctuation, for example, Grammarly.

Conclusion

If you conduct email correspondence with foreign colleagues, partners and clients, but your English is not very good, use the checklist:

• Define your audience. Consider its specifics when composing a message.
• See if an existing template can be adapted for your purpose. Perhaps you want to wish a colleague a happy birthday? Use a template.
• Plan your letter. Rely on a standard email message structure. Make sure you don't miss anything.
• Choose common phrases that you will use. When choosing a style of phrases, focus on the audience.
• Complete the constructed structure with your own words and sentences.
• Check the entire message for the correct language through services, dictionaries and Google search. Did you consider the style of the chosen words? Do they match with each other?
• Make sure that you do not violate the principles of composing an email. Can it be shortened without losing its meaning? Does it have jargon?
• Reread the message. Check that email etiquette is followed. Is the subject line clearly stated? Are all typos corrected?
• Click Send!

Hello my readers.

Recently, I notice that business owners have begun to divide into two groups. Some suddenly realized that knowledge of English at the level of “how much?” does not help them to develop themselves and their business. Others remain to live in the sacred confidence that communication with partners through translators is a normal practice. Maybe even better practice. Something like "Look how important I am, I have a translator."

But for some reason, the latter do not think about the purely psychological factor of influence on the interlocutor: people like to talk with each other, and not through someone. Correct business English puts the interlocutor in the rank of a partner, and not just another “doer” who wants to sell or buy something. Of course, no one expects you to speak Japanese. But English is a world language, it is spoken by every second person. So why not talk to partners directly?

Phrases and expressions on the topic of business

Therefore, today I decided to make the most practical lesson for you. We will learn business English: words and expressions. We will cover all the most important topics: marketing, supply, finance etc.

Get ready for the fact that soon your business will go up! Shall we start?

• General business phrases
  I want to warn you right away: business phrases and are similar things, but still a little different. A business letter is more of an established form of writing, standard expressions of greetings, thanks, explanations of the reason, etc. The letters use formal language. But business expressions are all that we will use in the middle of the letter. Let's look at some examples:

It's not all that complicated, is it?

If you still have a question why it is better to use these words, and not act as before, here is my answer to you: the phrase “ We are about to launch a new product", how " We are about to start producing a new product". New elevates you in the eyes of your partners! So why neglect it?

• Marketing and Sales
  Your product, your sales figures, your advertising, your customer and potential - it's all part of one big science - marketing. Therefore, business cannot do without this vocabulary.

• Logistics and supplies
  It would seem that everything has already been agreed with the buyer and the only thing is to control the supply. But they also need to be well controlled? Therefore, here is a set of vocabulary for this.

• Finance and Accounting
  “My finances sing romances…”
  A song of songs, but I hope that you definitely won’t have this.
  In fact, after marketing, this department comes next in importance. It is here that they make sure that the company works for profit, that reports are submitted on time, and the company only gains momentum in its financial development. When doing business abroad, it is imperative to understand the financial system and know it.

Well, my dears, I hope that with this set of phrases and expressions you can look better in the eyes of your foreign partners.

Remember that the most important thing is practice, practice and more practice!

What can help you in mastering business vocabulary?

• Now you can find a lot of business English textbooks online, both by foreign authors and domestic ones (I talk about them and). Find "your" textbook and expand the boundaries of your knowledge.
• Try one of the online courses from a well-known service Lingualeo. Section "To ursy" will offer you a huge variety of them, from which you can choose the one that suits your needs. Of those that you may find useful - « Business English" , "Fundamentals of Marketing in English" , "English for Entrepreneurs" , « English for IT business», « The development of colloquial speech». It is very convenient that before purchasing any course, you can familiarize yourself with it and try it out in practice.
• I strongly advise you to listen to radio programs and watch videos where there is a high probability of hearing this vocabulary. It's efficient and free! Watch business news on the BBC. And I can tell you in secret that TEDx has a lot of interesting business videos. Take a look, you won't regret it!
• to listen and read business-related dialogues. There you will find many useful phrases in action.

To anyone who is trying to learn English, I always give two important pieces of advice:

- Find a destination to which you will go.

