In the modern world, email is no longer so popular for personal correspondence - this niche has been occupied by social networks and instant messengers. However, it is still widely used for business communication and is not going to retreat. From this article you will learn the main features of conducting business correspondence in English, what elements an email consists of, and what you should avoid in business communication.
Two types of business correspondence in English
Who needs to know how to write business letters in English? As a rule, people who need it for work. Suppose you get a job at a certain company, your responsibilities include correspondence in English on various work issues. All business letters can be divided into two large categories:
- Letters in free form.
- Template letters: applications, reports, etc.
In my opinion, it makes sense to learn to write free form letters, and template letters are easier to learn while working, because they are different everywhere and there is simply no point in trying to learn all the templates. As a rule, every enterprise has a certain “settled” idea of how to write various applications-reports, even congratulations, and in 90% of cases there is simply a set of ready-made forms in doc or xls format, in which you only need to insert numbers and surnames.
What does an email consist of in English?
Sender of the letter in English sender, recipient – recipient, technically an email consists of several elements:
- Subject- letter subject. It is written briefly and clearly, for example: Payment Confirmation - Confirmation of payment. If the content of the letter is tied to a date, they also try to include it in the subject: Farewell Party on April 21 - Farewell party on April 12.
- Body– the body of the letter, that is, the content, the text itself. Let's look at it in more detail below.
- Attachment– attachment, attached file. Try not to make attachments with heavy files.
- CC- a copy of the letter. If you add an address to the “CC” field, this recipient will also receive the message.
- BCC- hidden copy. The recipient added to the “BCC” field will receive the message, but other recipients will not know about it.
By the way, CC stands for carbon copy- typewritten copy. On typewriters, if it was necessary to make two identical documents, carbon paper and a second sheet were placed under the main sheet. The output was two identical documents. The carbon copy was called carbon copy.
The abbreviations “CC” and “BCC” – hello from the era of typewriters
BCC stands for blind carbon copy. On writing machines, it was sometimes necessary to make two identical documents, but for different recipients. In this case, the document was made entirely as a carbon copy, but the field with the recipient’s name was left blank. It was filled out separately on each copy. Such a copy without a name was called a blind carbon copy, literally “blind typewritten copy.”
How to read an email address out loud in English?
An important point that is sometimes overlooked. Sometimes you need to dictate an email orally, for example, over the phone. Here's what you need to know:
- Symbol ' @’ reads like at, under no circumstances dog!
- The period in an email address is called dot, but not point, full stop or period(read about the difference between these words).
- Symbol ‘-‘ reads like hyphen, sometimes they are not called quite correctly dash(dash is a dash, that is, a longer version of hyphen).
- Symbol ' _’ reads like underscore, less often: understrike, low dash, low line.
[email protected]– support at hotmail dot com
[email protected]– help hyphen me at gmail dot com (gmail is read as “gmail”, not “gmail”)
As you can see, the words in the addresses are read simply as words, and not spelled out as is the case with first and last names. However, if the email contains , or incomprehensible sets of letters, it is better to read them letter by letter:
[email protected]– a l y o n u s h k a at nomail dot net
I think that if you are reading an article about business correspondence, you definitely know :)
The well-known domain zones com, net, org are read like a word, not by letters. Less well-known ones, such as ru, are usually spelled.
exam [email protected]– example underscore address at mail dot r u
Composition of email text in English
An email is longer than “text” (as SMS and messages in instant messengers are generally called; the process of correspondence itself is texting) and contains traditional messages, but you shouldn’t beat around the bush, express your thoughts more clearly.
Basic elements of email:
- Greetings– may include calling the addressee by name, if known.
- Introduction– if you do not know the recipient of the letter, briefly introduce yourself.
- Purpose of the message– get to the point and explain why you are contacting.
- Details– if necessary, mention important details. If it is implied that the recipient of the letter should do something after reading it (follow the instructions, call someone, answer, forward the letter, etc.), write about this politely but unambiguously.
- Signature- the letter traditionally ends with some kind of farewell formula of politeness, your name, surname, sometimes indicating your place of work, address and telephone number, if appropriate.
Let's take a closer look at the greeting and signature - they are written in a formulaic manner.
Options for greeting in an email in English
Most often they simply write “Hello + name”:
More formally:
“Dear” is not “dear”, as when addressing a husband or wife, but an analogue of our “respected”. Please note that there is no comma after “hello” or “dear”. If the addressee is unknown, for example, you are writing to a certain “HR department”, you can simply address “Hello”, “Dear Colleagues” (if these are colleagues), “Dear All” (a group of colleagues), “Dear HR department”.
There are also generally accepted appeals to an unknown man or woman: Dear Sir, Dear Madam or Dear Sir or Madam (if you don’t know sir or madam), To Whom It May Concern (to everyone who may be concerned). The first two are undesirable, as you may accidentally contact someone with the wrong gender; the second two are used, but are considered a bit old-fashioned, very formal. If possible, it is better to address them by name (Dear Margaret) or department/department (Dear Marketing Department).
Often used by name without a “welcome word”, just “James”. This is how they write to familiar colleagues (the person at the next table) or when this is not the first letter in correspondence and there is no point in saying hello every time.
How to end an email
The letter can be completed by simply writing your first name or first and last name, but usually some polite wish is added before this. Most popular:
- Best regards! (or just “Regards!”) – Best wishes!
- Kind regards! - the same.
- Best wishes / Warm wishes – the same thing again.
Some manuals also mention “Sincerely yours” or “Faithfully yours” (sincerely yours), but personally I have almost never seen such signatures, and from foreigners I have heard that these formulations sound not only funny, but very old-fashioned. Actually, like “sincerely yours” in Russian. However, quite often they simply write “Sincerely” at the end of a business letter.
Useful phrases for business correspondence in English
In addition to template greetings and farewells, there are several more phrases that can be used in correspondence.
- I hope you are doing well- "I hope you are fine". A simple, albeit well-worn way to start a letter. A written analogue of the stock phrase “How are you?” More official version: I hope this email finds you well.
- I just wanted to update you on… –“I just wanted to add that...” A good way to provide additional information about something the recipient already knows.
- I just wanted to let you know that...- “I just wanted to inform you that...” Similar to the previous one: we supplement the already known information. It can also be used as a universal introduction to a short message about some important facts and details.
