Business English Writing

Letters and Emails

Writing Letters
When we know the person who we write to:
• Dear Mr Smith / Ms Jones,
• Yours sincerely,

When we do not know who we write to:

• Dear Sir / Madam
• Yours faithfully

When we know other people will see it. For example, a reference letter (for a job)
• To Whom It May Concern
• Yours faithfully,
Writing Business Emails - Starting
When you know the person (client / colleague)
• Hi Clare

If you do not the person well

• Dear Clare
• Dear David Jones
• Dear Mr/Ms
Writing Business Emails: Body
Introducing a topic or informing
• “This is to inform you that...”
• “Just to let you know,...”
• “Good news” / “Bad news” / I’ve got good news!
Writing Business Emails: Body
Following up on a previous discussion / email:
• “As (we) discussed,...”
• “To follow up on our meeting / discussion...”
• “As far as ----- goes,”
• “Regarding.../ In regards to”
• “On the topic of ----,”
Writing Business Emails: Body
Asking and requesting:
• “I’d like to know if/ when/ how/ etc.”
• “Could you let me know if /when/ how/ etc.?”
• “Could you confirm if /when/ how/ etc.?”
• “Do you know if /when/ how/ etc.?”
• “Do you have any details / update on.?”
• Could you give me an update/ a quote/ an estimate?
Writing Business Emails - Files Attachments
• “I’m sending you this week’s schedule as an attachment.”

You can also start your sentence with:

• “I’ve attached…”
• “Please find attached…”
• “I’m attaching…”
Writing Business Emails – Saying Thanks
Thanks for...
• Getting back to me.
• the information.
• the heads up.
• the update.
• the email.
• following up on/ with
• looking into this / that.
Writing Business Emails - Ending
If someone has asked to something…
• “I’ll get back to you (as soon as I can).”
• “I’ll let you know.”
• “I’ll keep you posted.”

More examples:
• “I look forward to hearing from you.” (formal)
• “Looking forward to hearing from you.” (less formal)
• “I look forward to your reply.” (formal)
• “Hope to hear from you soon.” (informal)
Writing Business Emails - Ending
If you want them to contact you if they need more information, you can
write:
• “Let me know”
• “Keep me posted”
• “Do not hesitate to contact me if you need any assistance.” (formal)
• “Let me know if you need anything else.” (informal)

If you don’t want them to do anything:

• “Thank you for your help/assistance.”
• “Have a nice day/weekend.”
 Writing Business Emails - Closing
• Just like your salutation, your closing will depend on how well you know the
reader. Common closings include:

• “All the best”

• “Best”
• “See you (soon)”
• “Take care”
• Best wishes
Writing Business Emails - Closing
(Many) Thanks
Cheers (UK)
“Sincerely” (formal)
“Kind/Best/Warm regards” (less formal)

These closings help create a closer relationship when you already

know your reader. Do not write “Bye for now” in a Business Email.