Addressing business correspondence in English. All greetings in English

Let's talk about the nuances of business correspondence and typical phrases that will help make the letter polite and natural.

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Business correspondence is the basis of communication in any business. Even today, when communication is carried out using emails, the rules of business correspondence remain unchanged.

When writing a business letter, it is important to adhere to a number of formalities. Correspondence is conducted between unfamiliar or complete strangers; Rules help make writing polite and effective.

General business letter style

Business correspondence is very formal, so it is important to maintain a respectful tone of the letter. Even when you write a sarcastic complaint.

To make a letter look polite, modal verbs are often used. For example, instead of the phrase “Please write me an answer” (please send me an answer), you can use “I would be grateful if you could write me an answer” (I would be glad if you sent me an answer).

Slang phrases and slang expressions should not be used in business style. Also, you should not use words with a strong emotional background - terrible (terrible), marvelous (amazing), rubbish (nonsense) and the like.

Abbreviations are also not allowed - all phrases must be used only in full.

• Wouldn't - wouldn't
• I'm - I am
• I’d like to - I would like to

You should not use phrasal verbs either. It is better to replace them with synonyms. For example, instead of “give up” - “surrender”, instead of “put together” - “compose”. Phrasal verbs are the prerogative of a conversational style; they are inappropriate in a business style.

Experts at the English language school EnglishDom advise using in business correspondence only those constructions and phrases whose meaning you are 100% sure of. You shouldn’t get carried away with multi-level composite applications either - it’s easy to make mistakes in them, which will negatively affect your image.

However, everything is not as complicated as it might seem at first glance. Let's look at each part of a business letter.

Appeal in a business letter

The greeting is the first part of the letter, from which the recipient will form his impression of you. Make just one mistake in your greeting, and the effectiveness of the letter will drop to almost zero.

Dear Sir or Madam

Use this address when you don't know the recipient's name. Such an appeal is acceptable, for example, if you send an email to a corporate email account used by several employees.

Dear Mr Black (Mrs Black, Ms Black)

Standard address to the addressee. Used in most business letters:

• Mr - address to a man;
• Mrs - to a married woman;
• Ms - to a woman without indicating marital status;
• Miss - to an unmarried woman.

The appeal should only be used in abbreviated form. Don't write Mister or Mistress in full.

When addressing by surname, it is acceptable to indicate the first name: Mr John Black. But in correspondence between unfamiliar or barely familiar business partners, it is quite possible to limit yourself to only the last name.

If the addressee has an academic degree, we recommend indicating it in your message instead of Mr and Ms:

Dear Dr. Black

Dear Prof. Black.

Dear John

Personal address. Can only be used when communicating with close business or work partners. And only after mutual agreement to call each other by name.

Remember that calling by name does not eliminate the formalities of business correspondence - it is just one way to show respect and show trust.

Dear Valued Customer

Impersonal address is most often used in standardized letters designed to be sent to a group of people.

It is also acceptable to use it when you want to emphasize a person’s specific position: Mr Editor-in-Chief.

Despite the fact that such treatment is considered correct, we recommend using a personalized one if possible - it works better.

Punctuation and spelling in circulation

In British and American English, the rules for punctuation in business addresses are somewhat different.

In the British version, there is no punctuation after Mr or Ms, but a comma is required at the end of the address:

Mr Black,

American English requires a period after Mr, Mrs and Ms, and a colon at the end of addresses.

Mr. Black:

However, it is acceptable not to use punctuation at all in address. This option is very popular in online correspondence.

Mr Black

Be sure to check that the recipient's name is spelled correctly. This is especially true for complex and long surnames. After all, a mistake in the name can greatly spoil the impression of correspondence.

Body of the letter

First sentence
The first sentence should indicate the reason for writing the letter. To do this, we recommend using the following phrases:

• I am writing to enquire about... (I am writing to you to find out about...)
• In reply to your request… (In response to your request...)
• Further to our conversation... (Continuing our conversation)
• I would be grateful if… (I will be very glad if)
• I received your address from... and I would like to... (I was given your address... and I would like...)
• Thank you for your email from May 14... (Thank you for your letter from May 14)

Previously, in business correspondence it was considered bad manners to immediately get to the point, so introductory phrases “about nothing” were often used. It was customary to make reference to previous meetings or conversations with the addressee, write neutral phrases about the weather or questions about the family.

Today, such phrases are not perceived very well, because they do not carry a semantic load. We recommend limiting your letter to a short introductory phrase and immediately moving on to the essence of the issue, without unnecessary ramblings.

The sentence following the introductory phrase should reveal the topic and essence of the letter. It should be short and succinct so as not to distract the recipient from the main idea of ​​the message.

Main part
You need to state the purpose of the letter using small paragraphs. Short sentences are welcome, but not required.

Do not try to solve several diverse issues at once in one letter. Follow the rule: “One letter - one request.” However, you can ask multiple related questions that address the same topic.

If the main idea fits into one paragraph, do not try to expand it unless absolutely necessary.

In a business letter, you need to write everything only to the point. That's a pun.

