Business correspondence in English: examples of letters, phrases and structure

Business correspondence in English: examples of letters, phrases and structure

The term "Business Letter" makes people nervous. Many second-to-first English learners worry that their speech in business correspondence is not varied enough. In this case, there is no cause for concern. In real-life letters, business uses short, simple sentences with easy-to-understand words. The easier it is to read the letter, the better. You will need to use smooth transitions between sentences so that they are connected in meaning.

Contacting in a business letter

First of all, make sure you spell the recipient's name correctly. You must also correctly indicate gender and position. Use Ms. for women and Mr. Use Mrs. for women only if you are 100% sure that she is married. In a less formal setting, or after a long period of correspondence, it is acceptable to refer to the person by their first name. If you do not know the person's name and cannot find out this information, then you can write "To Whom It May Concern". There is a standard to use a comma (colon in North America) after the call. In addition, it is permissible not to use punctuation marks at all. Here are some of the most common ways to contact:

  • Dear Mr Gates,
  • Dear Ms Froster,
  • Dear Steve Jobs:
  • Dear Editor-in -Chief: (editor-in-chief)
  • Dear Valued Customer (dear client, standard form of contacting a client)
  • Dear Sir or Madam: (Dear sirs, used in a polite or formal address to men in a privileged environment, as well as to unfamiliar interlocutors, the public, the audience)
  • Dear Madam (Dear Madame/Madam)
  • Dear Sir, (Dear Sir/Sir)
  • Dear Sirs (If you are referring to the company as a whole, and not to a specific person in the company.)
  • Gentlemen: (Formally addressing two or more men)

First paragraph in a business letter

Most business letters usually use a friendly address in the first sentence. Here are some examples:

  • I hope you are enjoying a excellent winter. (I hope you enjoy a great winter)
  • I am appreciated sincerely your kind letter of March 2th. (I sincerely appreciate your kind letter of March 2nd)
  • I met an advertisement of your company in the Internet. (I found an advertisement for your company on the Internet)
  • It was a delight meeting you at the congress this year. (It was a pleasure for me to meet you at the convention this year)
  • I appreciate your tolerance in waiting for a answer (thanks for your patience while waiting for an answer)

After your short introduction, state the main purpose of your letter in one or more sentences:

  • I'm writing to enquire about ... (I'm writing to you to find out about ...)
  • I'm interested in the position posted on your company website. (I am interested in a job opening ... which I found on the company's website)
  • We’d like to invite you to a members only luncheon on May 4th. (We would like to invite you to the official lunch of the club members, which will take place on May 4th)

Second and third paragraphs in a business letter

It seems that in the age of the Internet and various instant messengers, correspondence with full-fledged mail has already become obsolete, but this is only at first glance. For example, business correspondence retains the standard of writing even in electronic form, and personal correspondence sometimes requires compliance with certain formalities. Clichés for writing in English help to compose such messages. We will get acquainted with them in today's material. We will study standard phrases and expressions with Russian translation, which will help you compose any type of correspondence.

Structure of English letters

To understand how to write a letter in English, you need to familiarize yourself with its standard structure.

The first is the indication of the sender's details in the following order:

  • name and surname;
  • house, street;
  • city, postal code;
  • country.

The date is also indicated here under the address. The most common record format is January 19, 2018. All this data is located in the upper right corner of the sheet. Next, we back out the line, go to the left side, and start the letter itself.

Note that in business correspondence, the recipient's address is added before the text of the letter. It is written on the left side of the sheet in the same order as the sender's details.

Any type of correspondence in English begins with a message. For a business letter, the standard options are “Dear Mr./Mrs. + name ”or“ DearSirorMadam ”, and for a personal letter“ Dear + name ”or“ Hi, Hello + name ”. This formula of politeness is separated by a comma (and only a comma!), And the text of the letter begins on a new line.

The body of the letter consists of three parts: introductory, main and final.

In the introduction write thanks for the early letter received and the reasons for writing this message. It takes just a couple of sentences.

The main body details the content of the letter. In business correspondence, the reasons for writing a letter are revealed here, and in personal correspondence, all the events, news and thoughts that the author wants to share with the interlocutor are listed. Remember to divide your narration into small paragraphs.

As you know, business and commercial letters differ in style from personal correspondence and are written in the prescribed form. A business letter is always an official message, and when starting to write it, you must remember that the success of solving certain issues will depend on how competently and correctly the content is.

Structure of business letters in English

Business letters in English consist of the following parts:

  • heading
  • date of letter
  • name and address of recipient
  • introductory statement
  • body of the letter
  • final courtesy formula
  • signature
  • reference to attachments

In business letters in English, hyphenation is generally avoided. The margin on the left side of the sheet must be at least 2 cm wide due to the need to bind the letter.


The heading indicates the name and address of the sender's organization and a number of details: address for telegrams, fax number, telephone numbers.

All communications to be addressed to the company and not to individuals

Early Bird Warning Systems

75, Carlton Street, London E. C. 4

Formal letters/emails are written in a formal (formal style) to people who hold formal, leadership positions, such as managers, directors.

Main types of official letters

Official letters can be of different types:

  • Business letter;
  • Letter of request for information;
  • Letter of complaint;
  • Letter of request for information reception at work;
  • Letter of complaint;
  • Letter of apology.

Business letter structure

Sender's name and address

Sender details and is located in the upper left corner.

The sequence of requisites is as follows:

  • manager's name;
  • his position;
  • sender's company name;
  • house number, street; <
  • city, postal code;
  • country.
  • Example:
  • Mr Viktor Moskvin
  • Director
  • School of foreign laguages ​​“Lingva” 154 Sadovaya St
  • Moscow 123456
  • Russia
  • The absence of punctuation marks in a business letter is called “open punctuation”.

The date is located under the requisites, the indent is three lines. There are several options for writing the date:

Nowadays, it is important to know how to write an invitation letter in English to all kinds of significant business events and parties. Correctly drafting the invitation is the first step to a successful event. We will reveal for you all the nuances and subtleties of writing an invitation letter in English.

"Never allow someone to be your priority while allowing yourself to be their option"

Never let someone else be your priority, letting yourself be their choice.

In our article, you will learn what structure and principles should be followed when composing an invitation letter, as well as familiarize yourself with an example of writing an invitation letter in English.

Examples of letters of invitation in English with translation

Time is money. Today we cannot afford to waste it inviting everyone in person. In this case, the best option is to write an invitation letter.

An invitation letter is usually written for an invitation to an event such as a family gathering, party, business meeting, or social event. All of these types of invitation letters can be divided into two categories: business and personal. In any of these letters, you need to adhere to the same structure of the letter.

Business invitation letter in English

Inviting colleagues, clients or potential clients to an event is an important aspect of doing business. The number of guests who will attend your event depends on how professional and effective the invitation letter is.

General rules for writing an invitation letter in English:

In a business invitation letter, a prerequisite is to address the reader by name (Dear Mr. Smit), perhaps this will require a little more effort, but it is always more pleasant to receive a letter addressed specifically to you, and not written in impersonal phrases like: Dear Colleague.

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