Anh Ng Success

http://anhngusuccess.vn

BUSINESS WRITING
(words & phrases for business emailing)

Hung M. Nguyen
I love to share my experience to help you improve your English skills and develop your
interpersonal skills.
Stay connected with me: https://facebook.com/hungnmsap

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Basics
Formal / Neutral Informal
Dear Mr/ Ms/ Mrs Dupuis
Hi/Hello Mary
Name Dear Mary
Mary,... (or no name at all)

Thank you for your email of ...

Thanks for your email.
Further to your last email, ...
Previous contact Re your email, ...
I apologize for not getting in contact
Sorry I havent written for ages, but Ive
with you before now.
been really busy.

I am writing in connection with ...

Just a short note about ...
I am writing with regard to ...
Im writing about ...
Reason for In reply to your email, here are ...
Heres the ... you wanted.
writing Your name was given to me by ...
I got your name from ...
We would like to point out that ...
Please note that ...

Im writing to let you know that ...

Just a note to say ...
We are able to confirm that ...
Giving We can confirm that ...
I am delighted to tell you that ...
information Good news!
We regret to inform you that ...
Unfortunately, ...

Please find attached my report.

Ive attached ...
Attachments Im sending you ... as a pdf file.
Here is the ... you wanted.

Could you give me some information

about ...
Can you tell me a little more about ...
Asking for I would like to know ...
Id like to know ...
information Im interested in receiving/finding out
Please send me ...
...

Id be grateful if you could ...

I wonder if you could ... Please could you ...
Do you think I could have ... ? Could you ...?
Requests
Thank you in advance for your help in Can I have ...?
this matter. Id appreciate your help on this.

I will ... Ill ...

Promising action Ill investigate the matter. Ill look into it.
I will contact you again shortly. Ill get back to you soon.
Would you like me to ...? Do you want me to ...?
Offering help
If you wish, I would be happy to ... Shall I ...?

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 Let me know whether you would like Let me know if youd like me to ...
me to ...

Thank you for your help.

Do not hesitate to contact us again if
you require any further information.
Final comments
Please feel free to contact me if you
have any questions. My direct line is ...
Thanks again for ...
Let me know if you need anything else.
Just give me a call if you have any
questions. My number is ...

Im looking forward to ... (+ ing)

Looking forward to ... (+ ing)
Give my regards to ...
Best wishes to ..
Close Best wishes
Speak to/see you soon.
Regards
Bye (for now)/All the best

Negotiating a project
What are your usual charges (fees/rates) for ...?
Asking for information Can you give me some more information about ...?

Do you think you could ...?

Requests Would you be able to ...?

My main concern at this stage is ...

Emphasizing a main point The main thing for me is ...

How do you think we should deal with this?

Asking for a suggestion What do you think is the best way forward?

Why dont you ...?

Making a suggestion What about if we ...?

I understand what youre saying about ... (but ... )

Negotiating: being firm I can see what youre saying, but ...

We would be prepared to ... (if ...)

Negotiating: being flexible I am willing to ... (if ...)

Okay, Im happy with that for now.

Negotiating: agreeing Thats fine.

Next steps Ill be in touch again soon with more details.

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 Lets talk next week and see how things are going.

I look forward to working with you.

Im sorry that we couldnt use your services this time, but I hope there
Closing
will be another opportunity.

Checking understanding
Did you get my last message sent on ...?
Sorry, you forgot to attach the file. Can you send it again?
Technical
I got your email, but I cant open the attachment.
problems
Did you mean to send this? I dont want to open it in case its got a virus.

Im not sure what you meant by ...? could you clarify?

Which ... do you mean?
Asking for
I dont understand this point. Can you explain in a little more detail?
clarification
Are you sure about that?

Sorry, what I meant was ..., not ...

I thought ..., but I may be wrong.
Giving Ill check and get back to you.
clarification The correct information is given below. Please amend your records accordingly.
Sorry, forget my last email. Youre right.

I hope this clarifies the situation.

Close Get back to me if theres anything else.

Arrangements
Meetings
Formal / Neutral Informal
Im writing to arrange a time for our
Just a quick note to arrange a time to
Reason for meeting.
meet.
writing What time would be convenient for you?
When would suit you?

Could we meet on (day) in the (morning) at

Suggesting How about (day) at (time)?
(time)?
time/place Are you free sometime next week?

Saying when you I would be able to attend the meeting on Im free Thursday am.
are/ are not free Thursday morning. I wont be around until after lunch.

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 Im out of the office until 2pm. Any time after hat is okay.
Any time after that would be fine. Sorry, cant make it next Monday.
Im afraid I cant manage next Monday.

Id like to confirm ...