Final Thought
The last phrase in the body of the letter acts as a polite gesture and ends the thought. In business correspondence, we recommend using one of the standard phrases:

• Looking forward to your answer. (I'm looking forward to your answer)
• I look forward to your reply. (Waiting for your reply.)
• If you require more information, please contact me. (If you need more information, write to me about it.)
• Please respond at your earliest convenience. (Please respond as quickly as possible.)
• Feel free to contact me by email. (You can freely contact me by email.)
• Thank you for taking it into consideration. (Thanks for taking this into account.)
• I would appreciate your immediate attention to this matter. (I will be grateful for your prompt response.)

The final phrase should show respect. However, its formulation can be arbitrary. You can use different versions of the phrase for different recipients, or choose one standard one for all types of letters.

In the final phrase, you can also make a link to additional materials that are attached to the letter.

• Enclosed you will find... (Attached to the letter...)
• Attached to the letter is... (Attached to the letter is...)
• Please find attached… (Please find in the application...)

End of the letter
Several standard phrases are used to end a business letter. The Russian language uses the phrase "with respect" throughout, but in English it's a little more complicated.

Yours faithfully(sincerely yours) - this phrase should be used if you do not know the addressee. This ending should also be written if you wrote “Dear Sir or Madam” in your address.

Yours sincerely(sincerely yours) - use the phrase if the addressee is known to you, and he knows you.

If you know the recipient well or have been communicating in correspondence for a long time, you can slightly reduce the degree of formality and use warmer endings:

Best wishes

Kind regards

Warmest regards

All 3 phrases translate as “best wishes.”

All that remains is to write your full name - and the letter is completed.

An example of a well-written business letter:

Use these rules and tips when conducting business correspondence, and your letters will be as effective as possible.

Bonuses for readers

The ability to conduct business correspondence has been relevant at all times, and professionals who master these skills perfectly are able to reach the heights of the career ladder, thanks to the ability to impress partners, conclude profitable deals, and form an indelible image.
Business correspondence in English is a set of rules and features that are very important to follow in order to establish effective partnerships. Over time, a certain style of business correspondence in English has developed. Business English courses http://thefrog.ru/kursy/biznes-anglijskogo will help you master this art, learn the details and subtleties of business correspondence.

Rules for business correspondence in English

Many of us, of course, know the standard structure for writing letters - introduction, body and conclusion. But depending on what information the letter carries, its structure and writing rules are chosen accordingly. And a business letter is no exception. Let's get acquainted with its features.

Letter structure

1. Heading of the letter and (or) sender's address)
2. Date of the letter
3. Recipient's name and address
4. Polite greeting
5. Subject of the letter
6. Welcome and opening speech (introduction)
7. Text of the letter and disclosure of the subject (body of the letter)
8. Conclusion
9. Polite farewell (complimentary closing)
10. Sender's signature by hand (signature)
11. Typed signature

Compliance with all of the above points is not mandatory; some of them may be omitted. However, the essential and most significant parts must still be contained in every letter, since they are integral components of English business etiquette.

Below is the corresponding letter format:

Also, to conduct business correspondence in English, it is important to follow a number of rules for writing and formatting it, which are recommended to be followed to achieve your goal - the correct composition of a business letter. Some minor deviations are acceptable and do not constitute a serious error. So, the rules of business correspondence in English:
The preferred format is A4 paper or letterhead (the quality of the paper also carries certain information about the sender and plays an important role)
Choose margins of 2.5 cm on all four sides or 1 inch
It is advisable to use a standard font such as Times New Roman (Arial)
Choose font size 12-14, depending on the size of the letter
A comma is placed after the greeting (for example, Dear Mr Smith,)
Single indentation in paragraphs is recommended
Double indentation between paragraphs is preferable.
Double indentation is also used between the last sentence and the conclusion of the letter (for example, Sincerely, Best wishes)
For a handwritten signature, a few indents are similarly left.
The piece of paper must be folded in thirds (horizontally) before placing the letter in the envelope.

Business correspondence in English. Examples of letters

To present the above more clearly, we will need examples of business correspondence in English.
Now let’s take a closer look at the constituent phrases that make up a business letter. These phrases set the business rhythm and make the message pleasant and understandable when exchanging information in the business sphere.

Phrases for business correspondence in English

The skill of writing business letters lies in the correct use of proven phrases and expressions. They help achieve the desired effect in business communication between partners. This is a kind of code of good manners that helps to establish contact.

Business correspondence in English. Greetings

In business correspondence, familiarity is unacceptable, so greeting words should express deep respect and encourage further communication. “Dear Sir” is quite suitable for this, but it is better to find out the name of the person to whom the address is being addressed and write “Dear Mr.John Smith” or “DearMs.Sarah Smith”. In the future, when the connection has already been established and, if the existing relationship allows it, you can contact the recipient by the name “DearJohn”.
Greetings in English in business correspondence should begin with a thank you for the previous letter and (or) noting the previous correspondence, email or meeting:
Thank you for your letter... - Thank you for your letter...
Thank you for contacting me... - Thank you for contacting us...
We are grateful so much for sending us more information… - We are very grateful to you for additional information…
Further to our meeting... - In addition to our meeting...
With reference to your message... - Regarding your message...
The phrase “I am writing to...” will also be very useful in explaining the purpose and reason for the letter being written. Using modal verbs will help you express your intentions:
We would like to... - We would like...
Could you, please... - Could you please...
I would be delighted/ glad/ grateful… – I would be glad/ grateful…
The body of the letter, unlike the introductory words of greeting and address, is strict and specific, clearly stating the problem that prompted you to write the letter. Information is written, as a rule, on a new line and, which is noteworthy for English business letters, without a “red line”, that is, an indentation, as is customary in Russian.
At the end of the letter such wonderful phrases as:
We look forward to a successful working relationship in the future - In hopes of successful cooperation in the future.
Your early reply will be appreciated – Thank you in advance for your early reply.
Awaiting your prompt reply - Waiting for an early response.
The letter most often ends with the words “Yours sincerely” - “Sincerely yours” if you know the person to whom the appeal is being addressed. Otherwise, it is better to use “Yours faithfully” with the same meaning.
Be sure to check the written letter for grammatical and spelling errors and compliance with stylistic standards.

