GREETINGS / REASON FOR WRITING / REPLYING

Formal Semi-formal / Informal

• Dear Sir/ Madam, • Hi Dennis,

• Dear Mr/ Ms Jones, • Hello Claire,

• Dear Dr Smith, • Dear Mum,

• I am writing to make a • Just a quick note to invite you

reservation/ to apply for the to…/ to tell you that…
position of…/ to confirm my
booking/ to ask for further
information about …

• I am writing with regard to the • This is to invite you to join us

sale of …/ to the complaint you for...
made on 29th February

• Thank you for your e-mail of 29th • Thanks for your e-mail, it was
February regarding the sale of… / wonderful/great to hear from you.
concerning the conference in
Brussels.

• With reference to our telephone • I wanted to let you know that / tell
conversation on Friday, I would you about / ask you if…
like to let you know that…

MAKING A REQUEST / ASKING FOR INFORMATION

Formal Semi-formal / Informal

• Could you please let me know if • I was wondering if you could
you can attend … / if you are come and see me sometime next
available for a meeting on 12th week.
December?

• I would appreciate it if you could • Would you mind coming early to

please send me a brochure/ if help me clear up the place?
you could please reply within two
 days.
• Could you possibly arrange a
meeting with the Logistics
Manager?

• I would also like to know if there • Do you think you could call Jerry
are any swimming pools in your for me?
area.

• Please let me know how much • Can you call me/ get back to me
the tickets cost. asap? (as soon as possible)

OFFERING HELP / GIVING INFORMATION

Formal Semi-formal / Informal
• We are happy to let you know • I’m sorry, but I can’t make it
that your article has been tomorrow. (= I can’t come
selected for publication. tomorrow.)

• I am glad to inform you that we • I’m happy to tell you that John
will be holding our annual and I are getting married next
conference in Brussels on 20 month.
September 2014.

• We regret to inform you that the • Would you like me to come early
show has been cancelled due to and help you clear up the place?
bad weather conditions.

• We are willing to arrange another • How about I come and help you
meeting with the CEO. out?

• We would be glad to send you • Do you need a hand with moving

another statement if necessary. the furniture?

• Should you need any further

information/assistance, please do
not hesitate to contact us.
 COMPLAINING
Formal Semi-formal / Informal
• I am writing to express my • I’m sorry to say that you’re late
dissatisfaction with… / to with the payments.
complain about…

• We regret to inform you that your • I hope you won’t mind me saying
payment is considerably overdue. that the place you’d
recommended to us wasn’t as
nice as we’d expected.

• I would like to receive a full

refund and compensation for the
damages.

APOLOGIZING

Formal Semi-formal / Informal

• Please accept our apologies for • I’m sorry for the trouble I caused.
the delay.

• Please let us know what we can • I apologize for the delay.

do to compensate you for the
damages caused.

• We will make sure that this will • I promise it won’t happen again
not happen again in the future.

• I am afraid I will not be able to • I’m sorry, but I can’t make it to

attend the conference. the meeting.
 ATTACHING FILES
Formal Semi-formal / Informal
• I am attaching my CV for your • I’m attaching/sending you the
consideration. holiday photos.

• I am sending you the brochure as • Sorry, but I can’t open it. Can you
an attachment. send it again in … format?

• Please find attached the file you

requested.

• I am afraid I cannot open the file

you have sent me.

• Could you send it again in …

format?

ENDING

Formal Semi-formal / Informal

• I look forward to hearing from • Hope to hear from you soon.
you.

• I look forward to hearing when • I’m looking forward to seeing you.

you are planning to visit our town.

CLOSING FORMULA
Formal Semi-formal / Informal
• Sincerely, • Thanks,
• Yours faithfully, (when you start • Take care,
with Dear Sir/ Madam,)

• Yours sincerely, (when you start • Best regards,

with the name e.g. Dear Ms
Collins)

• Yours Truly, • Yours,