How to write business letters

Business Letter Format With Examples

Ashley Nicole DeLeon / The Balance

A business letter is a formal document often sent from one company to another or from a company to its clients, employees, and stakeholders, for example. Business letters are used for professional correspondence between individuals, as well.

Although email has taken over as the most common form of correspondence, printed-out business letters are still used for many important, serious types of correspondence, including reference letters, employment verification, job offers, and more.

Writing an effective, polished business letter can be an easy task, so long as you adhere to the established rules for layout and language.

Realize that your recipient reads a significant amount of correspondence on a regular basis and will favor well-executed letters that are free of typos and grammatical errors.

What to Include in the Letter

Make the purpose of your letter clear through simple and targeted language, keeping the opening paragraph brief. You can start with, “I am writing in reference to…” and from there, communicate only what you need to say.

The subsequent paragraphs should include information that gives your reader a full understanding of your objective(s) but avoid meandering sentences and needlessly long words. Again, keep it concise to sustain their attention.

If your intent is to persuade the recipient in some way, whether it’s to invest money, give you a reference, hire you, partner with you, or fix an issue, create a compelling case for your cause.

If, for example, you want the reader to sponsor a charity event, identify any overlap with their company’s philanthropic goals. Convince the reader that helping you would be mutually beneficial, and you will increase your chances of winning their support.

Sections of a Business Letter

Each section of your letter should adhere to the appropriate format, starting with your contact information and that of your recipient’s; salutation; the body of the letter; closing; and finally, your signature.

Your Contact Information

The Date

Recipient’s Contact Information

The Salutation

The Body

Closing Salutation

Keep your closing paragraph to two sentences. Simply reiterate your reason for writing and thank the reader for considering your request. Some good options for your closing include:

If your letter is less formal, consider using:

Your Signature

Write your signature just beneath your closing and leave four single spaces between your closing and your typed full name, title, phone number, email address, and any other contact information you want to include. Use the format below:

Your handwritten signature

Typed full name
Title

Make Sure Nothing Was Missed

A good rule of thumb is to proofread your correspondence twice and then have a colleague review it to ensure nothing was missed.

Business Letter Template

You can use this business letter sample as a model and download the template (compatible with Google Docs and Word Online) for the text version below.

Business Letter Sample (Text Version)

Linda Lau
Northern State University
123 Main Street
Anytown, CA 12345
555-555-5555
linda.lau@email.com

Oscar Lee
Managing Editor
Acme Graphic & Design
123 Business Rd.
Business City, CA 54321

I would like to invite you to attend our upcoming Liberal Arts department job networking event. The event will be held on the afternoon of May 1, 2020. We wish to provide our graduating seniors with an opportunity to meet business leaders in the area who may be looking for new hires who hold degrees in the Liberal Arts.

The event will be held at the Cox Student Center at Northern State University and will last about two to three hours. If you have an interest in attending or sending a company representative to meet with our students, please let me know at your earliest convenience and I can reserve a table for you.

Thank for your time and I hope to hear from you soon.

(signature hard copy letter)

Linda Lau
Liberal Arts Department Chair

Email Signature Example

If you’re sending an email letter, your signature will be slightly different. Rather than including your contact information in the heading of the letter, list it below your signature. For example:

Sending an Email Business Letter

First Name Last Name
Title
Your Address
Your Phone Number
Your Email Address

Be clear why you’re sending the message. Include the topic you’re writing about in the subject line of the email, so the reader is clear as to why you are sending the message.

Tips for Writing a Business Letter

Review letter samples, including cover letters, interview thank you letters, follow-up letters, job acceptance, and rejection letters, resignation letters, appreciation letters, and more business and employment-related letter samples and writing tips.

How to Write a Formal Business Letter

Business Communication: How to Write a Formal Business Letter

Lesson 7: How to Write a Formal Business Letter

How to write a formal business letter

Whenever you need to communicate with another company or share important news, business letters can present your message in a classic, polished style. Unlike internal memos, business letters are usually written from one company to another, which is why they’re so formal and structured. However, letters are also quite versatile, as they can be used for official requests, announcements, cover letters, and much more.

