Business emails and letters Tips

There are some more business email and letter phrases. In this list we look at how to make requests, complain, apologise and give bad news. The examples in the left column are more formal. The right-hand column shows the less formal equivalent.

When we make a request

more formal	less formal
I would be grateful if you could … .	Could you possibly … ?
I would appreciate (it) if you could … .	Could you please … ?

When we agree to a request someone has made

more formal	less formal
I would be delighted to … . (delighted = very happy)	I will be happy to … .

When apologising

more formal	less formal
I apologise for the delay in replying.	Sorry for the delay in replying.
I/We apologise for the inconvenience.	Sorry for the inconvenience.
I/We apologise for any inconvenience caused.	Sorry for any trouble caused.
Please accept our/my sincere apologies.	I/We are very sorry … .

When giving bad news

more formal	less formal
I/We regret that … .	Unfortunately … .
I/We regret to inform you that … .	I am sorry to have to tell you that … .
I am afraid that I must inform you of/that … .	I am sorry to have to tell you that … .

When complaining

The following phrases may be used as the opening line of the letter or email:

more formal	less formal
I/We wish to draw your attention to … .	I wanted to inform you about … .
I am writing to complain about … .	I would like to complain about … .
I am writing to express my dissatisfaction with … .	[none]

The following phrase may be used as the closing line of the letter or email:

more formal	less formal
I would appreciate your immediate attention to the matter.	I would appreciate if you could sort it out as soon as possible.

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This is Just Type of Punctuation

Sometimes, you might forget what the name of those punctuation. If so, refer to the list below

apostrophe = '

brackets = ( ) [ ]

colon = :

comma =,

dash = -

exclamation mark = !

full stop = .

hyphen = -

inverted commas = ' '

semicolon = ;

question mark = ?

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May or Might ?

One of the meanings of may and might is to be allowed to.

e.g. The members of the organization agree that I may join it.
The members of the organization agreed that I might join it.

May and might and must are also used to express differing degrees of probability:

Degree of Probability Auxiliary
somewhat probable may, might

For instance, may and might are often used in the Simple conjugation to express the idea that an event is somewhat probable.

e.g. You might be right.
It may snow later this afternoon.

Other examples:

Might, is used when something is permitted

Mary might be in her room (it is permitted for her to be there)

May, is when you simply dont know

Mary may be in her room...(but you really have no idea as to the conditions)

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Conditional Clauses : Improbable Situation and Imaginary Situations

a. Improbable Situations

1.

WRONG : If the meeting would be cancelled, they would ring.

CORRECT : If the meeting was cancelled, they would ring.

2.

WRONG : If I would do it , I would do it this way.

CORRECT : If I did it, I would do it this way.

When referring to something that is possible but unlikely to happen, we use past tense for the if clause, and would / could for the main clause.

b. Imaginary Situations

WRONG : If I am you, I will take the offer.

CORRECT : If I were you, I would take the offer.

CORRECT : If I was you, I would take the offer.(Less Formal)

When talking about imaginary situations, we use past tense in the if clause and would/could in the main clause.

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Conditional Clauses : Real Possibility

Common errors in conditional clauses mostly concern the wrong use of verb tense. Here are some typical examples.

Real Possibility

Sample 1.

WRONG : If you attend 80 % of the sessions, you would receive a certificate of attendance at the end of the course.

CORRECT : If you attend 80 % of the sessions, you will receive a certificate of attendance at the end of the course.

Sample 2.

WRONG : If you send us your applications this week, we would let you know of the results in two weeks’ time.

CORRECT : If you send us your applications this week, we will let you know of the results in two weeks’ time.

Sample 3.

WRONG : If you will attend the meeting tomorrow, you will meet representatives from the Research Centre.

CORRECT : If you attend the meeting tomorrow, you will meet representatives from the Research Centre.

When referring to something that is likely to happen, we use present tense in the if clause and future tense in the main clause.

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Ordinal Numbers

First = 1 st

Second = 2 nd

Third = 3 rd

Fourth = 4 th

Fifth = 5 th

Sixth = 6 th

Seventh = 7 th

Eighth = 8 th

Ninth = 9 th

Tenth = 10 th

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CONDITIONAL CLAUSES : Past Possibilities

Past Possibilities

Sample 1.

WRONG : If you were not late for the press conference, you would have heard the Director’s speech.

CORRECT : If you had not been late for the press conference, you would have heard the Director’s speech.

Sample 2.

WRONG : If the project was not delayed, we would have finished it by now.

CORRECT :If the project had not been delayed, we would have finished it by now.

When referring to something which could have happened but did not, we use past perfect in the if clause and would have + past participle in the main clause.

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CONDITIONAL CLAUSES : Imaginary Situations

Imaginary Situations

WRONG : If I am you, I will take the offer.

CORRECT : If I were you, I would take the offer.

CORRECT :If I was you, I would take the offer.(Less Formal)

When talking about imaginary situations, we use past tense in the if clause and would/could in the main clause.

