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 who you are writing to, and have a formal relationship with - VERY 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 23 rd March,
your phone call today,
Thank you for your letter of March 5 th .
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 pleaure to...
Giving Bad News
Unfortunately....
I am afraid that...
Enclosing 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 there are any problems.
....if 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,
Best regards, (If the person is a close business contact or friend)
Sample Letter
Tom's Beer Box
34 Calanda Avenue
Chur,Switzerland 98765
Tel:+41 81 445 5671
Email: tom@box.com
May 23, 2011
James Dudeness
Sales Manager
Beer Specialists Inc.
210 Swanson Road
Oldsville, New Mexico
Dear Mr Dudeness:
With reference to our telephone conversation today, I am writing to confirm your order for: 1200 cartons Carlsbad Beer in 24 pack cans item no. 7644
The order will be shipped within three days via UPS and should arrive at your store in about 10 days.
Please contact us again if we can help in any way.
Yours sincerely,
Thomas Guzzman
Director of Tom's Beer Box, Inc.