Despite the formality, letters can still have a friendly tone, especially because they include brief introductions before getting to the main point. Regardless of the tone you use in your letter, your writing should remain concise, clear, and easy to read.

Watch the video below to learn about formal business letters.

This lesson focuses on American business letters. Letters written in other parts of the world may have minor differences in formatting.

The structure of a business letter

The business letter’s precise structure is crucial to its look and readability. As you write your letter, you can follow the structure below to create an effective document.

Revision

As stated in Business Writing Essentials, revision is a crucial part of writing. Review your letter to keep it concise, and proofread it for spelling and grammar errors. Once you’re finished writing, ask someone to read your letter and give you feedback, as they can spot errors you may have missed. Also make sure any enclosures are attached to your document and that any hard copies are signed.

After revising the content, consider the appearance of your letter. If you’re printing a hard copy, be sure to use quality paper. Also try using letterhead to give your document a more official look.

Example of a business letter

To see this lesson in action, let’s take a look at a polished business letter by reviewing the example below.

This letter looks great! The structure is perfect, and the text is left-justified and single spaced. The body is formal, friendly, and concise, while the salutation and closing look good. It also contains a handwritten signature, which means it’s ready to be submitted as a hard copy.

Knowing how to write a business letter will serve you well throughout your career. Keep practicing and studying it, and you’ll be able to communicate in a classic style.

Proper Letter Format: How to Write a Business Letter Correctly

What comes to mind when you hear the phrase business letters? Do white envelopes with fancy letterheads and stuffy writing come to mind? In most cases, you’d be right.

Make your letter look professional by using a stylish letterhead template like this one

Even if almost everything is done via email nowadays, business letters aren’t extinct or considered totally out of style so it still pays to know how to write and format them properly.

Parts of a Standard Business Letter Format

As you’ve probably learned in primary school, business letters are composed of different parts. This section covers what’s included in each part and the correct business letter format.

1. Sender’s Information

It’s important to know how to address a business letter properly, especially if you’re expecting a reply.

This section includes your complete address, phone number, and email address. Some people like to include their complete name at the top of this list, but some people think it’s redundant because you’ll be signing the letter with your name anyway. You don’t need to include this if the paper you’re using has a letterhead.

What to include and formatting:

2. Today’s Date

Spell out the month and include the complete year. Write the month, date, and year if sending a business letter in the U.S., but start the date with the day (e.g. 18 October 2018) if you’re sending a letter in the U.K. or Australia.

3. Addressee Information (a.k.a. Inside Address)

Include the recipient’s information, starting with their name, followed by their job title and complete address. Address the recipient using Ms., Mr., or use any job-appropriate title as necessary

4. Salutation

The salutation used in the addressee section doesn’t have to be the same as the one used here. It all depends on how close or familiar you are with the address, and the context of your letter. The Dean at the College of Sciences may be your aunt, but if you’re writing to her in an official capacity, it’s best if you use the salutation “Dean (Last Name)” or “Dr. (Last Name)” because there’s a chance that other people handle her correspondence. Military and religious titles should be written as is.

Not sure of the recipient’s gender? Don’t use Mr. or Ms., just write “Dear” followed by their full name. If you don’t know who the exact contact person is, “To Whom it May Concern” will do. You can also address the department or group that’ll handle your letter, such as “Members of the Hiring Committee” or “Condominium Association Management.”

Always end the salutation with a colon, not a comma.

5. Body Text

The body of the letter is usually composed of one to three brief paragraphs, each with a specific intent and organized for clarity.

Closing

The closing includes one or two sentences that request the recipient to take whatever action is requested in your letter, and thanks them for reading your mail.

Examples of business letter closing:

Complimentary Close

The complimentary close is a sign-off phrase inserted before your signature. You’ve got lots of options here, but in general you should avoid those that denote appreciation or thanks in letters where you’re not requesting anything.

Examples

The Signature

Sign the letter below the complimentary close. Make sure to leave at least four single spaces between your name and closing so there’s enough room for your signature. You may want to include your job title, phone number, and email address below your full name too.

