The following is a list of standard phrases that are often used in business letters. They have been divided into sections according to their function. You can copy them directly into your own business letters.


Dear Sir,

Dear Madam,

Dear Sir/Madam,

Dear Sir or Madam,

Dear Mr. / Mrs. / Ms. / Miss / Dr. Smith,

Opening sentences

With reference to your E-mail / phone call / letter of 14th February, ...

In reply to your letter of 14th February, ...

Further to our telephone conversation of yesterday, ...

Thank you for your interest in our company / firm.

Thank you for your recent E-mail / letter.

Thank you for your recent order.

We are pleased to inform you that ...

I am happy to tell you that ...

We regret to inform you that ...

I am sorry to have to tell you that ...

Please find enclosed ...

I am writing to confirm that ...

I am writing to inquire whether ...

Dealing with problems

Please let us know what has happened to our shipment.

I am very sorry to hear about the problems you have experienced and I fully understand your disappointment with the service you have received.

I apologize for any inconvenience this has caused you.

I am sorry about the delay in responding to your E-mail / letter.

Please accept our apologies for the delay.

I am sorry to inform you that we must cancel our order.

I will let you know as soon as I have any further news about the situation.

Thank you for your patience.

Chasing payment

Unfortunately, we have not yet received payment for the above invoice.

I regret to have to point out that the above invoice has not yet been paid.

Applying for a job

I read with interest your advertisement in this week's "Daily Planet".

I feel that my experience and qualifications would make me well-suited to this position.

I would be available for an interview at any time.

(Also look at the page on English application letters)


I am sure you will find plenty to interest you in the enclosed brochure / catalogue. (US catalog)

I am sure you will find our prices competitive and our service of the highest standard.

If you would like to arrange a meeting to discuss this project, please contact me on the above number as soon as possible.

Please confirm that the above arrangements are acceptable.

I can confirm that your order was shipped on 18th June by air freight.

Closing sentences

If you have any further questions, please do not hesitate to contact me personally.

We look forward to hearing from you.

We look forward to receiving your order.

Thank you once again for your efforts.

I look forward to meeting you in July.

Closing phrases

Yours sincerely,

Yours faithfully, (only used with Dear Sir, Dear Madam, Dear Sir/Madam)

With kind regards,

Best regards,

Best wishes,