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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