- Develop memory so that the process of mastering the language becomes short (but enjoyable!), And not dragged out for years

As for the first advice, here I am unable to help you - your life and goals are your own, individual and unique! But regarding the development of memory, I have an excellent recommendation for you - learn from those who have achieved success in this. Stanislav Matveev is a man who does not know the limits of the human brain and shows in practice how to achieve the maximum with the help of his memory! That's why learn about his methods. is your sacred duty if you need to learn a language in short time, and simply increase your efficiency, both in business and in other areas of life.

Share your success in learning business English, as well as questions in the comments.

And to make your learning as effective as possible, subscribe to my blog newsletter and receive the latest and most interesting news from the world of the English language.

See you again, my dears.

You are not writing a business letter for pleasure, you need something from the addressee. Therefore, it is correct to start it with an act of courtesy - greetings. Doing without it is like opening the door to someone else's office with your foot.

How not to

Elena, I need scans of the contract for the purchase of snow in winter.

Better this way

good day, Elena! I need scans of the contract for the purchase of snow in winter.

2. The phrase "Good day"

If you are writing a business letter not straight from the 2000s, then choose more modern wording. It doesn't matter that you can't predict exactly when the interlocutor will read the message. The “good afternoon” option is the most neutral, but you can also use the period when you send the letter. And leave the “good time of day” to half-dead forums from the past.

How not to

Good day, anon!

Better this way

Good afternoon, Peter!

3. Dealing with errors

How not to

Sorry, bro, but the money went to a corporate party, so it's expensive for us to buy monitors from you. Find out about the discount, it's very necessary.

Better this way

We are not ready to buy monitors at the offered price right now. Please make a discount on this order.

12. No chat history

If you are actively chatting with someone, the recipient is aware of what the conversation is about and can easily return to the beginning of the dialogue by spinning the mouse wheel. But when you occasionally exchange letters by e-mail, the interlocutor may forget who you are and what you need from him.

Make it easy for the person: in one paragraph, remind them what they are talking about.

How not to

Regarding the issue on which we talked in April: the head approved.

Better this way

In April, we discussed cooperation on launching a rocket into space. You offered to provide some of the fuel in exchange for a 20% stake in our company. The head approved the cooperation, we can start negotiations.

13. Poor Handling of Letter Threads

Mail services and agents allow you to work with message threads. It's a really useful tool if handled properly. But not everyone succeeds.

Perhaps you have already become a victim of a mass mailing, in which the participants do not answer directly to the author, but to everyone. As a result, a conversation that is not interesting to you overwhelms, and you come up with punishments for those who cannot find the right button. At the same time, information that is not intended for prying eyes often gets into the general information field.

The coin also has a downside: when in an important conversation one of the participants does not answer everyone, but only one person. And the recipient is forced to spend a lot of time forwarding letters, instead of doing their job.

What in business correspondence pisses you off? Share in the comments.

Do you write business letters in English every day? Or are you just learning the basics of official correspondence in business English courses? Our collection of useful phrases and expressions will teach you how to write the right business letters in English and help diversify your speech.

Thanks to business etiquette, it's common knowledge to greet customers at the beginning of a letter and say goodbye at the end. Does the problem start when writing the body of the letter? How, for example, to tell customers that the cargo is delayed, or how to hint that it would be nice to receive money for the services rendered? All this can be correctly told if you use the right “blanks” for different situations. With such "blanks", writing letters will be an easy and enjoyable task.

The beginning of a letter or how to start a correspondence in English

At the beginning of every business letter, immediately after the salutation, you need to explain why you are writing this at all. Perhaps you want to clarify something, get additional information, or, for example, offer your services. The following phrases will help with everything:

• We are writing - We write to ...

To confirm... – confirm…
- to request ... - request ...
- to inform you that ... - to inform you that ...
- to require about ... - learn about ...