- Please be informed/advised- "Please note".
- FYI– abbr. from For Your Information, which can also be roughly translated as “take note.” Abbreviations are appropriate to use between colleagues when communicating on routine work issues. It’s better not to write to a stranger or a client like that.
- Please find (see) attached- literally “find in the attachment” (so, of course, no one speaks Russian). This lets you know that the email has an attachment. For example: Please find attached the report - The report is attached.
- For future details– “in more detail”, “for more detailed information" It is appropriate at the end of the letter with a link to the contact person: For future details please contact my assistant - For more detailed information, please contact my assistant.
- I look forward to your reply / hearing from you- "Looking forward to your response". A polite way to let them know that it would be nice to respond to your letter.
- Thank you for your time –“Thank you for your time.” A universal formula that would be appropriate to put before the signature.
Sample business letter in English
Here are a few examples of letters written with varying degrees of formality. In the email, I will inform the recipient that the meeting on Friday has been rescheduled from 9:00 to 10:30. The subject line for all emails will be the same: Meeting Time Changed to 10:30 a.m.
1. Very formal.
Dear Mr. Jefferson
I hope this email finds you well. This is Sergey Nim from Roga and Kopyta Inc. I wanted to update you on the meeting we are having on Tuesday. Due to the weather conditions it has been moved from 9:00 a.m. to 10:30 a.m.
Would you be so kind as to let me know if you will be able to attend it? Please accept my apologies for the inconvenience.
Sincerely,
Sergey Nim
Roga and Kopyta Inc.
The formality of this letter is given by:
- Appeal Dear Mr. Jefferson.
- Phrase I hope this email finds you well– a more formal version of the phrase I hope you are doing well.
- Turnover would you be so kind as – would you be so kind.
- Apology Please accept my apologies – please accept my apologies.
- Sincerely at the end of the letter, the name of the company.
2. Less formal.
Hello Alex,
This is Sergey from Roga and Kopyta Inc. I wanted to update you on the meeting we are having on Tuesday. Due to the weather conditions the meeting has been moved from 9:00 a.m. to 10:30 a.m.
Please let me know if you will be able to attend it. Sorry for the inconvenience.
Best regards,
Formality is reduced due to:
- Simpler calling, calling by name.
- Sorry instead of “accept my apologies”.
- A less solemn conclusion to the letter: best regards.
Most business letters are written in this tone. In fact, no one needs medieval formulas of politeness anymore.
3. Informally, but within the bounds of decency of business correspondence, for example, to a familiar colleague.
I just wanted to let you know that the Friday meeting had moved to 10:30 a. m. I'm really sorry about that. Will you be able to attend it?
Short and to the point. Colleagues you see at work every day don’t necessarily ask how they are doing every time you write.
In conclusion, here are some tips general, which do not fit into any of the points above.
1. State the essence of the letter in the subject line.
The topic should be extremely informative and at the same time brief. A person comes to the office, opens Outlook and sees 20 emails. He quickly “scans” the topics with his eyes - already at this stage it should be clear to him why you wrote to him. It’s a very bad idea to write topics about nothing: “Please read it”, “Important”, “Hi”. Write more specifically: “Booking Approval”, “Flight Delayed to 12:00 a.m.”, “Orientation at 9:00 on Tuesday”, “Schedule for May”.
2. Be polite.
In business communication, politeness is a must. It is important to observe etiquette, write “thank you” and “please”, otherwise you will, if not ruin your relationships with people, then make them a little more tense. There's enough tension in the business world; there's no need for more.
Please also note that in English, the imperative mood without “please” can in many cases be regarded as an order, especially in writing, where, unlike spoken language, intonation is not reflected.
- Send me the annual report. – Send me the annual report (order).
- Please send me the annual report. – Please send me the annual report (request).
When you ask for something, offer something, or give an order (and this is the content of 90% of letters), it is customary to do it within the bounds of decency, without adopting a despotic command tone.
3. Avoid ambiguity, be precise.
There is no place for wit and sarcasm in business correspondence, especially when there is communication between people from different countries. Business language is extremely sterile, because all sorts of humorous jokes can be misunderstood. Also, don’t go around and around for a long time; state the essence of the message clearly and specifically.
4. Write briefly and simply. Don't be smart!
Try to avoid long sentences and tricky wording. Write in simple words without complex sentences with dozens of subordinate clauses. The more complex you write, the more likely you are to make mistakes and confuse the recipient.
Don't try to show that you know “smart” words and phrases. This is of no use. If you use a bunch of smart words correctly, it will sound somehow arrogant, if you use it incorrectly, it will sound funny.
5. If necessary, structure the letter.
For example, you need to outline a list of wishes for the design of a wedding hall. Write them as a list, rather than merging them into one paragraph-sheet. Use a numbered list or bullet points (dots).
6. Make it clear to the reader what you want from him.
Sometimes there are letters, after reading which you cannot understand whether they want some action from you or just inform you? If it is implied that the reader must respond, forward the letter, get up and go somewhere, etc., make sure that the letter (at the beginning, at the end, at the beginning and at the end) clearly states what needs to be done.
7. Check the letter before sending.
After writing a message, re-read it. Make sure that the letter is written politely, without ambiguity, and its essence is clearly clear. It's okay if the text is imperfect and you doubt a comma. Even native speakers (as in Russian) can very rarely write in English with 100% literacy, but try not to make at least obvious mistakes and typos.
8. Learn from your colleagues, read correspondence in the company.
This advice is for those who need business writing skills for work. Different companies may have their own local quirks regarding correspondence. For example, in some places it is considered bad manners to address someone by name, but in others they will laugh if you write “Dear Paul” instead of “Hi Paul”. Ask your colleagues what and how you do, read their daily correspondence - this works better than any business English textbook.
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You need to write an email in English - the example will help you with this! In the era information technologies business correspondence is becoming digital. Today, email is an integral way of communication. There is no denying the need to know the basics of business correspondence. In this article we will look at the basic rules for writing emails, and also give an example of an email in English.
Emails are conventionally divided into formal and informal. The vocabulary in the two types of letters is different, let's look at the two types of letters in more detail:
Formal letters:
- Corporate correspondence.
- Letters for business partners.
- A letter of appeal to an organization, technical support or online store.