Enclosures

Before the age of email, people wrote “Enclosures” at the bottom of business letters to indicate that the envelope includes other documents. Think of it as the print version of “see attachment” for emails.

Enclosures are noted at the bottom left of the letter, a couple of spaces below your signature, followed by a list of the documents included. For example:

3 Types of Business Letter Formats

Business letters usually come in one of three main formats, full block, modified, or indented. While there’s no right or wrong format, there are instances like in university applications, where a specific format is required. If you’re not sure which format to follow, just check previous letters you’ve received from the institution and follow the same formatting.

1. Full Block

Full block is the most common format for business letters because it’s the easiest one. You don’t have to worry about indents and everything is left justified. Single spacing is used instead of indents for new paragraphs.

Below is an example of a full block letter from the University of North Carolina Writing Center:

2. Modified

The modified format is a bit hard to remember because not everything is left-justified. The addressee, salutation, and the body of the letter are left justified, while the sender’s address, date, complimentary close, and signature are aligned to the right.

In the example below, there are two spaces between the sender’s address and the date when the letter was written and three spaces between the recipient’s address and salutation. There are also two spaces between the first paragraph of the letter body and salutation and two spaces for every new paragraph.

The complimentary close, signature, and the last paragraph of the letter are all two spaces apart.

Below is an example of a business letter in modified format from Savvy Business Correspondence:

3. Indented

The indented or semi-block format is similar to the modified format, except that the start of every paragraph is indented.

Business Letter Formatting and Design Tips

Your business letter needs to make a good first impression, because in some cases reading that letter will be the first time the recipient “encounters” your company.

1. Professional Letterhead

Companies aren’t the only ones who can use letterheads. Solopreneurs, job applicants, and anyone who wishes to make a brand for himself can use a letterhead to make their letters unique. Letterheads can also be used to verify the document’s authenticity to the recipient, which is often the case for government letters and bank letters.

Letterhead design varies, the only thing that’s consistent is that it must include your company’s name and logo, address, and contact information. If you don’t have a logo or company name, just replace this with part with your full name. Since business letters are formal, choose a letterhead design that’s not too busy or colorful that it detracts from the message you’re sending.

Don’t use stationery or scented paper.

Want to create your own letterhead? Check out these templates from Envato:

2. Business Letter Margins

It’s good to save trees, but don’t squeeze too much text into one page that there’s no margin left. Leave 1” to 1.5” per side.

3. Plain Font

Avoid fancy fonts and hard to read cursive. Stick to Verdana, Arial, Courier New, or Times New Roman with a minimum font size of 12.

4. Formal Letter Spacing

Use single space between paragraphs to make the letter easier to read. You should also use at least one single space between all elements of the letter, except between your signature and printed name where four line breaks are required.

5. Second-page Letterhead for Additional Pages

Business letters should be concise enough to only need one page, but that’s not always the case. Legal contracts, complaints, and some advisory letters sometimes require additional pages.

To avoid confusion in case the letter pages get separated, the second and subsequent pages should include a letterhead and a page number at the top. You may also want to include the date and recipient’s name.

Types of Business Letters

Business letters are sent for all sorts of reasons. Businesses send it to their customers or to other businesses they work with, such as vendors or logistics partners. Individuals write business letters for business and less formal purposes too.

Here are some examples of types of business letters:

1. Letter of Complaint

Not all complaints can be aired and addressed properly on social media, some topics are a little sensitive or embarrassing you don’t want to run the risk of it going viral. Then there are complaints where a call to the company’s customer service hotline isn’t enough. For all these complaints, a printed letter of complaint is the answer.

Make your complaint brief, to the point, and polite. Don’t just make it about what the company did wrong tell them exactly what you want them to do about it.

2. Resignation Letter

A resignation letter is what an employee sends to their boss when they want to quit their job. In most cases, you’ll need to allow at least 14 days or two weeks before your official departure date from the company.

Below is an example of a resignation letter from American Recruiters:

Note: If you don’t know the gender of the person who’ll receive your letter it’s better to use a generic greeting like «to whom it may concern» than to use «Mr./Ms.» or «Sir.»