• I am contacting you for the following reason... - I am writing to you with the following purpose / I am writing to you in order to ...
• I would be interested in (receiving/getting information) - I would be interested in (acquiring/getting information)

Establishing contacts or how to tell the interlocutor how you know about him

Sometimes it is worth reminding a business partner when and how you last saw each other or discussed your cooperation. Maybe a couple of months ago you already wrote a business letter on this topic, or maybe you met at a conference a week ago and then already began to negotiate.

• Thank you for your letter regarding ... - Thank you for your letter regarding ....
• Thank you for your letter of May 30. - Thank you for your letter of May 30.
• In reply to your request, ... - In response to your request ..
• Thank you for contacting us. Thanks for writing to us.
• With reference to our conversation on Tuesday... - Regarding our conversation on Tuesday ...
• In reference with your recent letter - As for the letter recently received from you ...
• It was a pleasure meeting you in New York last week. – It was a pleasure to meet you in New York last week.
• I would just like to confirm the main points we discussed yesterday - I would like to confirm the main points that we discussed yesterday.

Expressing a request or how to tactfully ask an interlocutor in English

In business letters, sometimes you have to ask partners for something. Sometimes you need a delay, and sometimes additional material samples. To express all this in business English there are well-established phrases.

• We would appreciate it if you would ... - We would be very grateful if you ...
• Could you please send me/ tell us/ let us...
• It would be helpful if you could send us ... - It would help us a lot if you could send us ...
• I would appreciate your immediate attention to this matter. I shall be grateful for your prompt attention on this matter.
• We would be grateful if you could ... - We would be grateful if you could ...

Complaints in English or how to make it clear that you are not happy

Unfortunately, it often happens that we do not like something. But when writing business letters, we cannot give vent to feelings and directly test what we think of the company and its services. You must use business English and carefully express your dissatisfaction. That way we can keep a business partner and let off some steam. Standard phrases of business correspondence that will help with this:

• I am writing to complain about ...
• I am writing to express my dissatisfaction with ...
• I am afraid there may be a misunderstanding…
• I understand it is not your fault, but ... - I understand that this is not your fault, but ...
• We wish to draw your attention to ... . We would like to draw your attention to

How to communicate good or bad news in business letters in English

In business correspondence, it often happens that we have to upset customers. It is worth doing this gracefully so as not to anger the partner even more.

The bad news

• I am afraid that I must inform you that ...
• Unfortunately we cannot / we are unable to ...
• We regret to inform you that ... - We regret to inform you that…
• I "m afraid it would not be possible to ... - I'm afraid it will be impossible ...
• After serious consideration we have decided to ...- After serious consideration, we decided that…

Good news

Fortunately, sometimes everything goes well, and we can please our customers with good news.

• We are pleased to announce that ... - We are pleased to announce that ...
• It is our pleasure to announce that ... - We have the pleasure to announce that ...
• I am delighted to inform you that ..
• You will be pleased to learn that ... - You will be pleased when you find out that ...

Apologies or how not to anger the client even more

Of course, in business there are often overlaps. And you have to apologize for them. Be friendly, enter the position of the interlocutor. Remember, it's better to apologize a few times than to lose a valuable customer.

• I regret any inconvenience caused by... We regret any inconvenience caused by...
• Please accept our sincere apologies. Please accept our sincere apologies.
• I would like to apologize for the delay /inconvenience...
• Once again, please accept my apologies for ... - Once again, please accept my apologies for ...

Money or how to show your partner that it's time to pay

Sometimes you want to write in plain text that it's time to pay. But in business correspondence, you can’t do that. Instead, one has to use softer constructions, behind which there is the same hard question.

• According to our records ... - According to our records ...
• Our records show that we have not yet received payment of ...
• We would appreciate if you cleared your account within the next days. “We would be grateful if you would pay off in the next few days.
• Please send payment as soon as possible/ promptly - Please send us the payment as soon as possible.

Politeness in correspondence or how to hint at new meetings

It is not necessary to say goodbye to business partners completely. Even after the end of the project, you'd better keep the relationship for the next orders.

Catch you later

At the end of business letters in English, it will often be appropriate to remind your partner between the lines when you next expect information from him.