Informal letters:
- Intended for an acquaintance, friend, friend.
- Addressed to a family member.
Below we will look at a step-by-step guide for creating an email in English, as well as basic phrases for use in correspondence.
Main components of a letter:
- Subject (subject of the letter) – should be short, simple, maximally reflecting the essence of the letter. For example, Custom declaration – Customs declaration. Informal subject line: Birthday Invitation on 12th of February – Invitation to a birthday party on February 12th.
- Body (letter body) – in this section you need to write the main content of the letter.
- Attachment (attachment) – if, in addition to textual content, you need to attach images, documents, an agreement, then by all means do this, but indicate this to the recipient of the letter. For example, “Please find attached the file” - “Please read the files in the attachment.”
- CC is a copy of the letter. If you need to send a letter to several recipients, then indicate the email addresses in this line.
Basic elements of email:
- Salutation—Includes the recipient's name, if known. For example, “Hello John” - “Hello John” or “Good day Mr. Smith” – “Good afternoon, Mr. Smith”
- Introduction – If you are writing a letter to a stranger, introduce yourself. For example, “My name is Julia, I am working as a web designer at ABC Company” - “My name is Julia, I work as a web designer at ABC Company.”
- The purpose of the message is the main part of the letter, in which it is necessary to indicate the main content and purpose of the letter.
- Details - indicate the information that the recipient should pay attention to, highlight all the important nuances. Perhaps you are waiting for feedback, or you urgently need to get a document from a person. Information written in a separate paragraph will definitely focus the recipient's attention on specific information.
- End your email with a basic polite phrase, then include your details and contact information. If you work for a company, then you probably already have a signature in English.
To begin with, dear readers, let's define the goals of our lesson. So, we must determine what a personal letter is and how it differs from a business letter, study its structure, and most importantly, learn how to independently write a letter to a friend in English using ready-made templates.
People use letters as a way to exchange information around the world. Letters can be written to friends, relatives, acquaintances or people with whom we are unfamiliar, for example, business partners. It is the person to whom your letter is addressed that determines whether it belongs to business or personal correspondence, and the form, structure and style of writing your letter depends on its affiliation. You could familiarize yourself with the rules for writing business letters in our previous article, letter in English, and now we will get acquainted with the features of writing personal letters in English.
So, friendly or personal letters are usually addressed to people you know personally (friends, relatives, loved ones). The language used to write such letters may be colloquial. For example, 1st and 2nd person pronouns (I, you) are used very often. It is possible to use dialect words, slang words, exclamations, interjections, vernacular, modal verbs, affectionate forms, etc. In personal letters, you can freely express your opinion, i.e., a subjective assessment of any situation is not prohibited. Personal letters can have a strong emotional overtones. As you can see, friendly correspondence does not have such strict stylistic restrictions as business correspondence.
As for the structure of a personal letter in English, its form is practically no different from a business letter; it’s just that some points can be neglected at your discretion. You can familiarize yourself with the structure of a letter in the article “Learning to write letters in English correctly.” If you have to write a personal letter to a friend in English, for example, during an exam, then of course the form of the letter cannot be neglected. 
Step-by-step letter structure with template phrases
So, a personal letter to a friend in English must, according to all the rules, include 5 points:
The first point is the “header” of the letter, i.e. the sender’s address and date. (Heading: address and date)
The address is written in the upper right corner and has the following sequence: house number with the street name, separated by a comma, apartment number. The next line shows the city and postal code, and the next line shows the country. Do not put any commas or periods.
46 Riverview Park
New York 542 210
USA
15th February, 2008
On the next line or every other line immediately below the address, the date is written. Several spelling options are possible:
May 12, 2014
May 12th, 2014
May 12, 2014
May 12, 2014
The 2nd point is “appeal”. (salutation or greeting) The appeal is written on a new line on the left. After the address, as a rule, a comma is placed.
Very often the address begins with the word Dear + the name of the person to whom you are writing.
Dear Rima, Dear Karan
Dear Daddy, Dear Mammy
Dear Uncle Ray
Dear Mr. Green
Various options are possible. It all depends on who you are writing to.
My dear Jim
dearest
My darling
Or simply - Hello, my dear Olya
The 3rd point is “the main text of the letter”. (body/message)
The first paragraph of the main text is an introduction or an opening sentence, where you can thank your friend for the previous letter, tell him why you haven’t written for so long, or simply write that you were very glad to hear news from your friend. It roughly looks like this:
I’m writing to (thank/ tell/ ask/ congratulate/ apologize/ etc.) - I am writing to you to (thank, say, ask, congratulate, express regret, etc.)
I’m writing to thank you very much for the nice post card... - I’m writing to you to thank you for the wonderful postcard...
Many thanks for your letter... - Thank you very much for your letter...
I was very glad to get your letter... - I was very glad to receive your letter...
Thanks for your recent letter. It was good to hear from you... - Thank you for your last letter. I was glad to hear from you...
I've been meaning to write to you for ages but somehow just haven't been able to find the time I really should have written sooner…- I was going to write to you a long time ago, but somehow I never found the time, I really late with the answer...
I’m sorry I haven’t written for so long but I’ve been really busy with... - Sorry for not writing for so long, but I was really busy...
I must apologize for not writing earlier... - I must apologize for not writing earlier...
I’m sorry I’ve taken such a long time to reply to your last letter... - Sorry that it took me so long to answer your last letter...
In the second paragraph you can answer your friend's questions. If you are writing a letter to a friend in English as an assignment for an exam, the assignment will usually include questions that you must answer.
You are asking me about... I"ll do my best to answer your questions. - You asked me about... I will try to answer your questions.
That's about all I can tell you on this problem. - That's all I can tell you about this.
In the third and fourth paragraphs, you talk about events in your life, share news and ask your questions to a friend.
Nice is some news about... - I have news about...
I think you are studying hard now. Have you already chosen the university where you are going to apply? Will it be difficult to study there? “I think you’re studying hard now.” Have you already chosen the university you will attend? Will it be difficult to study there?
How has your summer been? - How was your summer?
What have you been up to? — What interesting happened to you?
Are you playing any sports? — Do you do any sports?
Have you been traveling? -Have you traveled?
I am preparing for entrance exams to the university. — I am preparing for the entrance exams to the university.
We are going to travel to Turkey. — We are going to go to Turkey.