3. Cover Letter

A printed cover letter is sent along with a resume to briefly explain why you’re a good candidate for the job. Good cover letters are like appetizers in a sense that it gives recruiters a sense of what they can expect from you, without necessarily repeating what’s already on your resume.

Read these guides for more information about writing a cover letter:

4. Recommendation Letter

Recommendation letters are sent to verify an applicant’s good standing with a previous employer or manager. In some cases, these recommendations are nothing more than a template generated by someone from HR after filling in the blanks about an employee’s start and end date. If you’re writing a cover letter for a good employee, however, it’s better if you go beyond the template to show that you appreciate the time you worked together.

Check out this guide if you need any help with writing a recommendation letter:

5. Letter to Request information

Letters requesting for information are often sent to businesses by individuals or representatives of other businesses when they want information on a particular product or service. These letters can also be written to government offices when requesting information about applying for a permit or inquiring about a government procedure.

Below is an example of a letter to request information from Word Mart:

Note: If you don’t know the gender of the person who’ll receive your letter it’s better to use a generic greeting like «to whom it may concern» than to use «Mr./Ms.» or «Sir.»:

6. Adjustment or Change Letter

Have you ever received a letter stating your phone bill’s due date was adjusted, or that the amount you’re paying has been changed? That’s an adjustment letter. It’s not all about dates and amounts though, adjustment or change letters are also sent when businesses want to notify customers about changes in the product or service they bought.

Below is an example of a due date adjustment letter from Corporate Finance Institute:

7. Business Announcements and Invitations

Stockholder letters, new product announcements, and charity events are business letters. Letters announcing a new CEO, an IPO, and even those inviting you to a convention also fall under business announcement letters. These letters are either sent as an internal memo so all employees are aware of changes within the company, or as an announcement to company stakeholders.

Here’s an example of a business invitation for an educational seminar from Letters.org:

Note: If you don’t know the gender of the person who’ll receive your letter it’s better to use a generic greeting like «to whom it may concern» than to use «Mr./Ms.» or «Sir.»

Tips on Writing Business Letters

Using the right justification and including all the right elements isn’t enough for a good business letter. Even more important is to strike the right tone and ensure that your recipient understands your letter’s intent.

Keep the following tips in mind next time you write a business letter.

1. Short and Simple

Avoid highfalutin words and flowery descriptions. Keep the first paragraph brief. If you’re not sure how to start, just write “I’m writing in reference to…” then explain your request from there.

2. Reader’s Benefit

It’s easier to get the recipient’s cooperation if you write a letter with their benefit in mind. Emphasize what you can do offer them instead of what you want them to do.

3. Right Tone

What’s the purpose of the letter you’re sending? Are you expressing thanks, sympathy, or demanding payment for debt? Whatever it is, you’ve got to establish the right tone so the recipient understands the urgency of your request.

4. No Jargon

Avoid jargon unless you’re absolutely sure the recipient will understand what you’re talking about.

5. Use of Personal Pronouns

Even if this is a business letter, it’s okay to use personal pronouns like you, I, we, and us. Stick with “I” if you’re writing based on your opinion, and use “We” if you’re writing on behalf of the company.

6. Add CC When Needed

Did you know that “CC” means courtesy copy? Back in the day when letters where typewritten, “CC” meant carbon copy because that’s what typists use when making duplicates. Either way, this is the abbreviation you should include below the enclosure line if you plan to send a copy of the letter to someone else.

If you’re sending a courtesy copy to more than one person, list the second name underneath the first without the “CC.”

Example:

“Cc: Mark Smith, Chief Financial Officer XYZ Widgets”

The Format for Email Business Letters

According to texting experts, Text Request, only 20% of emails are opened and 95% of texts are read within three minutes of receipt, while a huge amount of mail gets lost or trashed immediately, it’s no wonder some businesses go as far as sending correspondence via print and email followed by a shortened version as a text, just to ensure the recipient gets it.

To maintain an air of formality while adapting to the digital medium, the formatting and all elements of the printed business letter are still included in an email business letter, except for two small differences. The subject line serves as a letter summary or an indication of what the letter is about. The sender’s information is located at the bottom of the letter, just below the printed name of the sender.