Thursday is good for me.
Thats fine. I will call/email you tomorrow
Confirming That should be okay. Ill get back to
to confirm the details.
you if theres a problem.

This is to let you know that I will not be

able to attend the next meeting next Re our meeting next week, Im afraid I
Changing Thursday. cant make Thursday.
arrangements I wonder if we could move it to ...? How about ... instead?
I apologize for any inconvenience caused. Sorry for the inconvenience.

I look forward to meeting you in Brussels.

Let me know if you need to change the See you in Brussels.
Close
arrangements. Give me a call if anything changes.

Invitations
Formal / Neutral Informal
We would be very pleased if you could come to ...
Im writing to invite you to ...
I would like to invite you to ... / attend our ...
Inviting Would you like to come to ...?
Please let me know if you will be able to attend.
Please let me know if you can make it.

Before the meeting it would be useful if you could

prepare ... Please prepare ... before the meeting.
Prepare
It would be helpful if you could bring ... Please bring to the meeting ...

Thank you for your kind invitation.

Thanks a lot for the invitation.
The date you suggest is fine.
The dates fine for me.
Accepting I would be delighted to attend the meeting. I am
Id love to come to the meeting. It
sure it will be very useful.
sounds like a great idea.

Thank you for your kind invitation.

Unfortunately, I have another appointment on Thanks a lot for your kind invitation.
that day. Please accept my apologies. Unfortunately, I have something else
Refusing I hope we will have the opportunity to meet on in my schedule on that day.
another occasion in the near future. I am sure that I hope we can meet up soon. Good luck
the meeting will be a great success. with the meeting!

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Writing Styles
Formal / Neutral Informal
Thank you for your email received 12
Feb.
With regard/reference to ... Thanks for the email.
I would be grateful if you could ... Re ...
We regret to advise you that ... Please could you ...
Please accept our apologies for ... Im sorry to tell you that ...
I was wondering if you could ... Im sorry for ...
We note that you have not ... Could you ...?
We would like to remind you that ... You havent ...
Example phrases
It is necessary for me to ... Dont forget that ...
It is possible that I will ... I need to ...
Would you like me to ...? I might ...
However, .../I addition, ... / Therefore, ... Shall I ...?
If you require any further information, But, ... / Also, ... / So, ...
please do not hesitate to contact me. If youd like more details, let me know.
I look forward to meeting you next See you next week.
week

Assistance / due to / enquire / inform

/ information / obtain / occupation / Help / because of / ask / tell / facts / get
Latin / Anglo-
possess / provide / repair / request / / job / have / give / fix / ask for / needs
Saxon origin
requirements / verify / check (prove)

Direct / Indirect
Direct Indirect: polite / diplomatic
Can you ...?
Could you ...?
Requests Please could you ...
I was wondering if you could ...

Can I ...?
Asking for Is it all right if ...?
Could I ...?
permission I wonder if I could ...?

Can I ...?
Would you like me to ..?
Offering help Shall I ...?
Do you need any help with ...?

Making a What about ... (+ing)? Why dont we ...?

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suggestion Shall we ...? Perhaps we should ...?

Im afraid there is a small problem.

It seems there is a slight problem.
That might be quite expensive.
There is a problem.
Wont that be a bit expensive?
That will be very expensive.
Im not sure we can do that.
Softening a We cant do that .
Actually, that doesnt gives us much time.
strong comment That gives us very little time.
Wouldnt it be better to ask Heidi?
It will be better to ask Heidi.
I can see what youre saying, but ...
I disagree.
Dont you think that ...?
To be honest, I think it might be better to ...

Commercial
Request for information (customer)
We met last Thursday on your stand at the Munich Trade Fair.
Saying how you got the
I am emailing you off your website, which I found through Google.
contact

We are a manufacturer / supplier / provider of ... We are interested in ...

Giving reason for writing We are a Turkish company exporting to the EU, and we need ...

We would be grateful for some information about ...

General requests Please send us information about your product range and prices.

In particular, we would like to know ...

Please send full details of your prices, discounts, terms of payment and
Specific requests delivery times.
Could you also say whether there is any minimum order.

An early reply would be greatly appreciated.

I look forward to an early reply, and am sure that there is a market for
Close
your products here in Hungary.

Giving information (supplier)

Thank you for your email of 4 June inquiring about ...
Thanks

We can quote a price of ... CIF / FOB Istanbul.

Giving factual information
We can delivery by ... (date) / within ... (period of time)

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 The goods will be shipped 3 days from receipt of a firm order.
We can offer a discount of ... on orders over ... .
We require payment by bank transfer / letter of credit.
Our normal procedure is to ...
Our normal terms for first-time customers are ...
We can supply the items you require directly from stock.