Business correspondence in English. Samples

Business correspondence in English includes samples of invitations to various interviews, business conferences, business meetings, and to participate in projects:

By following all the rules of writing a business letter and using standard expressions, you can easily master the skill of conducting business correspondence in just a few lessons.

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Is this what you were looking for? Perhaps this is something you couldn’t find for so long?

Electronic messages make it possible to quickly exchange information over long distances. In terms of the speed of transmission of ideas, this equates them to a telephone conversation. However, emails are stored on email servers and used as printed evidence of our words. Therefore, electronic correspondence requires a responsible attitude.

The task becomes more difficult if you communicate in a non-native English language with representatives of other cultures. In the article I will share what to pay attention to in this case, how to avoid mistakes and achieve mutual understanding with foreign colleagues and partners.

Etiquette

Regardless of who you are communicating with and in what language, do not forget about the rules of email etiquette.

1. Clearly indicate the subject of the letter (Subject).

According to a study by the Radicati Group agency, business representatives receive up to 80 emails per day. How to convince someone to read your letter? Create a title that fully reflects the content. The clearer what is being said, the faster the interlocutor will read the message.

No: « Idea".

Yes: "H ow to boost online sales by 15% by the end of Q4 2017".

2. Use a professional greeting and avoid familiarity.

No:"Hey", "Yo", "Hiya".

Yes: "Dear", "Hello", "Hi".

3. Re-read the letter before sending. Errors and typos will negatively affect your image in the eyes of your interlocutor.

4. If you are introducing a new interlocutor into the correspondence, briefly describe the background of the issue. Don't force him to scroll down and read all the posts on the topic. Describe the essence of the issue, what was discussed, what you want to say about it.

5. Reply to messages. If you do not have time to conduct research on the topic now, please confirm that the email has been received and indicate when you will be able to address the issue.

6. Don't use red to draw attention to an idea. Red speaks of danger and evokes negative emotions. Use special words and phrases to stand out, not graphics or color:

• I would like to underline→ I would like to emphasize.
• I would like to draw your attention→ I would like to attract your attention.
• Please pay attention→ Please note.
• Please note→ Please be aware.

Audience

English is the universal language of communication between people from different countries. But this does not mean that the correspondence style will always be the same. Let's look at the differences.

China, Japan, Arab countries

When communicating with colleagues and partners from these countries, especially at the beginning of your acquaintance, use the most polite forms. Begin each letter with a polite greeting and forms of etiquette, for example:

• Hope this email finds you well→ I hope you are doing well,
• Sorry for bothering you→ I apologize for the interruption.
• Might I take a moment of your time? → Can I borrow a minute from you?

Use the most polite form of request:

• I would be grateful if you could…→ I would be very grateful if you could...
• Could you please be so kind… → Will you be so kind…

Germany, UK

Reduce the modality of phrases, but do not give up polite forms and forms of etiquette:

• Should you have any further questions, please do not hesitate to contact me.→ If you have any questions, please contact
• I would appreciate your help in this matter.→ I would appreciate your help.
• I await a response at your earliest convenience.→ Reply as soon as possible.

USA

Omit the forms of etiquette unless you are communicating with a colleague or partner who is superior to you. Be clear about what happened and what you need. The fewer designs with would, could, might, all the better.

Africa, South America

If you already know a colleague or partner from these countries, ask how he is doing and how his family is doing. Addressing personal issues is not perceived as bad manners; on the contrary, it helps to establish good relationships.

Language principles

Let's look at the general principles of composing an email.

Reduce

In business correspondence there is no place for figures of speech, complex constructions and compound tenses. The main task of the letter is to convey your message without loss. Therefore, anything that might make it difficult to understand should be removed.

You may remember John whom we met at the conference, he was in his funny suite and talking aloud. When I asked him recently how he was doing he said he was working on a very interesting project and asked me to assist him.→ You probably remember John, whom we met at the conference, he was still wearing his funny jacket and talking loudly. Recently I asked him how he was doing, and he replied that he was working on a very interesting project and asked me to help him.

John Johnson is now working on new partner program for his company. He proposed us to become his subcontractor on the project. → John Johnson is currently working on a new affiliate program for his company. He invited us to become a contractor for this project.

Avoid jargon

Avoid jargon, even if you are communicating with colleagues who understand the issue. Your correspondence may be forwarded to people who are not familiar with the topic.