To learn more about how to format email messages study the following tutorials:

Send Wisely

Use a business envelope if you’re sending a letter via post. Use an envelope with your company’s logo so the recipient can immediately recognize it’s from your company and to prevent your letter from getting trashed along with other promotional junk they receive.

If you’re not sure whether your handwriting is legible, use your printer and word processor to print the address on the envelope. Send important documents and time-sensitive letters via courier.

Now that you’ve learned how to format a letter, you can start sending out your own business letters.

Editorial Note: This content was originally published in 2018. We’re sharing it again because our editors have determined that this information is still accurate and relevant.

Как писать деловое письмо на английском языке: особенности и тонкости

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Чаще или реже, но всем нам приходится писать формальные деловые письма. И чем большую роль играет в вашей жизни английский язык, тем чаще вам придется это делать именно на корпоративном английском.Из данной статьи вы узнаете о стилях деловых писем, их структуре, грамотном оформлении, приветствии и заключении такого рода писем.

Кроме того, сможете увидеть наглядные клише и примеры деловых писем, а также выписать важные подсказки, которые всегда помогут вам в нужный момент.

Написание делового письма на английском языке может заставить многих людей переживать по поводу (и без повода) своих навыков и скудности словарного запаса для деловой переписки. Часто это случается и без повода.

Структура делового письма

Формат деловых писем представляет собой последовательность из таких элементов:

Впрочем, структура юридических документов мало отличается от страны к стране, поэтому вам достаточно просто выучить, как называются те или иные блоки письма на английском.

Мозговитый юмор — о сериале The Big Bang Theory

Общие правила написания делового письма

Существуют определенные стандарты для оформления деловых писем на английском языке, хотя некоторые отклонения являются приемлемыми (например, существуют различия между европейским и североамериканским официальным письмом на английском языке).

Крайне необходимо создать хорошее первое впечатление в самом начале вашего письма. Используйте подходящее приветствие.

При необходимости, если формальное письмо не в электронном виде, указывайте адрес и фамилию адресата в верхнем правом углу. И затем начинайте писать текст.

Обязательно убедитесь, что имя и фамилия человека написаны правильно. Используйте «Dear Sir/Madam», если вы не знаете кому адресуется письмо.

В этом случае советуем прочесть нашу статью о формах обращения в английском языке.

Dear Sir/Madam – Уважаемый господин (госпожа).
Dear Mr. Smith – Уважаемый мистер Смит.
Dear Ms. – Уважаемая госпожа.
Dear Jack Johnson – Уважаемый Джек Джонсон.
Dear Customer – Уважаемый покупатель.
Gentlemen – Господа.

А вот примеры вступительных фраз в деловом письме (для использования ссылок на предыдущую корреспонденцию; для указания того, как вы узнали о получателе; сообщении причины написания письма и т.д.):

Бизнес-письма, как правило, всегда носят формальный характер, и тон письма всегда всегда должен быть вежливым.

В письмах-запросах всегда используются модальные глаголы, чтобы запрос был максимально вежливым.

Например, некорректно писать: «I want you to come to our office on Wednesday». Вместо этого стоит написать: «Would you be able to come to our office on Wednesday?»

Письма-жалобы должны быть также вежливыми и не слишком эмоциональными.

Например, если была несвоевременная доставка и она задержала строки производства, то корректно будет написать: «The delivery was six days late and that caused severe disruption to our production.»

Если вы сообщаете плохие новости или приносите извинения, нужно очень вежливо и тактично указать причины проблемы.

Можно использовать выражения: «I regret to inform you», «Unfortunately» или «I’m afraid that».

Цель своего обращения на английском в деловом письме нужно указать в первом абзаце, а далее написать основную мысль.

Почти в каждом из следующих предложений в примере есть 3 схожих момента :

Одни и те же понятия можно выразить разными словами. Это касается и русского языка. Например: давать — снабжать. Делать — осуществлять, производить и так далее. Такой деловой язык есть и в Business English.

10 видов бизнес-писем

Такие письма включают в себя призывы, подробное описание пользы для читателя, последовательность принятия мер, а также номера телефонов или ссылку на сайт.