The fifth paragraph is the closing sentence, where you bring your message to a close and can wish success, ask for something, or express hope for something. You can also write that you are in a hurry somewhere or it’s time for you to go somewhere.
Anyway, I must go and get on with my work. - In any case, I have to go on working.
Well, got to go now. - Well, that's all.
I’ve got loads of homework to do tonight. — I have a whole bunch of homework for today.
I must finish my letter because it is very late and I must go to bed (because my Mum is calling me / because I have to do my homework). — I’m finishing my letter because it’s late and it’s time for me to sleep (because my mother is calling me / because I need to do my homework)
Hope to hear from you soon. “I hope to hear from you soon.”
Drop me a line when you are free. - Write me a few lines when you are free.
Looking forward to hearing from you. - I look forward to hearing from you.
Write soon. - Write as soon as possible.
See you soon! - See you soon!
Do keep in touch! - We'll be in touch!
Don't forget to write! - Don't forget to answer!
Looking forward to seeing you. - I'm looking forward to meeting you.
Write back to me soon. - Answer as soon as possible.
Let me know what happens. - Let me know what's going on.
I hope this advice is of some help to you. — I hope that my advice will be useful for you.
The 4th point is the final polite phrase (subscription/ closing). A comma must be placed after the final phrase.
Love,
Best wishes,
All the best,
Yours,
The 5th final point is your signature. You put your signature on the next line under the final phrase without a period.
So, as you noticed, a letter to a friend in English has the same structure as a business letter. The main difference lies in the style of the language. This is why template phrases for personal and business letters are completely different.
I want to give you a couple more tips for successfully writing a letter to a friend in English. To ensure that the text is complete and sounds good, use linking words and conjunctions: just now, and, at all, but, that's why, also, as for me, maybe, though, so, not only, to tell the truth, besides, now, first, also, finally, but, however, so that, such as, for example as, because, when, while, Well, Right… Use short forms of verbs: I've, there's, I'd...
If your English vocabulary is not that great, you can still easily cope with a task such as writing a letter to a friend in English. To do this, you will have to visually remember the structure of the letter and memorize a ready-made template, which will need to be supplemented with a couple of sentences.
You can create a template yourself using the phrases we have selected for each item.
Letter template to a friend in English
46 Riverview Park
New York 542 210
USA
My dear Jim,
Thanks for your letter. I’m sorry I haven’t written for so long but I’ve been really busy with…
You are asking me about… I’ll do my best to answer your questions. (answer questions)
Nice is some news about... (telling the news)
What have you been up to... (ask your questions)
I must finish my letter because it is very late and I must go to bed. Hope to hear from you soon.
Love,
Mary
Here's how to easily write a letter to a friend in English using template phrases! All you have to do is add a couple of sentences and the letter is ready!
Study the following letters to a friend in English with translation in order to better understand the structure of such letters.
Examples letters in English with translation
46 Riverview Park
Glentown
Dublin 23
Dear Jim,
How are things in Wicklow? I have not seen you for ages so I decided to write and give you all the news from Glentown.
The football team is doing really well this season. We have reached the semi-final of the Cup. The new goalkeeper we got after you left is great. He has not let in a goal in the last three matches.
My sister, Sandra, Has just had a baby girl, so I am now an uncle. Maybe I will be able to make some money from baby- sitting and then I can come down on the train to visit you.
Write soon and let me know all the news.
Your friend,
Martin
46 Riverview Park
Glentown
Dublin 23
Dear Jim,
How are things in Wicklow? I haven't seen you for ages, so I decided to write to you and tell you all the news about Glentown.
Football team really doing well this season. We have reached the semi-finals of the Cup. The new goalkeeper who joined us after you left is great. He hasn't conceded a single goal in his last three matches.
My sister, Sandra, just had a baby girl, so I'm now an uncle. Perhaps I can earn some money as a nanny and come by train to visit you.
Reply to me as soon as possible and tell me all the news.
Your friend,
Martin
12 Hill Drive
Navan
Co. Meath
Dear Susan,
I hope everything is well with you. It has been ages since we saw you here in Meath.
I am writing to ask you to come and stay with us the weekend of the 6th June. We are having a little get together because John is going to Australia for a year. It would be lovely for him to see you before he goes, you are his godmother after all. Let me know if you can make it, don’t worry if not, any weekend before then is fine.
We are all in good form here. Very busy trying to get John organised. I will miss him while he's away.
I do hope all the family are well.
12 Hill Drive
Navan
County Meath
Dear Susan,
I hope you are doing well. It's been forever since we've seen you here in Meath.
I am writing to ask you to come and stay with us on the weekend of June 6th. We're all getting together because John is going to Australia for a year. It would be great for him to see you before he leaves, after all, you are his godmother. Let me know if you manage to come, if not, don’t worry, you can come any weekend before he leaves.
We are fine. Constantly busy trying to get John ready for the trip. I will miss him very much when he leaves.
I really hope everything is okay with your family.
With love,
Mary
12 Hilly Drive
Navan
Co. Meath
Dear Susan,
I am writing to say thank you for the lovely flowers. I can’t believe you remembered my birthday! You are so thoughtful.
We are all in good form here. I do hope all the family are well. Paul is starting a new job next week. I hope to get down to Cork to visit you soon.
Thanks again.
12 Hill Drive
Navan
County Meath
Dear Susan,
I am writing to thank you for the beautiful flowers. I can't believe you remembered my birthday! You are so attentive.
We are fine. I hope everyone is doing well too. Paul starts new job next week. I'm thinking of coming to visit you in Cork soon.
Thank you very much again.
With love,
Mary
46 Riverview Park
New York 542 210
USA
Hi Sophie,
I’m writing this from the cutest little café in New York! Mum’s been making sure we don’t miss one sight in the whole city, so we’ve been walking almost all day. So far we’ve seen Times Square, Broadway, Central Park and The Plaza. I caught a glimpse of the Statue of Liberty but we’re going to go and see it properly tomorrow!
The streets are super busy here and everyone looks amazing in their winter coats and hats. I had to buy mittens today! I miss being able to feel my fingers!
Hope you're enjoying your holidays.
Miss you times a million, see you back in Adelaide on the 20th!
Love,
Ashley
PS: I’m bringing you back a souvenir!