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How to do business ?

How to do business !!

Conversation between a business man & his son.

BM : "I want you to marry a girl of my choice"
Son : "No - I will choose my own bride!"
BM : "But the girl is Bill Gates' daughter."
Son : "Well, in that case...ok"
Next, BM approaches Bill Gates.
BM : "I have a husband for your daughter."

Bill Gates: "But my daughter is too young to marry!"
BM : "But this young man is a Vice-President of the World Bank."
Bill Gates: "Ah, in that case...ok"
Finally, BM goes to see the President of the World Bank.
BM : "I have a young man to be recommended as a Vice-President."
President: "But I already have more Vice-Presidents than I need!"
BM : "But this young man is Bill Gates' son-in-law."
President: "Ah, in that case...ok"

This is how business is done.
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CONDITIONAL CLAUSES : Improbable Situations

Improbable Situations

1.

WRONG : If the meeting would be cancelled, they would ring.

CORRECT : If the meeting was cancelled, they would ring.

2.

WRONG : If I would do it , I would do it this way.

CORRECT : If I did it, I would do it this way.

When referring to something that is possible but unlikely to happen, we use past tense for the if clause, and would / could for the main clause.

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CONDITIONAL CLAUSES : Real Possibility

Real Possibility

1.

WRONG :If you attend 80 % of the sessions, you would receive a certificate of attendance at the end of the course.

CORRECT : If you attend 80 % of the sessions, you will receive a certificate of attendance at the end of the course.

2.

WRONG : If you send us your applications this week, we would let you know of the results in two weeks’ time.

CORRECT :If you send us your applications this week, we will let you know of the results in two weeks’ time.

3.

WRONG : If you will attend the meeting tomorrow, you will meet representatives from the Research Centre.

CORRECT : If you attend the meeting tomorrow, you will meet representatives from the Research Centre.

When referring to something that is likely to happen, we use present tense in the if clause and future tense in the main clause.

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CONDITIONAL CLAUSES : Past Possibilities

Past Possibilities

1.

WRONG : If you were not late for the press conference, you would have heard the Director’s speech.

RIGHT : If you had not been late for the press conference, you would have heard the Director’s speech.

2.

WRONG : If the project was not delayed, we would have finished it by now.

RIGHT : If the project had not been delayed, we would have finished it by now.

When referring to something which could have happened but did not, we use past perfect in the if clause and would have + past participle in the main clause.

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CONDITIONAL CLAUSES : Improbable Situations and Imaginary Situations

a. Improbable Situations

1.

WRONG : If the meeting would be cancelled, they would ring.

RIGHT : If the meeting was cancelled, they would ring.

2.

WRONG :If I would do it , I would do it this way.

RIGHT :If I did it, I would do it this way.

When referring to something that is possible but unlikely to happen, we use past tense for the if clause, and would / could for the main clause.

b. Imaginary Situations

WRONG : If I am you, I will take the offer.

RIGHT : If I were you, I would take the offer.

RIGHT : If I was you, I would take the offer.(Less Formal)

When talking about imaginary situations, we use past tense in the if clause and would/could in the main clause

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CONDITIONAL CLAUSES : Probable Situations

Real Possibility

1.

Wrong : If you attend 80 % of the sessions, you would receive a certificate of attendance at the end of the course.

Right: If you attend 80 % of the sessions, you will receive a certificate of attendance at the end of the course.

2.

Wrong : If you send us your applications this week, we would let you know of the results in two weeks’ time.

Right: If you send us your applications this week, we will let you know of the results in two weeks’ time.

3.

Wrong :If you will attend the meeting tomorrow, you will meet representatives from the Research Centre.

Right: If you attend the meeting tomorrow, you will meet representatives from the Research Centre.

When referring to something that is likely to happen, we use present tense in the if clause and future tense in the main clause.

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CONDITIONAL CLAUSES - 1

CONDITIONAL CLAUSES

There are basically three types of conditional clauses:

TYPE 1

Probable Situations

If clause + Main clause

simple present will / shall

eg. If we purchase a new computer, we will be able to process 500 more applications per month.

TYPE 2

Improbable or Imaginary Situations

If clause + Main clause

simple past would/ should / could

eg. I think the committee would approve our proposal if we could shorten the time for the phase 1 redevelopment plan.

TYPE 3

Past Possibilities

If clause + Main clause

past perfect would/should/could + have +

past participle

eg. We would have completed the project by now if there had

not been a delay.

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ARTICLES: Use of Omission

Omission

Situations
1. after prepositions in some common expressions

Example

• to/in/into/ out of hospital/prison/bed
• by car/bicycle/bus/plane/train
• to/at/from work
• out of town

Situations
2. in some time phrases

Example

• in 1990 (year), in summer (season),
• since April (month),
• at Christmas (festival)
• on Monday (day of week), at night

Situations
3. before the names of continents and countries

Example
Have you been to China?


