Opening, Body and Closing Phrases of a Solid Business Letter
Opening (1) and closing phrases (3) of business letter:
|If you are writing to a||You open with||You close with|
|company||Dear Sir or Madam||Yours faithfully|
|woman (name known, married)||Dear Mrs Smith||Yours sincerely|
|woman (name known, single)||Dear Miss Smith||Yours sincerely|
|woman (name known, marital status not important)||Dear Ms Smith||Yours sincerely|
|man (name known)||Dear Mr Smith||Yours sincerely|
|friend of acquaintance||Dear John||Best Wishes or
Warmest Regards or
A body phrases(2):
It contains the main message and its’ main parts are:
If you try to explain purpose, referring use:
We are writing to inquire about…
I am writing in connection with…
With reference to…
With regard to…
You can begin by one of these opening business letter phrases:
Thank you for your letter on… (date) – asking if /about… or inquiring about…
I have received your letter regarding… (date) – concerning… or enclosing… or in which you asked…
If you like to give some “good news” use snipet:
I am delighted to inform you that…
I am pleased to tell you that…
I am happy to advise you that…
For imparting some “not-so-good” news:
I regret to tell you that…
I am sorry to inform your that…
It may have different contextual content and elements: it can request action or information, say what you can or cannot do and give reasons, give information or reply to a request for information, thank, make a complaint or apologize. Also be sure to say “the reason is because” – always give an answer for whatever you are doing, asking for or putting forth in you business letter phrases… People find open-ended requests or statements very unsettling unless you close them down with a concrete and precise “the reason is because ________ ” you are asking for or doing this or that in your business letter..
You can end your business letter with one of these business letter ending phrases:
Looking forward to hearing from you.
We look forward to receiving your order/ reply/ decision/ response/ etc.
We are really looking forward to meeting you.
I hope that this information will be of help to you.
Please feel free to contact me if you need any further information.
Please feel free to contact me if you have any further questions/ queries.
Try not to use the “Please don’t hesitate to call me at… as this is in the negative tense.