Pay attention to the title, name and gender of the interlocutor

In Russian, everything is simple: Ivanova is a woman, Ivanov is a man. In English, everything is not so simple. For example, Jody Jonson, is he a man or a woman? The last name doesn't tell us anything. Moreover, both men and women bear the name Jody:

If you are not sure who your interlocutor is, check with your colleagues and find his account on social networks. Calling Mr Johnson Mrs Johnson will put you in an awkward position.

Avoid jokes and personal comments

A strictly formal style is not necessary, but it is important to sound professional.

Remove prepositions where possible

A large number of prepositions makes it difficult to understand and creates a “water” effect in the text. For example, instead of The meeting on December 1 about the marketing strategy→ “Meeting on the first of December on the topic of marketing strategy”, write The December 1 Marketing strategy meeting→ “Marketing strategy meeting on December 1st.”

Instead of phrasal verbs come up with- come up with, and find out- find out, use their non-prepositional synonyms generate And determine.

Avoid exclamation marks

Conveying emotions through email is difficult. An exclamation in a text is perceived as an increase in tone.

If there are a lot of exclamation marks in a message, they are devalued. The interlocutor will no longer perceive them as a call to pay attention.

Limit yourself to five sentences

According to Guy Kawasaki, if a message consists of less than 5 sentences, it sounds rude, if more, it is a waste of time.

Use short words, sentences and paragraphs

This principle is especially relevant for those who work with mail from a phone or tablet: you need to quickly read the letter, understand and respond, the screen size imposes restrictions. The shorter the text in the message, the faster it will be read.

Avoid the passive voice

No: The information was sentme by Peter→ The information was sent to me by Peter.

Yes: Peter sent me this information→ Peter sent me this information.

Use lists

If you are interested in a colleague's opinion on an issue and offer him a choice of alternatives, list them in the form of a numbered list. Otherwise, you risk receiving a monosyllabic answer. Yes. The interlocutor wants to quickly respond to the message. It is more convenient for him to say yes, no, or indicate the number of the option he likes. In other situations, lists provide structure and aid comprehension.

Set a deadline

If you need feedback by a specific date, please indicate it in the email. This disciplines the interlocutor, and he will not delay his answer.

Letter structure

The email consists of five semantic parts:

1. Greetings.
2. Message.
3. Closing.
4. Parting.
5. Signature.

Let's look at the standard phrases for each part.

Greetings

Use words Dear, Hello, Greetings(if you don’t already know the person you’re talking to) and Hi(closer to informal).

Message

This is the most informative part. In it we communicate information, give details, argue, offer ideas, etc. Let's look at useful phrases for different types of messages.

How to open a message

Use neutral phrases for everyday communication with colleagues and formal phrases for messages to bosses, clients and partners.

Formally	Semi-formal	Neutral
I am writing to... I am writing to...	Just a quick note to tell you that… A short note...	Thank you for your mail… Thank you for your letter…
In accordance with your request… According to your request...	This is to... This letter is to...	Thank you for your mail regarding… Thank you for your letter regarding...
We refer to our mail regarding… Referring to our letter regarding...	I wanted to let you know that / tell you about / ask you if… I wanted to tell you that.../tell you about.../ask you...	In reply to your mail… In reply to your letter…
I am writing with regard to… I am writing about...		Referring to your email dated… Referring to your letter from...
Thank you for your e-mail of (date) regarding… Thank you for your letter of (date)…
With reference to our telephone conversation on Friday, I would like to let you know that… Referring to our telephone conversation on Friday, I would like to inform you that...
I am writing to enquire about… /in connection with.../to let you know that…/to confirm… I am writing to inquire/I am writing in connection with/I am writing to report…/I am writing to confirm…

How to clarify the deadline

Enter the hour and time zone. Without this, the deadline is blurred and perceived as a wish:
Please submit your report (reply) on 10 March, EOB CET→ Please send your report/response by March 10th by close of business CET.

How to ask and give details

We give the details:
Please details:

How to report a problem

1. To introduce a problem, the verb to flag is often used in the meaning “to indicate, emphasize”:
Flagging you about the issue on…→ Pointing out to you the problem with...
With this letter, I want to flag one problem to you…→ With my letter I want to point out one problem to you...

2. To clarify or receive comments, use phrases on my/our/your end or from my/our/your side- “from my/our/your side.”

3. Often a noun is used in the context of discussing problems workaround- a way out of the situation, a workaround.

How to copy your colleagues

1. To ask to be copied, use the phrase CC me, Where Cc acts as a verb “to copy”, i.e. to put in a line Cc. From the word Cc a participle is formed cc'ed- pay attention to the spelling. Phrase I was cc'ed translates as “I was made a copy.”

2. To indicate to your interlocutor that you are adding someone to the discussion, write Adding (name) to the thread- Adding (name) to the conversation.

3. Use the @ sign if the discussion is with several colleagues, but you need to address one of them: @Steve, I believe the next step is on you, right?- @Steve, I think the next step is yours, right?

