Professional Letter Writing

Making Enquiries & Requests

1) Introduction: (you want to apply for a job, visit a foreign country, etc.)

a) I am interested in applying for the position of manager.

b) We are setting up a new construction company.

c) I would like to take a course at your academy.

d) I am planning to visit Paris at the end of next year.

2) When you want the person/company to do something for you:

(arrange your visa, make an appointment for you, send you information)

a) I would be grateful if you could arrange a visa for me.

b) I would appreciate it if you could confirm my reservation.

c) Please could you send me the invoice.

Examples:

I am interested in visiting China, and would be grateful if you could send me a visa
application form.

I am planning on buying a new computer. Please could you send me your latest
brochure.
3) When you need specific information:
(an airline arrival time, the number of hotel rooms needed, etc.)

a) Please let us/me know the time and date of your arrival to Madrid.

b) Please let me know if you would like me to book a hotel for you.

c) Please let me know the number/size/quantity/model you require.

Example:

I am planning to take a computer course in the near future. Please let me know the
starting date of the next course.

4) When you want a reply to your letter:

a) I look forward to hearing from you soon.

b) I look forward to meeting you soon.

c) I look forward to an early reply.

5) When you are writing a reply:

(to a letter, an enquiry, a request, an order, an application)

a) Thank you for your letter/enquiry of 5th January 1993.

b) Thank you for your invitation to the Trade Exhibition.

c) With reference to your job application of 1st February 1993, ……….

d) Further to our telephone conversation of last week, ……………….

6) When you are replying with good news:
(to a promotion, a raise, etc.)

a) Something which just happened:

We are pleased to inform you that your goods have arrived.

your request has been approved.

b) Good news in the future:

We are pleased to inform you that we will be able to deliver your order.

c) Accepting an invitation:

I am pleased to inform you that I will be able to attend the conference.

Example:

With reference to your letter of 1st February, we are pleased to inform you that your
application for a Visa card has been approved.

7) When you are replying with bad news:

(the refusal of a loan, a failed examination, etc.)

a) We regret to inform you that the job vacancy has been filled.

b) We regret to inform you an error has been made on the invoice.

c) I regret to inform you that I will not be able to attend the conference.

Example:

Thank you for your letter and invitation of 3rd April 1993. I regret that I will not be able
to attend the 1993 Company Conference as I will be abroad on business at that time.
8) When you are supplying information:
(details of a new business, details of your qualifications, etc.)

a) We are pleased to submit the following proposal/information concerning

the new construction project.

b) Please find enclosed an invitation to the opening of the Fair.

c) Please find attached the information you requested.

d) We are pleased to enclose a check in payment of your invoice.

9) Ending a letter supplying information:

a) I hope that you find the above proposal acceptable.

b) I hope that you find the above information helpful.

c) If you need any more information please contact me.

d) Should you require any further information, please do not hesitate to

contact me.

e) Thank you for your cooperation/help/assistance in this matter.

Letters of Complaint & Apology

10) Complaining:

a) I am writing to complain about the in-flight service on your London-Madrid

flight.

b) We regret to inform you that we are not satisfied with the standard
of your work/the quality of your products.

c) Please note that we are still waiting for delivery of our order/payment of
our last invoice/confirmation of our reservation.
d) I would be grateful if you could settle this matter at your
earliest convenience/as soon as possible/urgently/without delay/immediately.

+ formal and polite ……… - polite

e) Please look into this problem at your

earliest convenience/as soon as possible/urgently/without delay/immediately.

f) We regret that unless the goods are delivered by 1st March, we will be forced to
cancel our order.

g) We regret that unless our invoice is settled by 30th May, we will have no alternative
but to take legal action.

11) Apologising:

a) I regret to inform you that I will not be able to attend the interview next
Wednesday.

b) We are sorry to hear that your order was delayed/your goods were
damaged in transit/you were not happy with the in-flight service.

c) We are pleased to inform you that the situation is now receiving our
urgent attention/the matter has now been dealt with/the invoice has now been paid.

d) We apologise/We are sorry for any inconvenience caused.

Rules for Writing Formal Letters in English

In English there are a number of conventions that should be used when writing a
formal or business letter. Furthermore, you try to write as simply and as clearly as
possible, and not to make the letter longer than necessary. Remember not to use
informal language like contractions.

Addresses:

1) Your Address
The return address should be written in the top right-hand (or left-hand) corner of the
letter.
2) The Address of the person you are writing to
The inside address should be written on the left, starting below your address.

Date:

Different people put the date on different sides of the page. You can write this on the
right or the left on the line after the address you are writing to. Write the month as a
word.

