Do you have a hard time finding the right phrase to use in your business letters and e-mails?
To introduce the topic of the letter or e-mail, you can say:
- I’m writing in reference to… [topic]
- I’m writing to inquire about… [topic about which you are requesting information]
If this letter or e-mail is a reply to previous correspondence, you can reference it:
- Thank you for your letter/e-mail.
- Regarding your message/request…
- With reference to our conversation/meeting last week/month…
If it has taken you an unusually long time to respond to the previous correspondence, you can use one of these phrases:
- I apologize for the delay in replying. (more formal)
- I’m sorry for taking so long to get back to you. (more informal).
Maybe your letter or e-mail is delivering some good news or bad news. Here are some phrases for introducing the news:
- I’m delighted to tell you that… [good news]
- We are excited to inform you that… [good news]
- You will be pleased to learn that… [good news]
- I regret to inform you that… [bad news]
- I’m afraid that… [bad news]
- Unfortunately… [bad news]
Sometimes you need to call special attention to a particular point. You can do that with these phrases:
- Please note that…
- I’d like to call your attention to…
- I’d like to emphasize that…
When you want to ask the other person’s opinion or advice, you can say:
- How do you think we should deal with this?
- I’d like to hear your thoughts.
- What do you think is the best way to proceed?
- What would you advise?
If you are including more information with your letter or e-mail, you can let the recipient know:
- The information you requested is enclosed/attached.
- Please find enclosed/attached…
(use “enclosed” for letters and “attached” for e-mails)
To express that you need an answer quickly, use these phrases:
- I’d appreciate if you could reply at your earliest convenience.
- This is an urgent matter.
- Please let me know as soon as possible.
In the closing of the letter or email, you might want to refer to future contact:
- I look forward to hearing from you.
- Do not hesitate to contact us again if you need any further information.
- Let me know if there’s anything else I can help you with.
- Please feel free to contact me if you have any questions.
There are many possible closings for a business letter/e-mail, but a couple of the most common are:
- Regards, / Best regards,