How to apologize

Formally	Neutral
We regret to inform you that… Unfortunately, we have to inform you about...	Unfortunately… Unfortunately…
I am sorry to inform you that… It's hard for me to tell you, but...	I am afraid that... I'm afraid that…
Please accept our apologies for… Please accept our apologies for...	I would be glad/delighted to/happy to… I would be glad/I would be happy...
I sincerely regret that... I sincerely regret that...	I’m sorry, but I can’t make it tomorrow. I'm sorry, but I won't be able to come tomorrow.
I would like to apologize for any inconvenience caused. I apologize for the inconvenience caused.	Thank you for your understanding. Thanks for understanding.
	We apologize for... We apologize for...
	I am (extremely) sorry that/for… I apologize for the fact that...

How to ask and offer help

We offer assistance:

Formally	Neutral
If you wish, I would be happy to… If you want, I'll be happy to...	If you have any questions, please don"t hesitate to contact me. If you have any questions, feel free to write to me.
We are willing to arrange another meeting with… We would like to make another appointment with...	Would you like me to…? Can I (do)...?
Should you need any further information/assistance, please do not hesitate to contact me. If you require any further information/help please reach out.	How about I come and help you out? Maybe I can come and help?
If you would like to continue this conversation, please feel free to call (contact) with me. If you would like to continue our conversation, please do not hesitate to contact me.
Please do let me know if I can be of further assistance. Please let me know if you need any further assistance.
Let me know whether you would like me to… Let me know if you need my help...

We ask for help:

Negotiation

Often electronic correspondence has the character of full-fledged business negotiations. To format them, use the following phrases.

We express our satisfaction:
We offer:
We agree:

• I agree with you on that point.→ I agree with you on this point.
• You have a strong point there.→ You are right here.
• I think we can both agree that…→ I think we both agree that...
• I don't see any problem with that.→ I don't see a problem with this.

We disagree:
We invite:
We express our dissatisfaction:

How to attach additional materials to a letter

If you are attaching a document to a letter, draw the interlocutor’s attention to this using the following phrases:

• Please find attached → Attached to this letter.
• You can find in attachment… → You can find in the application...
• I am enclosing…→ I am applying...
• I forward to you...→ I am sending you...
• We are pleased to enclose…→ We are happy to send you...
• Attached you will find...→ In the attached file you will find...

Closing

Before you say goodbye to the other person, thank them for their time, express your willingness to help and/or provide clarification and details.

Formally	Neutral
I look forward to hearing from you. Waiting for your reply	Looking forward to hearing from you. Waiting for your reply
I look forward to your reply. Waiting for your reply	Hope to hear from you soon. I hope to hear from you soon.
Do not hesitate to contact me if you need any assistance. Please contact us if you need any assistance.	Let me know if you need anything else. Let me know if you need anything else.
Should you have any question, please feel free to let me know. If you have any questions, please get in touch.	Have a nice day/weekend. Have a nice day/week.
Thank you for your kind assistance. Thank you very much for your help.	Thank you for your help. Thanks for the help.
Thank you in advance! Thank you in advance.	Thanks for your e-mail, it was wonderful/great to hear from you. Thank you for your letter, I was very glad to hear from you.
Apologize for the inconvenience! I apologize for the inconvenience!

How to understand abbreviations

Pay attention to the abbreviations that foreign interlocutors use in email correspondence, regardless of style:

• EOB (end of business day) → end of the working day.
• SOB (start of business day) → the beginning of the working day.
• EOQ (end of quarter) → by the end of the quarter.
• TBD (to be determined) or TBA (to be announced), we use it when information on the timing or date is not yet known.
• PTO (paid time off) → vacation.
• OOO (Out of office) → outside the office, not at work. The phrase is used in auto replies.
• FUP (follow up) → follow, take control.
• POC (point of contact) → contact person.
• FYI (for your information) → for your information.
• AAMOF (As A Matter Of Fact) → essentially.
• AFAIK (As far as I know) → as far as I know.
• BTW (By The Way) →by the way.
• CU (see you) → see you
• F2F (face to face) → alone.
• IMHO (In My Humble (Honest) Opinion) → in my humble opinion.

Parting

To say goodbye, use the following phrases: best regards, regards, kind regards, best wishes, warm wishes, sincerely yours(formally).

Signature

Indicate your first name, last name, position and contact phone number. This will give the other person the opportunity to contact you directly and find out the necessary details.

Templates

If you don’t speak English well or often write the same type of letters, it’s convenient to have several ready-made templates on hand. Let's list some of them.

Promotion Announcement

Subject Line: Firstname Lastname- New Position

I am pleased to announce the promotion of from to . has been with for and has worked in . S/he will be gaining these new responsibilities .

attended and came to after graduation.
During her/his tenure here, has implemented protocols which have improved efficiency in the and has frequently been recognized for outstanding achievement.

Please join me in congratulating on her/his promotion, and welcoming her/him to the New Department/Position.

Warm Regards,
Name
Title

Subject: First Name Last Name- new position

I am pleased to announce the progress (First Name Last Name) from office (Name) per position (Name). (Name) works in a company (Name of the company) (number of years) years in the department (department name).

(Name) studied at (name of university) and came to (Company name) after its completion.
During his/her work here, (Name) launched protocols that increased efficiency in (department name), and was often recognized for his achievements.

Let's congratulate together (Name) with a new position and welcome him/her to the new department (department name).

