Business Letter Basics

The Start 

• Dear Senior Director, 
• Dear Sir or Madam,   

 (use if you don't know who you are writing to) 

• Dear Dr, Mr, Mrs, Miss or Ms Smith: 

(use if you know the person and have a formal relationship with - IMPORTANT use Ms for women unless asked to use Mrs or Miss)

•  Dear Frank: (use if the person is a close business contact or friend) 

The Reference 

• With reference to your advertisement in the Times, your letter of 3rd March
• Regarding your phone call today, 
• Thank you for your mail of March 5th. 

The Reason for Writing 

• I am writing to inquire about... 
• I am writing apologize for... 
• I am writing to confirm... 

  

Requests

• Could you possibly.....? 
• I would be grateful if you could.....
• Would it be possible to ......?

Agreeing to Requests 

•  I would be delighted to... 
• It would be my pleasure to... 

Giving Bad News 

• Unfortunately.... 
• I am afraid that... 

Enclosing/attaching Documents 

•  I am enclosing... 
• Please find enclosed... 
• Enclosed you will find... 

Closing Remarks 

• Thank you for your help. 
• Please contact us(me) again.... 
• If we(I) can help in any way. ....If/should there are any problems. ....
• If/should you have any questions, 

Reference to Future Contact 

• I look forward to ... 

         ...hearing from you soon. 

        ...meeting you next Tuesday. 

        ...seeing you next Thursday. 

The Finish 

• Yours faithfully, (If you don't know the name of the person you're writing to) 
• Yours sincerely, (If you know the name of the person you're writing to) 
• Best wishes, 
• Kind regards, (If the person is a close business contact or friend)

Sample Letter

March 16, 2022

From:

Tom's Beer Box 

Calanda 34

7000 Chur Switzerland 

Tel:+41 81 445 5671 

Email: tom@box.com 

 

To:

James Dudeness 

Sales Manager 

Beer Specialists Inc. 

210 Swanson Road 

Oldsville, Florida 67850

Dear Mr Dudeness,

With reference to our telephone conversation today, I am writing to confirm your order for 1200 cartons Churbock Beer in 10 pack cans (item no. 7644). 

The order will be shipped within three days via DHL and should arrive at your store in approximately 10 days. 

In attachment please find the confirmation, reference number and tracking code, 

Please contact us again if we can help in any way. It is a pleasure to do business with your company.

Sincerely, 

Thomas Guzzman 

Director of Tom's Beer Box, Inc.