Письма-заказы отправляются потребителями производителю, продавцу или оптовику для заказа товаров или услуг.

Официальное письмо на английском должно содержать информацию о номере модели, названии продукта, желаемом количестве и ожидаемой цене.

Информация об оплате также иногда включается в письмо.

Для тех, кто не в курсе, рекламация — претензия на низкое качество товара с требованием возмещения убытков. Слова и тон, которые вы решите использовать в письме-жалобе, могут быть решающим фактором при его рассмотрении.

Будьте прямы, но тактичны, и всегда используйте профессиональный тон, если хотите, чтобы руководство вас услышало.

Такое письмо обычно направляется в ответ на претензию или жалобу. Если ситуация располагает в пользу клиента, то начните письмо с этой новости.

Если нет, придерживайтесь фактологического тона, сохраняя вежливость. Сообщите клиенту, что вы понимаете его жалобу.

Письма с запросом задают вопрос с целью получения информации от получателя. При составлении такого вида письма, держите его ясным и кратким — перечислите только самое необходимое вам.

Обязательно укажите свою контактную информацию, чтобы читателю было легко ответить.

Обычно это рекламное письмо, посланное вслед за другим (в случае непоступления заказа, например). Такие письма обычно отправляются после определенного вида начального сообщения.

Это может быть отдел продаж, который благодарит клиента за оформление заказа, бизнесмен, проводящий обзор результатов встречи, или человек в поисках работы, задающий вопрос о статусе своего заявления.

Зачастую такие письма представляют собой комбинацию из благодарственной заметки и коммерческого письма.

Потенциальные работодатели часто запрашивают у кандидатов такие письма, прежде чем нанимают их.

Этот тип письма обычно представляет собой отзыв предыдущего работодателя (либо сотрудника) о соискателе с профессиональной точки зрения.

Письма-подтверждения действуют как обычные квитанции. Компании посылают их, чтобы сообщить получателю, что они получили предыдущее сообщение с информацией, документами или другими материалами, ранее достигнутыми договоренностями, намерениями и т.д.

Письмо-подтверждение является знаком глубокого внимания и уважения к получателю, однако само действие может быть предпринято или не предпринято.

Такие письма обычно сопровождают пакет документов, отчет или другой товар. Они используются для описания того, что включено в посылку, зачем, и что (при необходимости) должен делать получатель.

Сопроводительные письма, как правило, довольно короткие и лаконичные.

Часто отправляются в виде рассылки автоматически после регистрации на сайте или сервисе. В любом случае это тоже разновидность делового письма.

Резюме (CV) само по себе уже является формальным бизнес-документом. Сопроводительное письмо его дополняет, и у него тоже есть правила написания.

Когда работник планирует закончить свою работу, письмо об отставке обычно направляется его непосредственному менеджеру, уведомляя его о последнем дне работы.

Зачастую сотрудник также подробно объясняет причину ухода из компании.

Подсказки по написанию делового письма

И еще раз, не забудьте перепроверить письмо на наличие ошибок (хотя бы 2 раза).

Преимущества электронной почты

Электронное деловое письмо оформить куда быстрее и проще обычного. Однако некоторые сообщения могут не открываться и это минус.

Если вы хотите быть уверены в доставке своего обращения, то не забудьте проконтролировать процесс и поставить галочку в окне с обратным уведомлением.

В зависимости от того кому вы пишете, и зачем, вам может понадобиться отправить письмо с живой подписью, заверенные документами с печатью (хотя скан копии никто не отменял). Тогда, разумеется, выбор очевиден.

А также не забывайте нашем специальном курсе «Бизнес английский», где вы сможете уточнить все непонятные вам нюансы связанные с формальным английским напрямую у опытного преподавателя. Take your chances and be acknowledged!

Окончание делового письма

В последнем абзаце вашего произведения искусства нужно писать:

Please feel free to contact us in case you have any questions.
Обращайтесь в случае возникновения каких-либо вопросов.