Sincerely,
Name
Job title

Congratulations on your new position

Subject line: Congratulations on Your Promotion

Dear ,
Congratulations on your promotion to . I heard about your well-deserved promotion through LinkedIn. You have done a fine job there for many years, and you deserve the recognition and responsibility of the position.
Best wishes for continued success in your career.
Sincerely,
Name
Title

Subject: Congratulations on your new position

(Name), congratulations on your promotion to position/department (name of position/department). I learned of your well-deserved promotion through LinkedIn. You worked well in your previous job for many years and deserve the recognition and responsibility of your new position.
Sincerely,
Name
Job title

Hiring (for applicants)

Subject line: Welcome!
Dear ,
I was pleased to hear that you accepted the position with our firm, and that you’ll be joining us September 7. Welcome aboard!

You'll be working closely with me for the first couple of weeks, until you get to know the routine here.

I'm looking forward to hearing your ideas. Don’t hesitate to call, text, or email me if you have any questions before your first day.

Best wishes,
Name
Title

Subject: Welcome!

(Name), I am glad that you have accepted the invitation for a position in our company and you will be joining us on September 7th. Welcome!
We will work closely together for the first couple of weeks until you become familiar with our routines.
I'm waiting for your ideas. Call, text, or email if you have questions before your first day.
Sincerely,
Name
Job title

Hiring (for colleagues)

Dear Staff:
is joining our team on May 1. will work as a in the department.

So, if you see a new face on May 1, let know that you are excited about his/her joining our team.

has worked at two others companies over the past ten years, so he/she brings a wealth of knowledge about .

's Bachelor's degree is from where he/she majored in .

has a passion for .

I appreciate you joining me in providing a warm welcome for .

With excitement,
Name of Department Manager/Boss

Dear Colleagues,
(First Name Last Name) will join our team on May 1st. (Name) will work as (job title) V (department name).

So if you see a new face on May 1st, let them know (Name) that you are glad to have him/her on your team.

(Name) worked in two others (name of companies) companies for the past ten years, so he/she will bring us a wealth of knowledge about (name of area).

(Name) has a bachelor's degree (name of discipline) (name of university).

(Name) gets carried away (Name).

Join me in my warm greetings (Name).

With excitement,
Name of department head/supervisor.

Leaving the company

Dear colleagues
I"d like to let you know that I am leaving my position at on .
I have enjoyed my tenure at, and I appreciate having had the opportunity to work with you. Thank you for the support and encouragement you have provided me during my time at .

Even though I will miss you, clients, and the company, I am looking forward to starting a new phase of my career.

Please keep in touch. I can be reached at my personal email address or my cell phone . You can also reach me on LinkedIn: linkedin.com/in/firstnamelastname.
Thanks again. It"s been a pleasure working with you.

Best Regards,
Your

Dear Colleagues,
I would like to inform you that I am leaving my post at the company. (company name) (date).
I was glad to work in (Company name), and I appreciate the opportunity given
Working with you. Thank you for the support and inspiration you gave me during
my work in (Company name).

But even though I will miss you, the clients and the company, I want to start
a new stage in my career.

Please stay in touch. You can contact me by personal email (address
Email) or phone (number). You can also find me on LinkedIn: (page address).
Thanks again. I was glad to work with you.

Sincerely,
Your (Name)

Birthday

If you need to congratulate a colleague on his birthday, it’s useful to have a few stock phrases on hand:

• May all your wishes come true → May all your dreams come true.
• I wish you a happy birthday → I wish you a happy birthday.
• Happy Birthday! Enjoy your wonderful day → Happy Birthday! Enjoy your wonderful day.
• I want to wish you all the best! I hope it is as fantastic as you are, because you deserve the best →I want to wish you all the best! I hope this day is as wonderful as you are, because you deserve the best.
• Have a wonderful day! I wish you many nice presents and a lot of fun! → May you have a wonderful day! I wish you many pleasant gifts and a lot of fun!

Rescheduling or canceling a meeting/call

Hi everyone,
Due to , the time of the has been changed from at in to at in .
If you have any questions, please feel free to contact me.
Best regards,
Name

Hi all!
Because of (name of the problem) time (event title) changes: from (date Time) V (meeting point) on (date Time) V (meeting point).
If you have any questions, please get in touch.
Sincerely,
Name

Dear colleagues
Because of some unavoidable circumstances, I have to reschedule our meeting to at . I hope you/everyone is comfortable with this new schedule. If you/any of you have a problem with this new program, please inform me at your earliest convenience.
Sorry for the inconvenience caused!
kind regards,
Name
Title

Dear Colleagues!
Due to unavoidable circumstances, I am forced to postpone our meeting to (date Time) V (location). I hope the new schedule suits you/everyone. If the new program is not suitable for you/anyone, please let me know as soon as possible.
I apologize for the inconvenience!
Sincerely,
Name
Job title

Detailed advice on the principles of constructing standard letters and other templates are available at https://www.thebalance.com.

Working with language

Electronic communication is not limited to the use of standard phrases and templates. Messages describe a unique problem or situation. If you don’t speak the language well, how can you be sure that the letter is written correctly and in a business style?

Use explanatory dictionaries

Bilingual dictionaries will help if you don't know the translation of a word. But they are of little use when it comes to style. Use English explanatory dictionaries: they indicate the style (formal and informal) and describe the situations in which the word is used.

