SAMPLE BUSINESS

LETTERS AND
MEMORANDA
Standard letter
elements
• Date
• Inside address
• Salutation
• Body
• Complementary close
• Signature block
• Initials
• Enclosure notation
Greetings

Formal Informal
■ Dear Sir / Madam ■ Hi [name],
■ Dear [name], ■ Good morning
■ Hello [name], ■ Good afternoon
Starting
■ I recently read / heard about …
■ I would like to know …
■ I am writing to tell you that ...
■ This is to confirm that …
■ I would like to inform you that …
■ I am writing concerning / with regard to …
■ I am contacting you for …
■ I just wanted to let you know that …
Referring to previous contact
■ Thank you for your letter of September 6th …
■ Thank you for contacting us.
■ In reply to your request …
■ Thank you for your letter regarding …
■ With reference to our telephone conversation yesterday …
■ Further to our meeting last week …
■ In reply to your letter/email on … about …
■ Further to your letter …
Making request
■ I would appreciate it if you would …
■ I would be grateful if you could …
■ In addition, I would like to receive …
■ It would be helpful if you could send us …
■ I am interested in …
■ I would appreciate your attention to this matter.
■ I would be grateful if you could send me further
information about …
Thanking
■ Thank you for your consideration.
■ I appreciate that you …..
■ Thank you for taking the time to …
■ Thanks a lot for everything.
■ Thank you very much for …
■ Thank you for your time.
Giving good and bad news
■ I am pleased to announce that …
■ I am please to inform you that …
■ I have some good news for you.
■ It is my pleasure to inform that / let you know that …
■ I regret to inform you that …
■ Unfortunately, I cannot …
■ I am afraid it would be impossible to ..
■ After careful consideration, we have decided not to …
Apologizing
■ I apologize for …
■ I wish to apologize for …
■ I regret any inconvenience caused by …
■ Please, accept my apologies.
■ Sorry for any inconveniences this situation may have
caused.
■ I would like to apologize for
■ Once again, I apologize for any inconveniences.
Talking about orders
■ Thank you for your quotation of …
■ I am pleased to place an order with your company for …
■ I would like to cancel my order # …
■ Please, confirm the you have received our order.
■ Your order will be processed as quickly as possible.
■ We guarantee delivery before …
■ I would like to cancel the order I placed on …
■ We are processing your order and we will get back to you
as soon as we can.
Attaching documents
■ I am enclosing / attaching …
■ Please, find enclosed / attached …
■ You will find enclosed / attached …
■ I have attached the (file) for your review.
■ The attached file contains …
■ Could you please fill out and sing the attached form and
send it back to us by … ?
Closing remarks
■ Should you require further information, please do not
hesitate to contact me.
■ For further details …
■ Thank you for taking this into consideration.
■ We hope you are happy with this arrangement.
■ We look forward to a successful working relations in the
future.
■ I would be happy to have an opportunity to work with your
company.
Closing remarks
■ I look forward to doing business with you.
■ I look forward to seeing you again.
■ I would appreciate your reply.
■ Looking forward to hearing from you soon.
■ Let me know if you need any help.
■ If I can help in any way, do not hesitate to contact me.
■ For further information, please contact me at …
Farewells
■ Sincerely, ■ Best wishes,
■ Yours sincerely, ■ All the best,
■ Sincerely yours, ■ Thanks,
■ Yours faithfully, ■ Many thanks,
■ Regards, ■ Have a great weekend!
■ Kind regards, ■ Have a wonderful day!
■ Best regards, ■ Cheers!
Write a letter of complaint using the information
below.

Scenario 1
You visited water center park in Yarmouth with two
children. During your visit, you found that the largest
slide and fun bridge were closed. Also, the food was
cold and expensive.
The parking lot was full, so you had to pay for a private
parking area to leave your car.
Memo Parts
• To Line
• From Line
• Date Line
• Subject
• Body
• Special Notations
Write a memo for request using the information
below.

Scenario 2
There are new equipment and there will be a training
to teach how to use it. You are the CEO of the
company and you need to request all staff to attend
the training.

P.S.: Be creative and invent the date, time and

location for the training.
PROPOSALS &
REPORTS
Parts of a
formal report
• Title page
• Contents
• Summary
• Body
• Conclusions
• Recommendations
Parts of a
formal report
Supplements
• References
• Appendices
• Glossary
• Bibliography
 😉
THANKS!
Any questions?
You can find me at
david.alas@mail.utec.edu.sv