• I look forward to seeing you next week. – Looking forward to our meeting next week
• Looking forward to receiving your comments, - Looking forward to your comments.
• I look forward to meeting you on the (date). - I look forward to our meeting with you (date).
• An early reply would be appreciated. – I will appreciate your prompt reply

See you

After a successful order, it is worth writing a small letter to the customer in English, saying that you are not against a new project with him.

• I would be happy to have an opportunity to work with your firm again. “I look forward to the opportunity to work with your firm again.
• We look forward to a successful working relationship in the future. We look forward to a successful working relationship in the future.
• We would be pleased to do business with your company. We will gladly do business with your company.

Of course, business English is not always easy. Fortunately, our selection of business phrases should make your task much easier. Now it will take you much less time to write a letter. So choose the right phrases, supplement with your information and please your boss with beautiful business letters in English.

Shutikova Anna

In conditions modern world business contact often originates from business correspondence - a written form of business interaction, which includes any type of correspondence (letter, message, etc.), which is sent by any official on his behalf and by virtue of his position.

An important aspect is the observance of certain norms of etiquette. Otherwise, established relationships may break, and the client or business partner will be lost. Properly designed business correspondence contributes to the most favorable impression of you or the company.

Possession of the magic of letters is relevant for every person. For example, when looking for a new job: compiling and sending resumes, test tasks, cover letters, additional information about yourself, agreeing a meeting time.

Interestingly, the rules of business correspondence that exist today developed about 150 years ago in England.

Types of business letters

To decide how to compose a letter, you need to know the differences between its types. This will help determine the subject of the message and its correct design. This will help not to look stupid in the eyes of an important opponent.

According to the structure of the design, they distinguish:

• Communication letters

This includes rejection letters, claims, excuses, confessions. Everything that the employee uses in the course of his professional activity.

• Letters of agreement

An important form of writing. Thanks to her, they sum up the results of the meeting, form agreements, designate the time for completing tasks, make sure that both parties understand the contract correctly.

Business letter rules

The way bloggers allow themselves to express themselves is not your option. There is no excuse for mistakes and typos. You can’t console yourself with the difficulties of learning a language from childhood. You need to be as demanding of yourself as possible. Otherwise, it paints an unfavorable picture of your personality and education.

A feature of business correspondence is that spelling errors in the professional sphere are considered an indicator of a person’s incompetence in the chosen field.

Basic Rules:

1. Avoid using words you don't know the exact definition of. As a last resort, check their meanings in dictionaries.
2. Avoid using specific terminology. Some words may be unfamiliar to the interlocutor and misinterpreted by him. The etiquette of business correspondence means in such cases to give an explanation of terms and abbreviations.
3. Write in short sentences. The length and ornateness of the designs is appropriate when writing a novel, and not in business negotiations.
4. Pre-type the message not in the body of the letter, but in a document on a computer or online editor. A positive aspect is the automatic spelling and punctuation of the text. It also eliminates the accidental premature sending of a letter to the addressee or its loss due to the closing of the browser or the loss of the Internet. When working in Microsoft word, use autosave material at regular intervals.
5. You should avoid typing a message on your phone or tablet. There is a risk of inappropriate autocorrect.
6. Check before sending for errors and the consistency of the construction of the text. It is recommended to double-check the typed text in an hour, temporarily switching to other things and forgetting about writing it. This will help to look at the text from the other side, seeing all the inaccuracies.

Formatting a business letter

Special attention to detail is required in the design and conduct of correspondence. It also speaks of respect for the opponent, allows you to save time that can be spent on reworking the material.

Do not neglect the following aspects:

• Correct filling in the subject of the letter

If this is the first post, the title might be bright. However, if communication with the opponent already exists, the subject of the letter should be short and concise. These are the basics of communication. They help to find the message in time to re-read, it will be easy for both the sender and the recipient.

• Citation

The sent message may contain questions that you must answer. It makes sense to answer them, quoting each separately. When sending a letter with several forwards, it is worth using numbering and breaking the text into paragraphs. So the interlocutor will understand what question you are answering.

Too many quote chains create a sense of chaos in posts. However, if there is a need to return to previously sent messages or remind the interlocutor of something, this is worth doing. In particular, when it comes to budget, service package, time.