Dictionaries from professional publishers for teaching English are available online: https://en.oxforddictionaries.com, http://dictionary.cambridge.org, http://www.ldoceonline.com, http://www.macmillandictionary.com. The shortened version is provided for free, the full version must be purchased, but for the purposes of business correspondence the shortened version is quite sufficient.

Structure of a dictionary entry:

• Part of speech,
• transcription with the ability to listen to pronunciation,
• definition,
• examples of using,
• synonyms,
• frequently used word combinations and phraseological units.

Pay attention to the note formal/neutral/informal(formal, neutral, informal), use formal or neutral style words. If the selected word is marked informal, check the synonyms section.

Don't ignore the examples, they help you place your chosen word or phrase correctly in a sentence.

Use activator dictionaries

These dictionaries are not built on the principle of an alphabet of words, like traditional dictionaries, but on the principle of an alphabet of concepts. For example, you want to convey the concept of “beautiful.” Find the concept beautiful in the activator dictionary. Below it is a list of synonyms for the word beautiful with definitions, examples and explanations of the difference between them. All possible options for expressing the idea “beautiful” are collected in one place, and there is no need to search for each word separately.

Today the dictionary-activator is published under the Longman brand: Longman Language Activator.

Check word compatibility using Google search

If words are combined in a Russian phrase, their joint translation into English is not always correct. Enter phrases in English into a search engine and check if the words appear nearby.

Check your text's grammar

If your command of the language is poor, use special services to check grammar and punctuation, for example, Grammarly.

Conclusion

If you conduct electronic correspondence with foreign colleagues, partners and clients, but do not speak English very well, use the checklist:

• Define your audience. Take its specifics into account when composing your message.
• Check to see if an existing template can be adapted to suit your purpose. Perhaps you want to wish a colleague a happy birthday? Use a template.
• Make a writing plan. Rely on standard email structure. Make sure you haven't missed anything.
• Choose common phrases that you will use. When choosing the style of phrases, focus on the audience.
• Fill in the constructed structure with your own words and sentences.
• Check the entire message for correct language using services, dictionaries and Google search. Have you taken into account the style of the chosen words? Do they go together?
• Make sure you don't violate the email composing guidelines. Is it possible to shorten it without losing its meaning? Does it contain jargon?
• Re-read the message. Make sure email etiquette is followed. Is the subject of the letter clearly stated? Are all typos corrected?
• Click Send!

Business letter in English

Business letter in English

should be short and simple, like any business message. There is no need to worry that your knowledge of English is not sufficient to write a letter. Effective writing in business usesshort, simple sentences and simple vocabulary.
The simpler it is written, the easier it is to read.

Greetings in a business letter in English

In a business letter in English, it is very important to write the recipient's name and gender correctly.Use the title "Mrs" for women ( Ms) and Mr. (Mr)
for men. In less formal settings or after a long period of correspondence, it is acceptable to refer to the recipient by his or her first name. If you don't know the person's name and can't find this information, you can write: TO WHOM IT MAY CONCERN:
(To whom it may concern).
The address is followed by a comma (colon in North America).
You don’t have to use punctuation marks at all; it has become fashionable in letters in English.

Here are some requests:

Contents of a business letter in English

The introduction of a business letter in English usually uses a friendly greeting, gratitude for your attention, or, sometimes, the main idea of ​​​​the message begins to be formulated.
After a short introduction, the first paragraph states the main idea of ​​your letter in one or two sentences.

Use a few short paragraphs to describe the main points of your message in more detail. If one paragraph is enough, don't write extra ones just to make the letter seem longer.
Use conversational language and ask simple and direct questions.
The polite tone of the letter is very important.

Write on your own behalf (i.e. use the pronoun “I”). Do not use “We” so as not to mislead the recipient of the message. It will be unclear to him who “We” is.

In the final paragraph of a business letter in English, you must make a reminder, indicate the urgency of the request, or thank you for your attention.

Business letter style in English

• When writing a business letter in English, use a formal writing style:
• try not to use exclamation marks and brackets, these marks are most often used in informal, friendly letters,
• do not use abbreviated forms such as it"s, don"t, you"ll and the like,
• do not use introductory words like well, you know, this is an informal, non-business style of writing in English,

Avoid starting sentences with words typical of a friendly writing style: also, and, but.

• In a business letter in English it is customary to write with a capital letter:
• words in the names of departments, companies and organizations (Cambridge School of Languages, Apple Inc.)
• words denoting the position held (Director, Captain),
• words included in the address of a business letter in English (London, Street, Room),
• names of goods, brands, documents (Iron, Letter of Guarantee),
• names of months and days of the week (Monday, March).

In a business letter in English, all abbreviations of the words listed above are written with a capital letter. All conjunctions, prepositions and articles associated with words that are written with a capital letter in writing, on the contrary, are written with a small letter.

Completing a Business Letter in English

At the end of a business letter in English, a final phrase is placed before the name, usually the word Sincerely (sincerely).
For letters to the UK that begin with the phrasesDear Sir, Dear Sirs, Dear Madam, Dear Sir or Madam,final phrase- Yours faithfully (with respect).
For the USA, a polite and neutral phrase is suitable - Very truly yours (Sincerely yours).
If you are writing to an old friend, the most appropriate closing phrase would be- Cordially yours (cordially yours).
If you used punctuation marks (comma or colon) in the greeting of an English business message, then you must also place a comma after the final phrase, before your name.
If you didn't use punctuation in your English greeting, don't use it after the final phrase.