46 Riverview Park
NY
USA
Hi Sophie,
I'm writing to you now from the cutest little cafe in New York! Mom does everything possible to ensure that we never miss anything interesting in the city, so we spent almost the entire day on our feet. So far we have already seen Times Square, Broadway, Central Park and the Square. I caught a glimpse of the Statue of Liberty, but we're going to explore it properly tomorrow!
The streets here are super busy and everyone looks amazing in their winter coats and hats. Today I had to buy mittens! I'm losing the ability to feel my fingers!
I hope you enjoy your holiday.
Miss you like crazy, see you again in Adelaide on the 20th!
With love,
Ashley
PS: I'll bring you a souvenir!
12 Tulip Road
Flowertown
Dublin 20
Dear Sally,
How are you settling down in your new school in Cork? Our class is quite different since you left. It’s much quitter for a start. All the teachers are remarking on it!
We had an English test yesterday. WhenMrs. Byrne came in today with the results she was so mad there was nearly smoke coming out of her ears!
Phil Martin and Sandra Byrne have split up. Phil is really down in the dumps. But otherwise everyone is in great form. We are all going down to the club in the Sports Center on Friday night. It’s a pity you won’t be with us.
Write soon and tell us all about Cork. Goodbye for now.
12 Tulip Road
Flowertown
Dublin 20
Dear Sally,
How have you settled into your new school in Cork? Our class has changed a lot since you left. Many people have become lazy. All teachers notice this!
Yesterday we had an English test. When Ms Byrne came in with the results today, she was so angry she thought she was about to have smoke coming out of her ears!
Phil Martin and Sandra Byrne fled. Phil is now walking around like he's lost. But in all other respects we are fine. We're going to the club at the Sports Center on Friday night. It's a pity that you won't be with us.
Write as soon as possible and tell us about Cork. Well, bye.
With love,
Joe
2 West Road
Violetville
Cork
Dear Joe
Greetings from Cork! Now that we have settled in our new house I am having a house- warming party to celebrate.
I am inviting some of the gang from Dublin and some of my new school friends from Cork.
The fun begins at 9 pm on Saturday, 3rd March. Why not come down on Friday night and stay for the weekend? I have asked Sandra and Brian to stay over also.
The train leaves Dublin at 4.15 pm and arrives in Cork at 7.30 pm.
Correspondence is an old method of communication, which even now, in the age of modern technology, does not lose its relevance.
Do you agree that letters written by hand and sent by mail have their own special magic?
In England today there is a good tradition of exchanging letters. These could be congratulations on important events in life, invitations to a meeting, or just a letter of gratitude. There are no hard and fast rules on how to write such letters. But still, there is a certain etiquette that should be observed when writing personal letters.
From this article you will learn the rules for writing and formatting informal letters in English. Get acquainted with the structure and types of letters in English, and also find live examples and templates with translation.
Types of Informal Letters
Among personal letters, there are several main types, or rather, reasons for writing them:
- Congratulations on your wedding day, birthday, birth of a child, graduation from university, etc.
- Invitation to a wedding, housewarming or other celebration
- Gratitude for an invitation, favor or good advice
- Declining an invitation
- Apology or condolences
Letter structure
The structure of a personal letter is simple and consists of several main parts:
Appeal
You can address the recipient by last name or first name if you have a close relationship with him. The choice of address depends only on the degree of your acquaintance with the addressee and can be anything. The most common options:
- (My) dear... - (My) dear…
- (My) dearest… - (My) dear… / (My) dearest
- Dear Mr. Brown - Dear Mr. Brown
- Dear Kate - Dear Kate
After the address, a comma or exclamation mark is placed, and the letter itself continues with a new paragraph.
On a note: Dear sir / Dear madam are used only in formal or business letters, and also when we do not know the name of the person to whom we are writing.
Remember that, unlike the Russian language, in formal letters it is considered bad form to put an exclamation mark after an address. So, a note to a friend can begin with “Dear John!..”, but in a wedding invitation it is better to write “Dear John,...”.
Opening phrase
This is a short sentence after the address in which you need to indicate the main purpose of the letter or the reason why you are writing to the addressee.
An introductory phrase could be gratitude for an invitation to a holiday, a request for a meeting, and so on. With this phrase we indicate our intentions towards the recipient of the letter.
Main part
Several paragraphs in which you can reveal the purpose of the letter in more detail. They are drawn up in free form and may contain clarifications, time and place of meeting, or other important information.
On a note: In official correspondence, it is not advisable to use abbreviations of auxiliary verbs, such as don"t, it"s, etc. Use the full form: do not / it is, etc. The same rule applies to invitations to events, congratulations and other types of formal letters. If you are writing to a close friend or loved one, abbreviations are quite acceptable.
Conclusion
One or two sentences that summarize the letter. In conclusion, you can express your intention to continue correspondence or ask the recipient for a response if you are sending an invitation to a meeting or event.
Farewell and signature
Similar to the address, it is better to choose the signature and final phrase based on the degree of closeness of the relationship with the recipient. The most common and universal phrases:
- Love / With love / With all my love / Lovingly yours / Lovingly / All my love - With love (Loving you, your loving)
- Yours ever / Ever yours / Always yours - Always yours (yours)
- Sincerely yours / Yours sincerely / Sincerely / Yours - Sincerely yours
- Faithfully yours / Faithfully - Best regards
- Best wishes / With best wishes / (Best) regards - Best wishes
- Cordially yours / yours cordially - Cordially yours
- Devotedly yours / Truly yours / Yours truly - Devoted to you
- Your very sincere friend - Your sincere friend
- Lots of love / kisses - With love / Kisses
After any phrase, place a comma, and then the sender’s name on a new line.
Rules for writing letters in English and postal etiquette
- Be polite and not too emotional
Whether you're writing to a friend in London or responding to an invitation to a party, be nice and friendly. Even if you refuse the addressee's request, do it politely. Also, there is no need to put a lot of exclamation marks and emoticons in emails.
- Communicate the purpose of the letter from the beginning and write coherently
Briefly express the main idea and purpose of the letter in the first lines - this will help the recipient better understand what you want from him. In addition, you should not “jump” from thought to thought and write incoherently. Think over the text of the letter in advance and reveal the main ideas briefly and one after another.