Или следующие выражения, в случае если вы прилагаете дополнительные документы, фотографии:

«I am enclosing… » или «Please find the enclosed/attached …»

Завершение письма в первую очередь зависит от ваших отношений с адресатом. Используйте «Yours faithfully», если вы не знаете человека, к которому обращаетесь, и «Yours sincerely» — для адресатов, которых знаете хорошо. И не перепутайте! Так как ваша искренность для незнакомого человека может оказаться довольно подозрительной и вызвать смущение.

Для менее официальных писем можно использовать: «Best regards» или «Kind regards». В конце письма нужно поставить (свою подпись) фамилию и должность.

Напоминаем о необходимости проверить свое письмо на наличие ошибок перед отправкой!

Примеры выражений в конце делового письма:

Sincerely (Сердечно);
Sincerely yours (Искренне Ваш);
Regards (С уважением);
Best (Всего наилучшего);
Best regards (С уважением);
Kind regards (С наилучшими пожеланиями);
Yours truly (Искренне Ваш);
Most sincerely (Сердечно);
Respectfully (С уважением);
Respectfully yours (С совершенным почтением);
Thank you (Благодарю Вас);
Thank you for your consideration (Благодарю вас за внимание).

После этого ставьте запятую, и с нового абзаца пишите свои данные:

Если вы информируете своего коллегу по статусу текущего проекта, то формальное заключение будет не совсем уместно (хотя многие просто прописывают его по умолчанию); а если вы, например, вступаете в борьбу с целью продвижения по карьерной лестнице, то оно определенно потребуется.

И никаких «Later», «Thanks», «TTYL», «Warmly», «Cheers» и подобных разговорных словечек! Вас не поймут.

Примеры фраз для окончания делового письма

Такие фразы обычно используются для ссылки на последующие события; повторной просьбе прощения; предложения помощи и т.д.

If you require any further information, feel free to contact me at any time. / Should you need any further information, please do not hesitate to contact me at any time. / If you have any further questions, please do not hesitate to contact me.
Если Вам нужна дополнительная информация, обращайтесь в любое время.
I look forward to your reply. / I look forward to hearing from you.
Я с нетерпением жду Вашего ответа.
I look forward to seeing you.
С нетерпением жду встречи с Вами.
Please advise as necessary.
При необходимости выносите свои рекоммендации.
We look forward to a successful working relationship in the future.
Мы настроены на успешное сотрудничество с Вами в будущем.
Once again, I apologize for any inconvenience.
Еще раз приношу свои извинения за любые неудобства.
We hope that we may continue to rely on your valued custom.
Мы надеемся, что можем рассчитывать на Ваши ценные заказы.
I would appreciate your immediate attention to this matter.
Я был бы признателен за Ваше непосредственное внимание к этому вопросу.
I await your reply with interest.
Я ожидаю Вашего ответа с заинтересованностью.
We look forward to building a strong business relationship in the future.
Мы настроены на построение прочных деловых отношений с Вами в будущем.
I look forward to our meeting on the 7th of October.
Я с нетерпением жду нашей встречи 7 октября.
Thanks for your extremely helpful attention to this matter.
Спасибо за Ваше чрезвычайно полезное внимание к этому вопросу.
Thanks again for your attention, consideration, and time.
Еще раз спасибо за внимание, рассмотрение и время.
It’s always a pleasure doing business with you.
С Вами всегда приятно иметь дело.
Thanks again for sharing your expertise in this matter.
Еще раз спасибо за обмен опытом в этом вопросе.
I am looking forward to getting your input on this issue.
Я с нетерпением жду возможности внести ваш вклад в этот вопрос.

Клише деловых писем

В силу особого формата данной статьи, описанные ваше интервалы между абзацами не соблюдены. Надеемся, вы простите нам данный нюанс.

I want to take this opportunity to inform you that [Name] will soon be joining us as the [Title] in the [Department]. [He or She] will be taking over from [Name] and will begin work on [Date].

[Name] has been the [Title] of the [Department] at [Company] for [number] years and we are delighted that [he or she] has decided to join our company at this stage of our development.

[He or She] is a person of [one or two qualities] and I have no doubt [he or she] will contribute significantly to all aspects of our work here.

I hope all of you will try to make [Name] feel welcome here as [he or she] becomes accustomed to [his or her] new position.