Salutation or greeting:

1) Dear Sir or Madam,

If you do not know the name of the person you are writing to, use this. It is always
advisable to try to find out a name.

2) Dear Mr Jenkins,
If you know the name, use the title (Mr, Mrs, Ms, Dr, etc.) and the surname only. If you
are writing to a woman and do not know if she uses Mrs, you can use Ms, which is for
married and single women.

Ending a letter:

1) Sincerely
If you know the name of the person, end the letter this way.

Content of a Formal Letter

First paragraph
The first paragraph should be short and state the purpose of the letter- to make an
enquiry, complain, request something, etc.

The paragraph or paragraphs in the middle of the letter should contain the relevant
information behind the writing of the letter. Most letters in English are not very long,
so keep the information to the essentials and concentrate on organising it in a clear
and logical manner rather than expanding too much.

Last Paragraph
The last paragraph of a formal letter should state what action you expect the recipient
to take- to refund, send you information, etc.

Exercises:
1) In each of the following sentences, choose the correct word to fill the gap.

1. I would be _____________ if you could send me details of your PS/2 range.

a. thankful b. please c. content d. grateful

2. You were _____________ to us by our associates.

a. advised b. suggest c. recommended d. informed

3. We were given your ______________ by the Chamber of Commerce.

a. identity b. company c. name d. placing

4. Thank you for your letter ___________19 June.

a. in b. on c. of d. from

5. Please ____________enclosed our current catalogue and price list.

a. find b. look c. receive d. examine

6. We would appreciate ______________ you could send us further information

on your range of non-impact printers.

a. it that b. this c. when d. it if

7. I would be grateful if you could arrange for your Technical Director ________

on me. To call on me – physical visit

a. will call b. is calling c. to call d. calls

8. We look forward ______________ from you.

a. hear b. to hear c. hearing d. to hearing

9. We would be grateful ______________ an early reply.

a. to b. of c. for d. with

10. Should you require anything further at this time, please do not

_____________ to contact me.

a. void b. hesitate c. delay d. prevent

2) There are several mistakes in this letter (grammar, style, word order, vocabulary,
spelling, etc.) Can you find and correct them?

Dear Mr. Wilson,

Thank you for your letter of 19 May. Please found find enclosed our order no. 88694 for
5 EMC180 Scanners.

We would like confirming to confirm that payment for this initial order will make be
made by banker's draft on delivery. We will take advantage of the 30-day credit period
for any subsequent orders.

We would appreciate it if you could arrange for the scanners to be shipped as soon as
possible.

I look forward to hearing from you in shorts. soon or shortly

Yours faithfully sincerely, (correcto pero no hace falta tanta formalidad)

S. Gianelli
Susan Gianelli
Chief Buyer

S. Gianelli, Chief Buyer

3) Match the beginning and the end of these sentences.

1. I am writing to complain about the late a collected from the factory.

2. I am writing with reference b on the invoice.
3. We are returning the goods to you because c a fault in the manufacturing
process.
4. Please arrange for the goods to be d we are not satisfied with them.
5. Please send us a refund for e delivery of items I ordered last
week.
6. Please accept my apologies f to order UH-879/94.
7. The problem arose due to g the full amount.
8. We would like to apologise for the error h for the inconvenience.
1e, 2f, 3d, 4a, 5g, 6h, 7c, 8b

4) Here is the reply to Mr Panting's letter. Fill in the missing prepositions. This is an
example of a reply to a complaint

WILDMAN OFFICE
EQUIPMENT
18 Station Lane
London N8 4HB

17 May 2013 British style

Mr G O Panting
Operations Manager
PRINCES MARKETING
Nesson House
Newell Street
Birmingham B33EL

Dear Mr Panting,

Thank you ___for________ (1) your letter ____of_________(2) 14 May regarding

problems
____with_______(3) a consignment that was recently sent _____to________(4) you.
The difficulty appears to have arisen ______________(5) a misunderstanding
____________(6) our
ordering department, and the matter has now been settled. you can use resolved

I have asked our Corporate Computing Consultant, Mr R Marley, to call ____________(7)

you ____________(8) Friday 21 May ______________(9) 9 am to ensure that the PCs are
correctly loaded and to supply the three cables that were left ____________(10) of the
order.

I will telephone you to check that this meeting is convenient, and in the meantime, I would
like to apologize ____________(11) the inconvenience that has been caused.

Yours sincerely,

P R Smith
P R Smith
Sales Manager

1. for
2. of
3. with
4. to
5. from /due to
6. in / with / within
7. on
8. on
9. at
10. out
11. for