11 Dec





Dear Mr. Doom,

I have (I’ve) enclosed a corrected statement of your account
with us. I am truly sorry about the incorrect charges that
appeared on your bill. OPENING

We do our   best to ensure the accuracy of all of our account by double checking all of them, but somehow we still make mistake from time to time. I hope our error did not (didn’t) cause you too much trouble. CONTENT

We value your business and look forward to serving your flawlessly in the future. CLOSING

Your Sincerely,



  • The Start

Example :

  • Dear Personnel Director
  • Dear Sir/Madam (if you don’t know who your are writing to.
  • Dear Dr, Mr, Mrs, Miss or Ms. Smith: (use if you are writing to, and have a formal relationship with – VERY IMPORTAN use Ms for woman unless asked to use Mrs or Miss)
  • Dear Frank: (use if the person is a close business contact or friend)

The Reference

  • With reference to your advertisement in ….
  • With reference to your phone call today.
  • With reference to our conversation by phone
  • Thank you for your letter of May 02nd
  • Thank you for your email
  • Thank you for your information

The Reason for writing

  • I’m writing to inquire about…..
  • I’m writing to apologize for……
  • I’m writing to confirm about….
  • I’m writing to inform you about…..


  • Could you please possibly? To send us …..
  • I would be grateful if you could give us…

Agreeing to Request

  • I would be delighted to send you our confirmation letter for your……
  • I would like to send you our price list

Giving bad news

  • Unfortunately……..
  • I’m afraid that……

                Enclosing Documents

  • I’m enclosing……
  • Please find enclosed……
  • Enclosed you will find…..


Closing remarks

  • Thank you for your help Please do not  hesitate to contact us if you need  further information / assistance.
  • Thank you for your….. If there any problem
  • Thank you for your…. If you have any  question

Reference to future contact

  • I look forward to… (welcome you back
  • Hearing from you soon
  • Meeting you next Tuesday
  • Seeing you next Thursday

The finish

  • Yours Faithfully, if you don’t know the name  of the person you are writing to
  • Your sincerely, if you know the name of the person you are writing.
  • Best Wishes
  • Best Regards, if the person is a close business contact of friend.

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