Business letters/emails exercise

Commercial Correspondence writing task

Match the following phrases (a–q) with the numbers (1 – 5).
a. _____ Dear Sir or Madam 1. Salutation
b. _____ We would like to order 3 samples of ... 2. Opening line
c. _____ Your order will be processed as quickly as possible. 3. Body of an email
d. _____ I look forward to hearing from you soon. 4. Complimentary close
e. _____ Our terms of delivery are... 5. Signature
f. _____ Best regards
g. _____ I would appreciate your immediate attention to this matter.
h. _____ Dr. Susan Berkley, Medical Clinic Ltd.
i. _____ We are writing to confirm...
j. _____ Feel free to contact me in case of ...
k. _____ Gentlemen
l. _____ Thank you for your letter of ...
m. _____ We regret to inform you ...
n. _____ Yours sincerely
o. _____ Please send us your price list.
p. _____ Do not hesitate to contact me for further information.
q. _____ Robert Brown, Sales Representative
Read the sentences below and decide which fit better to the following category.
Requests (R) or Inquiries (I), Offers (Of), Orders (Or), Complaints (C), Letters of
applications (LA), Apology (A), Notification (N), Confirmations or
Acknowledgements (Co or Ac) and Delivery (D). Write the correct word in the
provided line. Sometimes more than one is possible.
With reference to your advertisement in ABC Newspaper of 3rd February I wish to apply for the position
of Marketing Specialist.

………………………………………………………………………………………………………………………………………………

We hope the consignment will reach you in good conditions.

………………………………………………………………………………………………………………………………………………

Please note that our shop will be relocated to Upper Street 12.

………………………………………………………………………………………………………………………………………………

We agree to your terms and are pleased to give you an order for ...

………………………………………………………………………………………………………………………………………………

We are sorry to inform you that your last consignment has not turned out to our satisfaction.
………………………………………………………………………………………………………………………………………………

In confirmation of our telephone conversation ...

………………………………………………………………………………………………………………………………………………

We should be pleased to receive your latest catalogue.

………………………………………………………………………………………………………………………………………………

We sincerely apologize for any inconvenience this has caused. Thank you for your continued business.

………………………………………………………………………………………………………………………………………………

Parts of the goods were damaged during transport due to inadequate packing.

………………………………………………………………………………………………………………………………………………

Our local chamber of commerce has kindly provided us with your address. We are producers of car
components and are looking for an opportunity to do business with you.

………………………………………………………………………………………………………………………………………………

We were very pleased to receive your order.

………………………………………………………………………………………………………………………………………………

Thank you for your prompt response. Your comments and advice are greatly appreciated.

………………………………………………………………………………………………………………………………………………

Detailed instructions regarding packing and shipping will follow. Insurance will be covered by us.

………………………………………………………………………………………………………………………………………………

We offer our apologies for the inconvenience caused and hope you will give us an opportunity to regain
confidence.

………………………………………………………………………………………………………………………………………………

I want to inform you that our office will be closed from 18th May to 28th May.

………………………………………………………………………………………………………………………………………………

We are pleased to advice that your order of 14th June has been despatched by rail this morning.

………………………………………………………………………………………………………………………………………………

Pricing depends on the size of your order.

………………………………………………………………………………………………………………………………………………

I have had six years experience in consulting.

………………………………………………………………………………………………………………………………………………
We apologize for the delay and will do our utmost to have the goods ready for shipment by 20th
September.

………………………………………………………………………………………………………………………………………………

Please accept our apologies for the inconvenience caused by this oversight.

………………………………………………………………………………………………………………………………………………

You will find enclosed our pro-forma invoice.

………………………………………………………………………………………………………………………………………………

Please confirm as soon as possible that the date proposed for the conference is suitable, so that we can
finalise the arrangements accordingly.

………………………………………………………………………………………………………………………………………………

Look at these phrases then match the letters (a – f) with the numbers (1 – 6) the
informal phrases with the formal phrases.
INFORMAL FORMAL
a. Sorry for the delay ... 1. _____ Could I have Friday off, please?
b. I will be happy ... 2. _____ I am pleased to inform you ...
c. Can I have Friday off? 3. _____ I apologise for the delay ...
d. Unfortunately 4. _____ I would be delighted to ...
e. I have to tell you ... 5. _____ Please accept our sincere apologies
f. We are very sorry 6. _____ We regret that ...
Answers:
With reference to your advertisement in ABC Newspaper of 3rd February I wish to apply for the position
of Marketing Specialist. (LA)
We hope the consignment will reach you in good conditions. (D)
Please note that our shop will be relocated to Upper Street 12. (N)
We agree to your terms and are pleased to give you an order for ... (Or)
We are sorry to inform you that your last consignment has not turned out to our satisfaction. (C)
In confirmation of our telephone conversation ... (Co, Ac)
We should be pleased to receive your latest catalogue. (I, R)
We sincerely apologize for any inconvenience this has caused. Thank you for your continued business. (A)
Parts of the goods were damaged during transport due to inadequate packing. (C)
Our local chamber of commerce has kindly provided us with your address. We are producers of car
components and are looking for an opportunity to do business with you. (I)
We were very pleased to receive your order. (Ac)
Thank you for your prompt response. Your comments and advice are greatly appreciated. (Of, Co, ..)
Detailed instructions regarding packing and shipping will follow. Insurance will be covered by us. (Or)
We offer our apologies for the inconvenience caused and hope you will give us an opportunity to regain
confidence. (A, D)
I want to inform you that our office will be closed from 18th May to 28th May. (N)
We are pleased to advice that your order of 14th June has been despatched by rail this morning. (D)
Pricing depends on the size of your order. (Or)
I have had six years experience in consulting. (La)
We apologize for the delay and will do our utmost to have the goods ready for shipment by 20th
September. (A, D)
Please accept our apologies for the inconvenience caused by this oversight. (C, A)
You will find enclosed our pro-forma invoice. (D, Or)
Please confirm as soon as possible that the date proposed for the conference is suitable, so that we can
finalise the arrangements accordingly. (C)

3a
4b
1c
6d
2e
5f