- Break the letter into paragraphs and do not overuse long sentences
Large text is much easier to read when it is broken down into short passages with main ideas. You should not overload the letter with long and complex sentences - it is better to break such phrases into several parts. The meaning will not suffer from this, but the structure of the letter will improve significantly.
- Write correctly
Phrases for personal letters for all occasions (in English with translation)
Gratitude in response to the previous letter and continuation of correspondence:
Thank you so much for your warm letter... - Thank you so much for your warm letter...
Many thanks for your kind and warm letter - Thank you very much for your kind and warm letter...
I received your letter yesterday... - Yesterday I received your letter...
I was delighted to receive your letter - I was glad to receive your letter
I appreciate your kind words - I appreciate your kind words
It was nice to have a letter from you after so long and to hear that... - It was nice to receive a letter from you after such a long time and to hear that...
I have just received your letter and... - I just received your letter and...
This morning, to my great astonishment, I received a letter from you - This morning, to my great surprise, I received a letter from you
So much has happened since I wrote you - So much has happened since I wrote to you
What a long time it has been since we last met! - How much time has passed since we last met!
It’s been a long time since I heard from you and I am anxious to know how you are getting on - It’s been a long time since I heard anything from you, and I really want to know how you are doing
As soon as I heard… - As soon as I heard...
How are you these days? - How are you doing now?
You will be wondering why it has taken me so long to reply... - You will ask why I waited so long to answer...
Now that I am finally able to sit down and write you again... - Now that I can finally sit down and write to you again...
By now everyone in the world except me seems to have written to congratulate you, but I have been... - It seems that everyone in the world, except me, has already written to you and congratulated you, but I was...
I have delayed answering this letter because... - I was delayed in responding to this letter because...
I am so pleased that you... - I'm so glad that you...
I am writing you... - I am writing to you...
I have not heard from you... - I haven’t heard from you...
How nice to hear that you... - How nice it is to hear that you...
Gratitude for a gift or meeting:
This is just a brief note to thank you for... - This is just a short note to thank you for...
I don"t know quite how to thank you for… - I don’t even know how to thank you for…
I am sincerely grateful to you for... - I am sincerely grateful to you for...
How very kind of you to remember my birthday and what a lovely present! - How nice of you to remember my birthday, and what a lovely gift!
Now that I am back home I want to write straightaway and thank you for... - Now that I am back home, I want to immediately write and thank you for...
I regret very much that I did not have an opportunity to thank you personally for... - I really regret that I did not have the opportunity to personally thank you for...
What exciting / wonderful / thrilling / happy news! - What exciting/wonderful/exciting/joyful news!
What a pleasant surprise! - What a pleasant surprise! / What a pleasant surprise!
Ask for a favor:
I should be grateful if you would... - I would be grateful if you...
I want to ask you for a very great favor - I want to ask you for a very big favor
Could you do me a favor? - Could you do me a favor?
I hope you will forgive me for troubling you, but it has occurred to me that you are the only person who may be able to help me - I hope you forgive me for disturbing you, but it so happened that you are the only one who could help me
Please forgive me for troubling you but I would be very grateful if you would help me in a very delicate matter - Sorry, please, for disturbing you, but I would be very grateful if you would help me in a very delicate matter
Apologies and condolences:
I am terribly sorry that I could not meet you as planned - I apologize that I could not meet you as planned I was sorry to learn that... - I regretfully learned that...
Please accept my deepest / sincere condolences - Please accept my deepest / sincere condolences
There are no words that can express my great / deep sorrow about... - There are no words that would express my great / deep sadness on the occasion...
I was extremely / terribly sorry to hear of... - I was extremely / terribly sorry to hear about...
We were very sorry to hear about your loss - We were very upset to learn about your loss
I feel I must write to tell you how very sorry I am... - I consider it my duty to write to you how sorry I am...
Letter to a stranger or pen pal:
You don"t know me so let me introduce myself - You don’t know me, so let me introduce myself
I obtained your name and address from... - I received your name and address from...
I am writing because as I understand you would like to have a pen friend in my country - I am writing because, as I understand, you would like to have a pen friend in my country.
Phrases to end a letter:
Please write soon - Please write as soon as possible
I am looking forward very much to hearing from you - I look forward to hearing from you
You have no idea how much I am looking forward to hear anything from you - You have no idea how much I want to hear anything from you
I hope to have a letter from you before long - I hope to receive a letter from you soon
I would be delighted to hear about you - I will be glad to hear something about you
I would appreciate an early reply - I would appreciate an early reply
Please write and tell me all the news of... - Please write to me and tell me all the news about...
I am looking forward to seeing you and will keep all my news until then - I really want to see you and therefore I will not talk about any news until the meeting
Please write to me before long if you have time - Please write to me as soon as possible if you have time
I enclose a stamped, addressed envelope for your reply - I enclose a stamped and addressed envelope for your reply
Wishes and expressions of love:
All the best! - All the best!
Best of luck to you! - Good luck!
With all good wishes! - Best wishes!
With best wishes from all of us on… - Best wishes from all of us on the occasion…
Take care of yourself - Take care of yourself
Give my love to... - Give my heartfelt regards...
I will love you forever - I will always love you
Kiss the children for me - Kiss the children for me
My thoughts are always with you - My thoughts are always with you
All your old friends send their love - All your old friends send their heartfelt regards
I want you to know I am thinking of you - I want you to know that I am thinking about you
Apologies and requests:
Please forgive me for troubling you this way - Sorry for bothering you this way
I do hope you will accept my heartfelt apologies - I hope you accept my sincere apologies
Edward joins me in apologizing for troubling you and we both send you our best wishes - Edward joins me in apologizing for troubling you and we both send you our best wishes
Forgive me for having to write such a letter, but, believe me, I have no alternative - Sorry that I had to write such a letter, but believe me, I have no choice
Please forgive me, but my decision is quite irrevocable - Please forgive me, but my decision is completely final
While I greatly regret the inconvenience, I am sure you will understand it was due to circumstances quite beyond my control - I apologize for the inconvenience caused to you and I hope you will understand that circumstances were stronger than me
If you do not reply within two weeks, I will have to change my mind and... - If you do not answer within two weeks, I will be forced to change my mind and...
Let me know what you decide - Let me know what you decide
I am sorry to bother you with this, but I don"t know what to do - I’m sorry to bother you with this, but I don’t know what to do.