I am attaching a document that gives full details of ...

Saying what you are
I am attaching our current catalogue and price lit as a pdf file.
attaching

You will see that ...

Highlighting one or two
You will note that our line of .... is on special offer.
key points

You will also note that ... Our experience in this field includes ...
We dispatch the goods within 24 hours of a firm order, and for first-
Answering specific
time customers our minimum order is $ 1,000.
questions
I am afraid that model is no longer available. However, ...

We feel sure that ... May I suggest that I call you at your convenience to
discuss the matter further?
Close If you need any further information, please do not hesitate to contact
me. My direct line is...

Making an order (customer)

Thank you for your recent email, and we accept your quotation. Our completed order
Open form is attached, and we give full bank details below.

Please acknowledge receipt of this order.

Close

Confirming an order (supplier)

Your order has been received.
We can confirm that your goods have been shipped.
You can track shipping details on our website.
Open Due to exceptional demand these items are temporarily out of stock. We hope to be able
to ship your order within ... days and will keep you fully informed. We apologize for any
inconvenience this may cause.

We are confident that the goods will meet your expectations. Should there be any
Close
questions, please do not hesitate to contact me, either by email or phone

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Asking for payment (supplier)
We are writing concerning a payment of $12,600 for invoice number KJ678
which is now overdue. A copy of the invoice is attached.
First reminder
According to our records, the sum of $4,500 is still outstanding on your
open
account

Please send a bank transfer to settle the account, or an explanation of why the
balance is still outstanding. If you have already dealt with this matter, please
First reminder disregard this email.
action We could appreciate your cooperation in resolving this matter as soon as
possible.

On (date) I wrote to you regarding your companys unpaid account ,

amounting to $4,500. May we please remind you that this amount is still
outstanding.
Second/third
I wish to draw your attention to my previous emails of (dates) about the
reminder open
overdue payment on your account. We are very concerned that the matter has
not yet receive your attention.

We need a bank transfer in full settlement without further delay.

Clearly, this situation cannot be allowed to continue, and we must ask you to
Second/third take immediate action to settle your account.
reminder action If you have any queries on this mater, please do not hesitate to contact me.
Thank you for your cooperation.

Following my emails of (dates) I must inform you that we have still not
received payment for the outstanding sum of $4,500.
Final demand I wrote to you on (dates) regarding the balance of $12,600 on your account. I
open attach copies of both emails. This sum is now two months overdue. We are
very concerned that the matter has not yet received your attention.

Unless we receive payment within seven days, we shall have no alternative but
Final demand to take legal action to recover the money.
action In the meantime, your existing credit facilities have been suspended.

Complaints and Apologies

Complaining (customer)

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 I am writing ...
in connection with my order FS690 which arrived this morning.
to complain about the quality of a product I bought from your website.
Open to complain about the poor service we received from your company.
to draw your attention to the negative attitude of some people in your customer
services section

Our order dated 16 September clearly stated that we wanted 1,000 items,
however you ...
The goods were faulty / damaged / in poor condition.
There seems to be an error in the invoice /a misunderstanding.
Complaint The equipment I ordered has still not been delivered, despite my phone call you
last week to say that it is needed urgently.
The product I received was well below the standard expected.
To make matters worse, when I called your company staff ...

Please replace the faulty goods as soon as possible.

We must insist on an immediate replacement / full refund.
Request for
Unless I receive the goods by the end of this week, I will have no choice but to
action
cancel my order.

I hope that you will deal with this matter promptly as it is causing me
Close considerable inconvenience.

Apologizing (supplier)
Open I am writing in relation to your recent complaint.
I was very concerned to learn about ... Please accept my sincere apologies.
Apologizing I would like to apologize for the inconvenience you have suffered.

We appreciate that this has caused you considerable inconvenience, but we cannot
Denying
accept any responsibility in this matter.
responsibility

Can you leave it with me? Ill look into the matter and get back to you tomorrow.
I have looked into the matter and ...
I have spoken to the staff involved, and ...
Promising We will send replacement items / give you a refund immediately.
action I can assure you that this will not happen again.
Were having a temporary problem with ... . Were doing everything we can to sort
it out.

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 To compensate for the inconvenience, we would like to offer you ...
Compensation

Thank you for bringing this matter to my attention. Please accept my assurance
that it will not happen again.
Once again, I hope you will accept my apologies for the inconvenience caused.
Close I very much hope you will continue to use our services in the future.
If you have any further queries, please do not hesitate to contact me on my direct
line...

Personal
Being Friendly
You heard something, but you are not sure
It seems that ... Apparently, ...

Something is true, but surprising

Actually, ... In fact, ...

