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 formalrelationship 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)
With reference to youradvertisement 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
Could you possibly?
I would be grateful if you could
Agreeing to Requests
I would be delighted to
Giving Bad News
I am afraid that
Please find enclosed
Enclosed you will find
Thank you for your help Please contact us again if we can help in any way.
there are any problems.
you have anyquestions.
Reference to Future Contact
I look forward to ...
hearing from you soon.
meeting you next Tuesday.
seeing you next Thursday.
Yours faithfully, (If you don't know thename of the person you're writing to)
Yours sincerely, (If you know the name of the person you're writing to)
Best regards, (If the person is a close business contact or friend)Sample Letter
Here is a sample letter using some of these forms:
Ken's Cheese House
34 Chatley Avenue
Seattle, WA 98765
October 23, 2006
Cheese Specialists Inc.
456 Rubble Road
Dear Mr Flintstone:
With reference to our telephone conversation today, I am writing to confirm your order for: 120 xCheddar Deluxe Ref. No. 856
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.