I don"t know what I would do without you - I don’t know what I would do without you
You know you can always count on me - You know that you can always count on me
Please let me know what I can do to help - Please let me know how I can help
Please call on me if there is anything I can do to help - Please contact me if I can help with anything
Love letter: how to write about your love
Do you want to confess your love? We know how difficult it is sometimes to express the depth of your feelings on paper, but there are some beautiful phrases that will help you in composing a romantic letter:
I "m yours - I am yours (yours)
I adore you - I adore you
There is no other like you - There is no one like you anymore
You complete me - You complete me
I love you from the bottom of my heart - I love you with all my heart
I yearn for you - I yearn for you
I"m under your spell - I am fascinated by you
You"ve put a spell on me - You bewitched me
I was smitten with you - You struck with you
You make me feel young again - You make me feel young again
With you, forever won't be too long - With you, forever won't be too long
If you need to hear why I love you, I can go on all night - If you need to hear why I love you, I can talk all night
I love you not only for what you are, but for what I am when I"m with you - I love you not only for who you are, but for who I am next to you
I love you more and more every day - Every day I love you more and more
I cherish you above anything else in my life - I cherish you more than anything else in my life
I’m more in love with you today than I was yesterday - I’m in love with you more today than yesterday
Examples and samples of letters in English with translation *
Invitation letter:
Dear Kate and Nick,
We are looking forward very much to your visit to our country this summer. We are expecting you at the beginning of July and are hoping that you may stay until the end of the month or longer.
We consider it a privilege for us to receive you as guests in our house. We are very grateful indeed to you for consenting to come and stay with us. We are looking forward to offering you hospitality in return for the hospitality you have kindly given us on many occasions.
We want you to understand that we will see to all your needs while you are with us and to any expenses that may arise.
Yours sincerely,
Dear Kate and Nick!
We look forward to seeing you this summer. We are waiting for you at the beginning of July and hope that you will stay with us until the end of the month or longer.
It is a great honor for us to host you at our home. We are very glad that you agreed to come and stay with us. We want to return the same hospitality that you have so kindly extended to us on more than one occasion.
You should know that we will provide you with everything you need during your stay with us, including financial expenses that may arise.
Sincerely yours,
John and Mary
Reply to the invitation:
Dear John!
It is very kind of you and your wife to offer to invite us to stay. I do hope we will not cause you too much trouble. London is a city I have heard so much about, and I am delighted at the chance to see it.
Once more lots of thanks. See you in July!
Yours cordially,
Dear John and Mary!
It was very kind of you and your wife to invite us to visit. I hope we don't cause you too much trouble. London is a city I've heard a lot about and I'm excited to see it.
Thank you very much again. See you in July!
Yours cordially,
Letter of gratitude for a good time:
Dear Mark,
Now that I am back in Moscow, I feel that I must write to thank you most warmly for all your kindness and hospitality shown to me in Dallas. It was a great pleasure to meet such nice people as you and your wife.
I hope that before long I shall be receiving you in Moscow.
Let me thank you once again.
Yours sincerely,
Dear Mark!
Now that I am back in Moscow, I feel that I must write to you to thank you from the bottom of my heart for all your kindness and hospitality shown to me in Dallas. It was very nice to meet such nice people as you and your wife.
I hope that I will soon be able to host you in Moscow.
Let me thank you again.
Sincerely yours,
A letter to a friend:
Dear Edward
I shall be in London for a couple of days next month, and I was wondering if we could meet together. We haven’t seen each other for ages and I am very anxious to hear how things are with you.
What about Monday, April 7? If this would suit you I suggest we meet at the entrance to my hotel, which is "Armour Inn", at 12.30.
Please let me know if this is convenient for you.
Dear Edward!
I'm going to London for a couple of days next month and thought we could meet. We haven't seen each other for ages, and I'm really worried about how things are going for you.
How about Monday, April 7th? If this suits you, then I suggest meeting at the entrance to my hotel
"Armor Inn" at 12.30.
Please let me know if you are happy with this option.
Yours, Lucy.
Dear Charles,
It was good of you to think of writing to me, and I appreciate it very much.
I am indeed keeping well and enjoying comparative leisure. I try to divide my time about equally between reading and recreation.
The weather here in St. Petersburg has been rather changeable lately. In the morning the sun shines warmly, but by noon the sky clouds over and it usually starts to rain. Sometimes a storm blows up, but it never lasts very long.
It must be very hot now in Europe, so take care of yourself.
Dear Charles!
You are so good for writing to me, I am very grateful to you.
I feel good and enjoy relative idleness. I try to have time to read and have fun at the same time.
The weather here in St. Petersburg has been constantly changing lately. The mornings are warm and the sun is shining, but by midday the sky becomes gloomy and it usually starts to rain. Sometimes there are thunderstorms, but they pass quickly.
It must be very hot in Europe right now, so stay safe.
Best wishes.
Your friend,
Congratulations:
Dear Mabel and Kevin,
Best wishes for a merry Christmas! I wish you a happy and healthy New Year.
Yours sincerely,
Dear Mabel and Kevin!
Best wishes for a Merry Christmas! I wish you happiness and health in the New Year.
Yours sincerely,
Dear Isabel,
It seems only yesterday that you told me that you were engaged, and now you are married! I haven’t met George, but from your letters I know that both of you will be happy.
Congratulations to George and my best wishes to the two of you for a marriage filled with all the good things in life.
Dear Isabel!
It seems like just yesterday you were telling me about your engagement, and now you’re already married! I don't know George, but from your letters I understand that you both will be happy.
Congratulate George for me, I wish you all the best in your married life.
With tenderness,
Apologies:
Dear Leonard,
I must apologize for not writing sooner. I have been kept busy lately preparing for my exams. The last of my exams was successful yesterday, and now I am comparatively free again. I will try to keep in closer touch with my friends, and with you in particular.
Dear Leonard!
I apologize for not writing to you earlier. Lately I've been busy preparing for exams. Yesterday I successfully passed my last exam and am now relatively free. I will try to communicate more often with friends and with you, in particular.
Your Lana
Dear Frank,
My behavior at your house was deplorable. I can assure you that it will not happen again. I was wrong. I have no excuses.
I am very sorry.
Yours sincerely,
Dear Frank!