Something is obvious or already known

Obviously, ... Of course ...

Good/ bad fortune

Unfortunately, ... Luckily, ...

Saying what you really think

To be honest, ... Frankly, ...

Going back to a topic

Well, ... So, ... Anyway, ...

Changing the topic

Anyway, ... So, ... By the way, ...

Summarizing with the most important point

Anyway, ... Basically, ...

Asking for advice

Formal/Neutral Informal
Id like your advice about a problem I
Open have with diet / Ive got a bit of a problem.

I was wondering if you had any ideas

about ...? Do you have any ideas about ...?
Asking for advice
What would you advise me to do? What should I do?

Close Please write back when you have the Please email me when you get the

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 time and let me know what you think. chance.

Giving advice
Formal/Neutral Informal
I was sorry to hear about your current
Im sorry youre having such a hard
Open difficulties.
time at the moment.

I think it might be a good idea to ...

I think you should ...
Giving advice Have you thought of ... (+ing)?
What about ... (+ing)?

This would mean that ...

Result That way, ...

I think this option would be preferable to

Options ... (+ing) I think its better than ... (+ing)

Close
I hope I have been of some help. I hope Ive helped a bit.

Suggestions
I think we should / I suggest that we / Lets go to ...
Making a Shall we / Perhaps we could/Why dont we go to ...?
suggestion I suggest... /How about going to ...?

Its a great idea!

I think your idea would work really well.
Accepting
It might be worth trying.

Im not so sure about your idea.

It sounds like a good idea, but I dont think it would work in practice.
Rejecting
It sounds like a good idea, but I can see one or two problems.

Special situations
Just a quick note to say many thanks for ...
Thanks I really appreciate everything that you have done.

Good luck with ...I would like to take this opportunity to wish you every success
Good luck in the future.

Congratulations Many congratulations on your promotion / new job.

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 I was delighted to hear the news about ...
Well done!

Please give my best wishes/regards to ...

Best wishes

I was so sorry to hear about ...

I was really sorry to hear youre not well ...Hope you feel better soon.
Bad news
If theres anything I can do to help, let me know.

Job Application
Dear Sir/Madam
Greeting

With reference to your advertisement on the ... website, I am interested in applying for
Reason for
the post of...
writing

Your
I am 26 years old and am currently studying for a degree in ... at ... University.
background
For the last two months I have been working as a ... at ... .
and
experience
I am interested in this job because ...
The job itself I feel that I would be well-suited for this job/have a lot of experience in ...

I have attached my CV as a Word document. You will notice that I ... as well as ... . You
Referring to
will also notice that ... .
your CV

I would be grateful if you would consider my application.

You will see from my CV that two people can be contacted as references, one is ... and
Final the other is from ... .
comments I am available for interview in .../ by phone any weekday afternoon, and you can email
me or telephone me on the number below.

I look forward to hearing from you soon.

Close Yours faithfully

Reports
Report structure
Introduction / As requested at the Board meeting of 18 April, here is my report.
Background The report will discus / consider / describe / analyze / review ...

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 The report is based on ...
I have divided the report into three sections.

The findings / figures / results / investigations show that ...

It appears that ... . This has led to a situation where ...
Findings
The graph/table shows that ...

As can be seen in table 1 / section 2 / figure 3, ...

As mentioned above, ... / ..., see below.
Signposts
...and I will discuss this in more detail below /in section 3.2.

I (would like to) suggest /recommend that ...

Conclusion /
My specific recommendations are as follows.
Recommendations

Please have a look at the report and let me have your comments.
Closing comments Please feel free to contact me if you have any questions.

Linking words
Sequence
Firstly / secondly / finally

Talking generally
In general / usually / on the whole

Contrast
However / nevertheless / on the other hand

Adding another point

In addition / moreover / on another point

Examples
For example / for instance / e.g.

Alternatives
Either ... or ... / alternatively / instead of ...

Real (surprising) situation

In fact, / actually, / as a matter of fact

Something is obvious
Clearly / obviously / of course

Most important point

Especially / above all / in particular

Rephrasing
In other words / that is to say / i.e.

Result/consequence
As a result / therefore / for this reason

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New topic
In relation to / regarding / with reference to

Careful, balanced style

In general ..., however ...
Giving both sides of an
On the whole ..., but ...
argument

Many / some ...

Making a statement less
Usually / typically / often ...
general

It is possible / probable that ...

Making a statement less It seems / appears that ...
certain ... tends to be...

Substantially / considerably / much (+ comparative adjective)

Making a comparison less Significantly / relatively (+ comparative adjective)
strong Marginally / slightly (+ comparative adjective)

On balance, ...
Concluding Taking all the above points into consideration, ...

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