Emails & Letters

Here is a shortened version of my Business English Lesson on writing emails and letters.

Please let me know if you would like the complete PDF.

Politeness can be stressed with words such as "please", "kind", "kindly" and "may".

Expressions range from formal to informal depending on your relationship with the recipient.

In the examples, “less formal” does not mean “less polite”. All examples are polite.

• “Formal” = very formal

• “Less formal” = quite formal or a little formal

• “Informal” = polite, but casual

Date: to avoid confusion, it is better to write the dates with the month in words.

Look at the following date: 5/3/19

• In the UK, this is 5 March 2019, but in the USA, it is May 3, 2019.

• UK 12 July 2019 / USA July 12, 2019

Greetings / Salutations:

In the UK, there is often no dot (.) after Mr, Mrs or Ms –

Mr Connolly / Mrs Andrews / Ms Birch

“Ms” is used for a woman, unless you are absolutely certain she is married in which case “Mrs” can be used. If in doubt, use “Ms”.

Formal:

Dear Mr Jones,

Dear Ms. Wentworth: (in the US, a colon (:) is common)

Dear Sir or Madam (you may use no punctuation)

Less formal:

Dear John,

Dear Anne,

Informal:

Hi Peter,

Hello Francis,

Hi there,

Polite opening sentences:

I hope you are well.

I hope you are enjoying a nice summer.

Thank you for your email of 5 July 2012.

It was nice to speak with you earlier today.

Asking / Requesting:

Formal:

I would like to request that you attend a meeting.

May I request that you send me the information by the end of this week?

Might I ask you to provide me with the correct information by the end of the day?

Would you be so kind as to forward the document to me as soon as possible?

Less formal:

Could you send me the information by the close of business on Friday?

Would you be able to attend the meeting?

Can you forward my request to your purchasing department?

Please will you get the figures (numbers) to me before the meeting.

Inviting:

Formal: We request the pleasure of your company at our Gala Evening on 14 February 2012.

Less formal: I'd like to invite you to a presentation on our new product.

Informal: Can you make our next meeting on 30 July?

Sending attachments / documents:

Formal: Please find attached the documents relating to the PFP project.

Less formal: Attached are the documents for the meeting.

Informal: Docs attached for the meeting.

Final statements:

Formal:

If you require more information, please do not hesitate to call or email me.

Please reply at your earliest convenience.

I would greatly appreciate any feedback you may have.

I am looking forward to your kind remarks regarding the situation.

Less formal:

Don't hesitate to call or email if you need more information.

Appreciate your input.

Looking forward to seeing you at the convention in October.

Informal:

Call or email if you need more info.

Please reply ASAP.

See you soon.

Thanks!

Endings / Closings:

Formal:

Yours truly,

Yours sincerely,

Sincerely yours,

Less formal:

Kind regards,

Best regards,

Warm regards,

Informal:

All the best,

Best wishes,

Cheers,