My behavior in your house was bad. I can assure you that this will not happen again. I was wrong. I have no excuses.
I beg your pardon.
Sincerely yours,
Requests:
Dear Henry
How are you these days? I haven"t heard from you for ages. I am writing to you because I really need your help. I am thinking of coming to Britain this summer to improve my English, and I would like to stay for about two months. Naturally I can "t afford a two months" holiday, and I am wondering if you know of any jobs I could apply for.
I am sorry to bother you with this. I have no idea where to make inquiries myself. It would be a great help if you could put me in touch with a firm or agency that I could write to.
Dear Henry!
How are you? Haven't heard from you for ages. I am writing to you because I really need your help.
I'm thinking about going to the UK this summer to improve my English and would like to live there for a couple of months. Naturally, I cannot afford a two-month vacation, and I am wondering if you have any place in mind where I could work.
Sorry to bother you, but I have absolutely no idea where to turn. It would help me a lot if you could put me in touch with a company or agency that I could write to.
Your friend,
Condolences:
Dear Mr. Hailey,
We are deeply saddened by the news of your father's death. He was one of the best men, a fine citizen, a loyal friend, and a hearty companion. We all knew him well and loved him like a brother. Our family mourns with you.
Yours sincerely,
Dear Mr. Haley!
We are deeply saddened by the news of your father's death. He was a good man, an excellent citizen, a loyal friend and a sensitive comrade. We all knew him well and loved him like a brother. Our family mourns with you.
Yours sincerely,
John Lewis
Now you know how to write a personal letter in English for any occasion. Practice more and you will succeed!
Yours sincerely,
*From the manual by L.P. Stupina “Letters in English for all occasions”
Every student planning to live and study abroad is sooner or later faced with the need to write a formal email in English. In particular, this could be an email addressed to representatives of a foreign university or a potential employer abroad.
Be that as it may, the skill of writing official letters and appeals in English is mandatory in the modern world and is doubly useful for those who plan to study abroad!
Below you will find simple and clear instructions that will help you write a great formal email in English.
A few words about the appearance of the letter...
The appearance of a business letter is often no less important than its content, because, as you know, people are greeted by their clothes!
Firstly, you should not overload your letter with a large number of punctuation marks, including periods and commas. Be concise and precise in your statements. Separately, we note that when writing text in English, you should not use the punctuation rules of the Russian language.
Secondly, the structure of the email message is extremely important. For formal writing, a block structure is best suited, in which the entire text is divided into strictly defined semantic fragments (paragraphs). Such text is easier to perceive, and reading and understanding it takes much less time.
Letter structure
When composing a formal email, you should divide it into the following parts: greeting, reason for contacting/reference to previous contact, main message, conclusion of the letter, signature. Taking into account the business style, each block of the letter must be written in an appropriate manner and contain relevant wording...
Greetings
The formal greeting in English is as follows:
If you are contacting an unknown recipient
Dear Sir/Madam
Dear Sir or Madam
In case of contacting a specific recipient
Dear Mr/Ms Jones
Useful tips
- It is not customary to use first names, only surnames
- Addressing a woman as “Ms” is more appropriate than “Mrs” because it suits both married and unmarried women
Reason for contact/reference to previous contact
The continuation of the letter depends on the circumstances in which you write it.
If you are contacting this person for the first time, at the beginning of the text it is worth briefly explaining who you are, as well as the reason for contacting.
You can go to the reason for the request as follows:
I would like to clarify... - I would like to clarify...
I kindly ask you to... - I kindly ask you
I am writing to enquire about/ to apologize for/ in connection with/ get more details about/ explain… - I am writing to you to find out about/ apologize for/ in connection with/ find out details about/ explain…
If you have already communicated with this person, it makes sense to make a reference to the previous contact. You can do this as follows:
Thank you for your message - thank you for your message
Thank you for your e-mail of… – thank you for your email dated (date)…
I am writing with regard to... - I am writing to you in connection with...
In compliance with your request… - fulfilling your request…
Further to our conversation/ telephone talk… - in continuation of our conversation/ telephone conversation…
Useful tips
- When composing this part of the letter, remember that it is from this that the recipient will have to understand who you are and why you are writing
Key message
The main text is the central part of the letter and carries the main meaning of the entire message. Let's look at a few phrases that would be appropriate in this block:
Could you please let me know... - could you please let me know...
I would appreciate it if you could please send me... - I will be grateful if you send me...
Could you possibly... - could you...
I would also like to know... - I would also like to know...
Please let me know... - please let me know...
Useful tips
- Try to request the information you need as briefly and concisely as possible or convey the essence of your message to the recipient
- Avoid slang and colloquial expressions
If you attach certain files to your email, it would be appropriate to write about this in this section. For example:
I am attaching my CV - I attach my resume
I am sending you... - I am sending you...
Please see the statement attached
Please find attached the file you requested – please read the attached file you requested
Completing the letter
The conclusion of your letter should be short and succinct, and also reflect your further expectations from the interlocutor. Here are some examples:
I look forward to hearing from you - I'm waiting for your response
Thanking in advance - thank you in advance
If you have any questions feel free to contact me - if you have any questions, do not hesitate to contact me
Useful tips
- The conclusion of the letter should be clear and unobtrusive; avoid directly calling the interlocutor to do anything, as well as putting pressure on him
Signature
The signature of a formal letter consists of a politeness formula and your name. The following formulas are acceptable in this style:
Yours faithfully, (if the recipient's name is unknown)
Yours sincerely, (if the recipient's name is known)
Sincerely Yours,
Useful tips
- In some cases, in addition to indicating your name, it is also appropriate to indicate your position and the company in which you hold this position in the signature (most often, if we are talking about business correspondence between representatives of two companies)
Here are some more important tips to follow when writing a formal letter:
- For business correspondence, it is better to use a simple and clear email address. Ideally, it should match your first and/or last name.
- Pay attention to the subject of the letter. Do not leave this column empty; the text in it should be short and reflect the main idea of the message.
- Please note that it is not customary to use abbreviations in business correspondence. For example, you should write “I do not instead” instead of “I don’t” or “they cannot’” instead of “they can’t”.
- When composing an email for a foreign university or employer, pay attention to carefully checking the text before sending it. A text written correctly will indicate not only your language level, but also your serious attitude to the matter.