Situations
4. before names of cities, towns and villages

Example

• The police have monitored the number of drink-related accidents since the introduction of a ban on drinking and driving in Hong Kong.
• Pollution in Shatin is being closely monitored by EPD.
• The Police Headquarters is in Wanchai.

Situations
5. before the names of streets, districts, parks and bridges

Example

• The Lunar New Year Festival will be held in Victoria Park.
• The post office in Hennessy Road is a listed building.

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ARTICLES: Use of a or an and The

ARTICLES

If you are unsure whether to use a, an or the, consider the following:

Use of a or an

Usage
1. before a singular countable noun

Example:

She is a member of our Finance Committee.

2. when a person/thing is mentioned for the first time

Example:

An in-house seminar will be held next Tuesday. Three representatives from the Human Resources Association will speak at the seminar.

3. in exclamations
Example:

What a memorable event it was!

4. before words which begin with a vowel sound
Example:

an interesting idea
an overloaded truck
an honest officer

Use of the


Usage
1. before nouns of which there is only one
Example:

The police force in HK is one of the most efficient forces in the world.

2. when a person/thing is mentioned for the second/third time and so on
Example:

A proposal was discussed in the annual general meeting. Three members voted against the proposal.

3. before superlative, adjectives, adverbs and ordinal numbers
Example:

Mr Chan is the most experienced clerical officer in our unit.

4. before some adjectives used as nouns
Example:

This policy aimed to help the mentally-handicapped / the unemployed / the blind.

5. before plural place names or names which include the words Republic, Kingdom or States
Example:

the New Territories
the United Kingdom
the Philippines

6. before names of ships
Example:

the Queen Mary

7. in some time phrases in the year the war began
Example:

in the morning
in the afternoon
in the middle of the night

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More examples of Verbs with no passive: Part 4

Rise

Wrong : show that the inflation rate rose by 2%.
Correct: There is no passive form for rise.

There is no passive form for rise.

Start

Wrong : The District Board Election will be started at nine tomorrow morning.
Correct: The District Board Election will start at nine tomorrow morning.

We use the active form for start when referring to activities
e.g. election, meetings, press conferences.


take place

Wrong : A ribbon-cutting ceremony was taken place at the site to commemorate the opening of the new exhibition centre.
Correct: A ribbon-cutting ceremony took place at the site to commemorate the opening of the new exhibition centre.

There is no passive form for the expression take place.
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More examples of Verbs with no passive: Part 3

Disappear
Wrong : When the police arrived at the scene, they found the suspects were disappeared.
Correct: When the police arrived at the scene, they found the suspects had disappeared.

There is no passive form for the verb disappear.

Discharge (to release from hospital, prison or the armed forces)
Wrong : As she recovered very quickly, she discharged from hospital the following week.
Correct: As she recovered very quickly, she was discharged from hospital the following week.

We use the passive form for the verb discharge because the patient does not perform the action.

End
Wrong : The meeting was ended at 2:30pm.
Correct: The meeting ended at 2:30pm.
We use active form of the verb end when talking about activities such as meetings, exhibitions, presentations.

Exist
Wrong : Tenancy holders must provide documents to prove that the factory was existed before the implementation of the redevelopment plan.
Correct: Tenancy holders must provide documents to prove that the factory existed before the implementation of the redevelopment plan.

There is no passive form for the verb exist.

Happen
Wrong : The accident was happened when the shop owner arrived at his shop at around 10:00 am.
Correct: The accident happened when the shop owner arrived at his shop at around 10:20 am.

There is no passive form for the verb happen.

Increase
Wrong : The number of cars in the territory has been increased significantly in the past three years.
Correct: The number of cars in the territory has increased significantly in the past three years.

We use the active when talking about numbers rising because the event is not usually deliberately caused by someone; it is a natural progression of events.

Occur
Wrong : A traffic accident was occurred at the junction of Nathan Road and Prince Edward Road this morning.
Correct: A traffic accident occurred at the junction of Nathan Road and Prince Edward Road this morning.

There is no passive form for occur.
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More examples of Verbs with no passive: Part 2

base

Wrong: The report based on research of various educational systems in South East Asia.
Correct: The report was based on research of various educational systems in South East Asia.

We use the passive form for the verb base because the report cannot perform this action.

begin
Wrong: The orientation programme will be begun early next week.
Correct: The orientation programme will begin early next week.
We use the active form for the verb begin when referring to the start of a programme, lesson, film etc. because this is considered to be the natural outcome of a plan rather than an event caused by outcome.

Break Out
Wrong: A quarrel was broken out between the lorry driver and the motorcyclist.
Correct: A quarrel broke out between the lorry driver and the motorcyclist.

There is no passive form for the phrasal verb break out.

cease
Wrong: The doubling appointment will be ceased when his supervisor resumes duty.
Correct: The doubling appointment will cease when his supervisor resumes duty.

There is no passive form for the verb cease.
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