Posted by: SATYASRINIVAS | January 21, 2015

Standard Phases for professional E-mails/Letters

Dear Mr/Mrs xxxxxx,;

With reference to our telephone conversation today, I am writing to confirm….;

Please find enclosed a copy of the proforma invoice for this order ;

We would be grateful if you could make payment as soon as possible;

Should you have any questions, please do not hesitate to contact us;

Thanks for your understanding.

Yours sincerely (British English)

Sincerely yours  (American English)

Yours faithfully (if you don’t know the name of the person you’re writing to).

Best Regards/Regards  (In mails to your colleagues at-par/Sub-ordinates in allocating works )

Thanks & Regards ( In mail to your immediate in charge and also to show more courtesy towards colleagues & Sub-ordinates when they do a favor or complete the assigned job )

Better to write Dear Mr Sir Name instead of writing Dear Mr. Full Name

Hope the above time is convenient  for you to discuss all the points related to Raaxha Project.

Request for information

I am writing to inquire about . . .
I am writing in reference to . . .
I read/heard . . . and would like to know . . .
Could you please send me . . .
at the address below/above
Thank you for your assistance.
I look forward to hearing from you.

Response to request
Thank you for your interest/inquiry
Enclosed is the information you requested.
You can learn more about this at . . .
If you have further questions,
If you require assistance, please contact:
If I can be of more help, please feel free to contact me at . . .

Sample Sentences: Requests
Could you please send me your most recent brochure?
Could you fax me the results of the market survey?
I would like to order ten copies of the book, Touchy Situations.
I would be very grateful if you could send me this information.
Please return the enclosed envelope with your payment.

Sample Sentences: Goodwill
Thank you for your hospitality.
I enjoyed having lunch with you last week while I was in New York.
Congratulations on your promotion to General Manager.
I want(ed) to congratulate you on your new position.
I was happy to hear that contract negotiations went well.
Sample Sentences: Introduction of Product/Service
I am writing to tell you about . . .
(Our new product) is coming out next month.
This product/service is designed to (help you) . . .
Sample Sentences: Reference
I am writing in regard to . . .
I am writing in reference to . . .
Please refer to the enclosed invoice/brochure.
I hope you have had a chance to look over the materials we sent

Sample Sentences: Confirmation
I am writing to confirm . . .
I would like to confirm what we discussed last Friday.
I would just like to confirm the main points we discussed . . .

Sample Sentences: Notification
I am writing to let you know that . . .
Please be aware / informed that . . .
I would like to inform you of a recent policy change. I am happy to inform
you that . . .
Your request for funding has been approved.
Sample Sentences: Offering Assistance
We would be happy to . . .
If we can be of assistance, please don’t hesitate to ask.
Sample Sentences: Collection
According to our records . . .
Our records show that . . .
Your monthly installment is past due.
Please send payment as soon as possible.

Addition References;Formal Letters_6


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