When writing a business letter in English, we sometimes have difficulty finding the necessary phrases. Here are somephrases most common in English business language that will help you write a high-quality business letter.

All letters listed below are taken from real correspondence with administrators of English-language PTC sites. Maybe these letters are not perfect from the point of view of English grammar. But all the requests that were made in them were fulfilled by the administrators.

A person learning a foreign language must realize that the beauty of a language lies in its diversity. Of course, this is primarily a tool that allows us to convey our thoughts to the listener or reader, but the form is no less important than the content. Moreover, native speakers, listening to your speech, will truly appreciate your rich vocabulary. And this, you see, is a significant reason to be proud of the results of your labors. This requirement applies not only to advanced English lovers, but also to those who are just starting to learn English for beginners and with silent horror are opening an English dictionary or grammar for the first time. Useful words and their synonyms need to be sought out, written down, memorized and used in speech whenever possible. With this, I hope the LINGVISTOV team will provide you with all possible assistance.

I don’t know about you, but I very often get tired of the hackneyed “dear”, “baby”, “bro” and other banalities. In calls in spoken English there is also room to expand in terms of vocabulary, which can be replenished with slang expressions heard in films in English or read in books and magazines.

But let’s first take a look at the polite addresses. The most common forms are Mr.(Mister) Mrs.(Missis) and Ms.(Miss - for a young girl or unmarried woman), to which the surname of this person is added. For example, “No, Mr. Bond, I expect you to DIE! If you do not know the last name of the person you are addressing, use Sir, Madame or Miss; however, the latter can cause trouble if the girl is married (tested by bitter experience). The use of Ma'am, short for Madam, is very controversial:

In the UK it is hardly used and is considered an obsolete form.

In the US, the use of "madam" is limited to very formal occasions, while "ma'am" is common in everyday speech when addressing an adult woman who you assume may already have a family and children, especially if she is older. you. In the South and Southwest of the United States, “ma’am” is an address to any woman or girl.

There are many friendly addresses, as well as affectionate ones, in the English language. Addressing friends varies depending on which version of English you prefer, however, it is not limited to them.

British English:

chap: “Dear old chap, I’ve missed you!” (Old man, I missed you!)

mate(also Australia, New Zealand): “Hey, mate, do you want to hit the pub?” (Mate, let's go to the pub?)

pal(also popular in the US): “My most useful acting tip came from my pal John Wayne. Talk low, talk slow, and don't say too much.” - Michael Caine (The most useful acting advice was given to me by my friend John Wayne. Speak low, speak slowly and say little. - Michael Caine)

crony: “I"m going to the pub with me cronies” (I went to the pub with my friends.)

mucker(Ireland): “What about ye, mucker? Are you in or out?” (So, buddy? Are you in?)

American English:

homie: “Time to go, homie.” (Time to go, buddy.)

home slice: “You’re coming with us tonight, home slice?” - Sure.”

amigo: “Hey, amigo, long time no see.” (Hey, amigo, how many years, how many winters!)

buddy: “I'm going to have some beer with my buddy tonight.” (My friend and I will have a couple of drinks today.)

bestie: “You and I are besties for life!” (You and I are best friends for life!)

dawg: “Waddup, dawg? “Nothing, jus’ chillin.”

fella: “Good to see you, fella.” Most often used in the meaning of “guy, person (male)”: “Who are these fellas?” (Who are these people?)

dude: “Dude, where’s my car?” (classic)

Affectionate addresses to loved ones are also very varied. Here are some of them, in most cases used regardless of gender:

Honey (abbreviated as hon)

Sugar (also sugarplum, sugar pie, sugar cake, etc.)

And finally, some endearments divided by gender:

Nicknames for a Boyfriend	Nicknames for a Girlfriend
Handsome - Handsome Sweetie Pie - Darling, Sun Tiger - Tiger Hot Stuff - Sex bomb Cuddles (Cuddle Cakes, Cuddle Bunny etc.) - Cutie Prince Charming - Prince on a white horse, handsome prince Mr. Perfect (Mr. Amazing etc.) - Mr. Perfect Honey Bear Captain - Captain Lady Killer - Heartbreaker Marshmallow - Marshmallow Stud - Stallion Teddy Bear - Little Bear Zeus - Zeus Superman - Superman	Sweetie - Darling Babe (Baby Doll, Baby Girl etc.) Gorgeous - Beauty Honey Bun - Bun Cookie Monster - Cookie Monster (character from the series "Sesame Street") Biscuit - Cookie Cherry - Cherry Cupcake - Cutie Kitten - Kitten Precious - Darling, Precious Peanut - Baby Pumpkin - Cutie, Lovely Sexy Mama Snowflake - Snowflake Sugarplum - My Sweet Sweet Cheeks - My Sweet Dumpling - Cutie

Here it is important to avoid excessive familiarity, because, as one of my good friends says: “I"m not your honey, darling, sweetheart, dear, ducky, or any other diminutive creature.”