• Take into account all the information received

When composing a letter, you must briefly comment on all documents attached by you or the interlocutor. This way, it will be immediately clear to the recipient what content of the files awaits him.

• Own signature - an analogy for a business card

Business correspondence requires a signature. It can be made automatic, then it will be present in every sent letter. How to write an informative signature? Use the first and last name that is current on this moment position, work contacts and company logo.

For example: "Respectfully, Ivan Ivanov, your project manager, phone number or any other messengers." Or "Best regards, Ivan Ivanov ...".

Also, the signature can be catchy and creative, indicating a special connection with the company or cause. For example, employees of the book industry network can use the phrase “I am currently reading ...” inserting the name of current new products. But such things are better coordinated with the authorities.

• Mailing address

The rules of business correspondence imply the display postal address. It is better if it is purely working. It may display the company name, position, first or last name, but not the year of birth or playful nicknames / words. It is better to think over the correct name of the address for many years if you plan to leave it even when changing activities or positions.

• Font and Spacing

The most commonly used font for documentation is 12 Times New Roman for tables or 14 for text. 1.5-2 intervals. These are the unspoken foundations.

Business communication style

Business writing involves delicate balancing on the edge. Friendly communication is inappropriate here, but emphatically harsh is not suitable either.

Communication features:

• The rigor of designs

Diminutive words, slang expressions will be inappropriate.

• Use of emoticons

Careful use of emoticons or avoiding them. The first contact does not allow their presence in principle. In the future, brackets may be present, but only positive, in moderation. Mercies and humor are unacceptable in this style of communication. This form is unacceptable if you are subordinate to the interlocutor.

• Greeting by name and patronymic

The rules for conducting business correspondence imply a respectful attitude towards the interlocutor, attention and interest in his person. This increases the opponent's interest in you, increases the chance of his indulgence. It is advisable to know in advance the name of the person you are addressing, as well as his preferences for addressing.

• Answer within two days

It is correct to send a reply to the message within a few business days. Otherwise it is considered disrespectful. If the letter was sent before the weekend or vacation, you can not answer it if it is not urgent. Otherwise, you need to warn the interlocutor about the temporary absence of your answer or briefly unsubscribe about the contents of the letter.

• Lack of importunity

Constantly asking about something, asking for confirmation will show you in a not the best light. If confirmation is required from the interlocutor, you can remind him of the need for a response after three days. If the matter is urgent, it is better to mention it initially in your first message.

• mirror rule

The etiquette of business correspondence often allows you to address your opponent the way he does. This increases the possibility of mutual understanding, communication on the same level. Keep track of what terms, style of communication, appeal your interlocutor uses.

• Happy Holidays

If communication takes place around or during official holidays, it is worth congratulating the interlocutor. These are the rules of business correspondence. It's also useful to know when your opponent's birthday is.

• Gratitude

Elementary courtesy will be words of gratitude in response to congratulations, invitations, explanations.

Given all of the above features, it will not be difficult to establish contact with the interlocutor and form a favorable opinion about yourself.

The Importance of Business Writing Rules

Essentially, any email sent - business card, displaying the business position we have chosen. To make it look dignified, inspire respect and trust, and the negotiations were accompanied by comfort and efficiency in solving problems, knowing the rules of good manners and their constant observance is an unshakable key to success.

Regarding any correspondence, on the Internet or in letters, the same strict rules apply as when communicating by phone, personal negotiations. The principles on which the interaction is built:

• mutual respect of opponents for the personality and business position of another person;
• attention to the business interests of the opponent;
• respect for confidentiality;
• punctuality in solving important tasks.

Business correspondence is necessary because:

• when sending a letter there is no answer, even if it was implied;
• letters are lost in the stream unnecessary information and employees constantly call up, asking to check the mail;
• after reading the email, it is completely unclear what is needed from you;
• due to the abundance of details and the chaos of information in messages, thoughts are confused, and a complex issue is not resolved.

You can save a lot of free time if you implement the general rules for conducting business correspondence. This will help avoid the above problems.