Formal Letter Phrases

Set of typical phrases in formal english (business) letters.

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P. M.

About these flashcards

This flashcard set helps learners of English improve their formal letter writing skills at an advanced level. The vocabulary flashcards cover essential phrases for enquiries, apologies, and complaints, including expressions like "Thank you for your letter of," "We are writing to enquire," and "I would be grateful if you could tell me." The platform supports backward learning, allowing users to practice from the target language to the source language. Ideal for professionals and students, these cards help refine communication for formal correspondence, ensuring clarity and politeness in various scenarios.

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English

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Complaints 01: Reasons for Writing

I am writing to complain about...

We are writing to inform you that we are not satisfied with...

We should like to draw your attention to the fact that there has been a mistake...

Complaints 02: Describing the problem..

There has been a mistake/error/missunderstanding/miscalculation

Unfortunately your product/service has not performed well

When I arrived ... I could not ...

....

Complaints 03: Requesting action/explanation..

Please ensure that this sort of problem does not occur again..

To resolve the problem, I would appreciate if you could...

I would like an apology and an explanation why this happened to me ...

We feel that you should pay some compensation for the trouble that we have faced..

...

Complaints 04: Explaining consequences/closing...

If you fail to replace the faulty products, we will be obliged to cancel the order..

We shall be compelled to hand the matter over to our solicitors...

Accordingly, I will report it to the trading standards department of my local authority for investigation

If this matter cannot be resolved amicably, I shall send a copy of this letter and enclosures to ...

In the next ten days ...

Complaints 00: Set up

01 Reason for writing

02 Description of problem

03 Request of action/explanation

04 Explain consequences/closing

bye

Apologies 00: Set up

01 Opening/Apologising

02 Explaining the problem

03 Offering compensation

04 Apologising again

bye

Apologies 01: Opening/Apology

Thank you for your letter telling us of the problems you have had with our products...

We would ask you to accept our apologies for the inconvenience you have been caused...

...

Apologies 02: Explaining the problem

The damage was caused by mishandling during the transport..

We are extremely sorry about this incident, which you will realise was due to circumstances beyond our control..

Due to unforeseen circumstances..

...

Apologies 03: Offering compensation

As compensation we would like to offer you a discount on ..

As you are a valued customer, we propose to compensate you for the inconvenience caused ..

As a gesture of goodwill, we would like to offer/...

We would like to take the opportunity to credit your bank account with

As compensation for your inconvenience, please find enclosed...

Apologies 04: Apologosing again/closing

Once again, we regret the inconvenience caused..

Once again please accept my sincere apologies..

I would like to apologise on behalf of..

I look forward to having you as a customer again in the near future

Enquiry 00: Setup

01 Subject Heading

02 Intent/Request

03 Explanation

04 Expression of thanks

Enquiry 01: Subjects (eg)

Enquiry about Textbooks

Request for Bruchure

Query about website

Question regarding product components

Enquiry 02: Intent/Request

Please send me (for things that the organisation officially offers to send)

I would be grateful if you could tell me (for things that are not normally offered)

I am writing to enquire whether (to see if sth is possible)

I would especially like to know (a more detailed request)

Could you also (additional enquiry/request)

Enquiry 03: Reason/Explanation

Refer to previous correspondance or

I saw your advert in the HK Daily on Friday, 11 November 2016

Your company was recommended to me by Ms. Elsie Wong of Far Eastern Logistics

...

Enquiry 04: Thanks

I look forward to hearing from you..

Thank you for your assistance..

Thank you very much for your kind assistance..

I appreciate that this is an unusual request, but I would be very grateful for any help you could provide...

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

Opening Phrases (no answer)

We are writing to enquire/ask about/wheter/if...

We are writing in connection with/in response to/with reference to...

We are interested in getting information from you about your newest..

In reference to your letter of November 4, 2016, we would like to ...

I have your name from a colleague, ...., who...

We met at a recent conference in San Diego titled...

I heard you speak/I saw a presentation of yours..

We are .... and are interested in ...

Opening References to a letter received

Thank you for your letter of / We have received your letter of (date)

asking if, enquiring about, enclosing, concerning..

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Formal Letter Phrases

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