[Recipient’s Name, Position]

I am writing to remind you that we have not yet received payment for invoice [number] for [amount], due on [date]. I am enclosing a full statement of your account as of [date] and a copy of the invoice.

We’re sure that this is an oversight on your part, and would appreciate your prompt attention to this matter. If your payment is already in the mail, please disregard this letter.

Should you have any questions about your account, please do not hesitate to contact me.

Примеры делового письма на английском

Следующие два примера различаются в шапках писем. Это обусловлено тем, что компании вправе вносить небольшие изменения в формате для своего удобства. Оба варианта считаются допустимыми.

Первый пример.

Students Of The Future Co.
610 Fountain Ave
Burlington, NJ 08016

June 6, 2018
Burlington Township Student
Street Address
City, State Zip

Use this sample letter as a template to help you complete your activities throughout this course. I have purposely set up the spacing and content to make it easier for you to delete existing text and replace it with the content that you need to use. Please be sure to use all the tools provided to you, so that you are more efficient with your work.

Be sure to copy down the text boxes I have provided, they may be helpful when you need to compose different types of business letters. Be sure to save this document as: Letter Template.

Business Ed. Teacher

*Enclosure* (if needed)

Второй пример.

Organization Letterhead

March 16, 2016

Mr. Ernie English

1234 Writing Lab Lane

Write City, IN 12345

Dear Mr. English:

The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go into detail until the next paragraph.

Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning.

Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is related to your employment, consider ending your letter with your contact information and title if it not included on letterhead. However, if the purpose is informational, think about closing with gratitude for the reader’s time.

Репетиторы английского языка в Киеве Дарницкий район

Заключение

Вот вы и в курсе дела! Теперь можете пробовать устроиться в самые различные иностранные компании, красиво заявляя о себе и своих навыках, намерениях и достижениях в соответствующем официальном письме на английском. И пусть удача вам улыбнется!

EnglishDom #вдохновляемвыучить

How to Format and Write a Simple Business Letter

People write business letters and emails for a variety of reasons such as requesting information, to conduct transactions, to secure employment, and so on. Effective business correspondence should be clear and concise, respectful in tone, and formatted properly. By breaking down a business letter into its basic components, you can learn how to communicate effectively and improve your skills as a writer.

The Basics

A typical business letter contains three sections, an introduction, a body, and a conclusion.

The Introduction

The tone of the introduction depends on your relationship to the letter recipient. If you’re addressing a close friend or a business colleague, using their first name is acceptable. But if you’re writing to someone you do not know, it’s best to address them formally in the greeting. If you do not know the name of the person you’re writing to, use their title or a general form of address.

Writing to a specific person is always preferred. Generally speaking, use Mr. when addressing men and Ms. for women in the greeting. Only use the title of Doctor for those in the medical profession. While you should always begin a business letter with the word «Dear,» doing so is an option for business emails, which are less formal.

If you’re writing to someone you don’t know or have met only in passing, you may want to follow the greeting by providing some context for why you’re contacting that person.

The Body

The majority of a business letter is contained in the body. This is where the writer states his or her reason for corresponding. For example:

Once you have stated the general reason for writing your business letter, use the body to provide additional details. For example, you may be sending a client important documents to sign, apologizing to a customer for poor service, requesting information from a source, or some other reason. Whatever the reason, remember to use language that is courteous and polite.

It is customary to include some closing remarks after you’ve stated your business in the body of the letter. This is your opportunity to reinforce your relationship with the recipient, and it should just be a sentence.

The Finish

The final thing all business letters need is a salutation, where you say your goodbyes to the reader. As with the introduction, how you write the salutation will depend on your relationship to the recipient.

For clients that you’re not on a first-name basis with, use:

If you are on a first-name basis, use:

Sample Business Letter

Ken’s Cheese House
34 Chatley Avenue
Seattle, WA 98765

October 23, 2017

Fred Flintstone
Sales Manager
Cheese Specialists Inc.
456 Rubble Road
Rockville, IL 78777

Dear Mr. Flintstone,

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856.

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely,
Kenneth Beare
Director of Ken’s Cheese House