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Useful Expressions and Phrases
ØInitiating a letter:
We are writing to enquire about …
We are writing in connection with …
We are interested in … and we would like to know …
ØAnswering a letter:
| Thank you for your letter of (date) | asking if … |
| We have received your letter of (date) | enquiring about … |
| We acknowledge with thanks receipt of your letter dated (date) | enclosing … |
| We are obliged for your letter of (date) | concerning … |
ØEnding a letter:
I look forward to receiving your reply/order/products/etc.
Looking forward to hearing from you.
I hope that this information will help you.
Please contact me if you need any further information.
Please feel free to contact me if you have any further questions.
Please let me know if you need any further information.
ØReferring:
With reference to …
Further to …
With regard to …
I am writing in connection with …
Referring to your (our) letter of …
We revert to our telephone conversation …
With further reference to …
Notice that you shouldn’t start your letter with ‘with regard to’.
ØGiving good/bad news:
| good news | |||||
| pleased | tell | ||||
| I am | delighted | to | inform | you that | |
| happy | advise | ||||
| bad news | |||||
| tell | |||||
| I | regret | to | inform | you that | |
| am sorry | advise | ||||
| We regret that … |
ØSaying what you can and cannot do:
We are unable to …
We are able to …
We have been forced to …
ØGiving reasons:
| due to … | |
| owing to … | |
| This is | as a result of … |
| because of … |
Notice that ‘owing to …’ is normally only used for bad news. If you want to use a verb after these phrases, add the fact that … , e.g. ‘This is due to the fact that the dollar has fallen’.
ØApologizing:
We must apologize for …
We apologize for …
We are extremely sorry for …
We are extremely sorry that …
Ø At the end of the letter:
Please accept our apologies once again.
We hope that this has not caused you any inconvenience.
With apologies once again.
ØRequesting information or action:
| If it is urgent, add: | ||
| We would be grateful if you could | let us know (about/if) … inform us (about/if) … give us some further details about … | as soon as possible. without delay. immediately. |
| Please could you | ||
| We would appreciate it if you could |
ØMaking a mild complaint:
– say that, unfortunately, something is wrong. For example,
Unfortunately, we haven’t yet received the filing cabinets.
– then, request some action. For example,
| Please could you | |
| We would be grateful if you could | deliver them soon. |
| We would appreciate it if you could |
ØMaking a point:
I should like to draw your attention to (the fact that) …
I should like to point out that …
I should like to remind you that …
I hope that it is not necessary to remind you that …
ØWarning:
| Unless … | we will be forced to … |
| If … (not) … |
ØMaking a strong complaint:
– say exactly what is wrong. For example,
It is now over nine months since we placed this order and we are still waiting for the cabinets.
– make a point connected with this. For example,
I should like to point out that we have already paid for these cabinets.
– demand immediate action. For example,
We must insist, therefore, that you deliver them immediately.
– give a warning, if you think it is necessary. For example,
Unless we hear from you within 7 days, we will take legal action.
ØMaking a letter more personal:
You can open a less formal letter with:
| It was a pleasure to | (meet you at/on…) |
| It was good to | (see you again at/on…) (hear from you again.) |
| It was a pity that | (we did not have more time to talk at/on…) |
| I am sorry that | (I missed you when you visited my office.) |
At each phrase you can say something about what you said – or could not say – to each other, like this:
| Thank you for your letter. It was very interesting to hear about the new developments at Wentol. It was a pity that I missed you when you visited my office last week. I would like to have heard all your news. It was a pleasure to have dinner with you last Thursday. I think we had a very useful discussion. It was good to talk to you on the telephone today. I was pleased to hear that you will be coming to visit us next month. |
If you are writing to someone you know and you want to be friendly, you can introduce your letter in the following ways:
| Giving information | I thought you might be interested to hear about … |
| Requesting information or action | I was wondering if you could help me. |
| Complaining | I am afraid we have a small problem. |
| Giving bad news | I am afraid I have some bad news. |
Less formal letters often close by mentioning something personal. For example:
I look forward to seeing you again next time I am in Bahrain.
If ever you are in London, please give me a ring or call in.
Please give my regards to Diana Smith.
Please pass on my best wishes to Mr Lund. I hope that he has now recovered from the ‘flu.
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