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How to start and end a business letter or email

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A common mistake in ending an email is to write “Bye” or “Bye Bye”. As this is not a standard way of ending business emails, it makes your writing look unprofessional. Here are some widely used phrases for starting and ending correspondence in British English.

1. Formal letter of application (for a job)

Dear Sir / Madam

I am writing to apply for …….

End:

I look forward to hearing from you
Yours faithfully

2. Formal business correspondence (for example: letter of enquiry)

Dear Mr Smith (Dear Ms Smith)

I am writing to enquire about your prices

End:

An early reply would be appreciated / I look forward to hearing from you at your earliest convenience.

Yours sincerely

3. Formal letter of reference

To whom it may concern

I write with reference to Ms Smith…

End

Yours faithfully

4. Business email – friendly

Dear (+ first name)

Just a quick note to remind you about

End

Best wishes / Kind regards

5. In-company email request

(no salutation)

Could you…….

End

Thanks / Cheers

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37 Comments

Salah, November 17th 2007

Your subject is very important especially since most people often use emails and official letters.

João Palma, April 11th 2008

I work in an office and normally i have to send correspondence daily to our clients and i need more example.

mare, August 7th 2008

A very easy solution. Thanks.

Roxana Bertha, September 25th 2008

Very useful, thanks.

oscar, February 1st 2009

thanks, it was usefull!!

George, February 4th 2009

How would you begin a business email if you didn't know the name of the person (not in your own company) you were writing to? 'Dear Sir'Madam' is good for *letters* but to me, as a native Englsh speaker, it looks really odd in an email…
Any ideas?
Cheers
George

Clare, February 4th 2009

I agree. If you don't know the name of the person, you could always omit the greeting altogether, and just start with the message of your email.

But it also depends on the purpose of your email. In some cases, it might be a good idea to find out who you are writing to. For example, if you were writing to ask a favour, or to apply for a job, knowing the name would look better.

M. Azam Khan, February 28th 2009

Could you please help me in writing an email to client for payment recoveries (Please note that Payment advices have already been sent to client)

Clare, March 1st 2009

We regret to inform you that despite numerous requests for payment, your account is still outstanding. We now have no other option but to take legal steps to recover payment. Unless we receive payment of (amount) from you within the next ten days (or give the specific date) we will be placing this matter in the hands of our lawyer.

Julian, April 13th 2009

Thank you for a very useful, quick and easy to find solution.
I was formally taught all this stuff but it's along time ago now.

Yours, err…, faith, best, oh bugger!

Cheers mate!!

Cheers mate.

sweta, April 23rd 2009

Hi
it's relay very good and helpful to others like us who just start career.
I want more example for latter writing
Thanks

Jude, May 19th 2009

I was writing a letter of reference and had no idea what to write at the end! Thanks for this advice. I'll be sure to remember everything on here as i have forgetten almost everything we were taught in school!

Cheers

aapy, May 23rd 2009

its really amaizing……….
It will help every one who wanna sent formal letters, it gives a letter writing format in a nutshell

Milton, June 18th 2009

That piece asking for payment of outstanding balance is fantastic. What about when you want to give kudos for a wonderful business relationship?

Mahboobeh, June 24th 2009

thanks for your wonderful information. would you please let me know what should we do in the case that in a formal letter we know the name of a person to whom you'r writing to, but we are not sure about his/her gender.
is it rude to write Dear (+first and family name)?

ramesh prasad, June 28th 2009

At the end of a business e-mail letter, can we write as :

Thanking you,

Yours faithfully,
for ( Company's Name )

RAMESH PRASAD
( Here my department's name say Accounts Department )

Who in a company can write so, if it is correct ?

Joao Fonseca, July 2nd 2009

Thank you ever so much, this is very cool in particular to me who has no idea in how to star and finish a formal letter either by email or in Word processor. they just outstanding.

Clare, July 10th 2009

You can, but it looks a bit informal. Try "Many thanks in advance" at the end of an email, or "Thank you in advance" for a letter.

Clare, July 10th 2009

Yes, you can do this if you have no idea of knowing whether your reader is a man or a woman.

HOSSEIN, August 5th 2009

this information are so useful but in my idea you can find the following words for ending the letter:
1-thank you in advance for your co-opeartion and prompt action.
2-very truly yours
3-yours sincerely
4-waiting for your prompt reply,
we remain.

Olli, August 24th 2009

Thanks, this was really useful.

Gavino, August 31st 2009

Example
Dave,
here is the report ending 8/24.
Question, should the "H" in here be in cap or lower case?

Clare, September 6th 2009

In my opinion, it should be in capitals, but you'll find plenty of people using lower case.

anusha, September 12th 2009

I whant to write a email with an attachment so please tell me how to start the email

Clare, September 24th 2009

Please find attached…
I'm attaching…

Clare, September 24th 2009

I am submitting our bid for… (name the project)

Chinapon, September 28th 2009

I'm writing a formal letter and want to end it with something like "hope this email is not disturbing you"

What's a good sentence to write.

Thank you very much and your above tips are very helpful.

Clare, September 28th 2009

You don't need to write anything like that. Either use a standard ending like "Yours sincerely" or let your reader know what the next step is, such as "Look forward to meeting you on…"

Ichigo, September 28th 2009

Thank you this helped me so much

Abdul wahab nasar, December 4th 2009

thanks for providing such a great website
it has realy helped us and i am felling comfort while sending email and letter to heigher officials.
with thanks.

Ivette, January 5th 2010

Very usefull!

Sunethra, January 6th 2010

Very helpful.

Thanks.

ashley, January 6th 2010

thank you this has helped me alot

Qasir, January 7th 2010

Professionally supported 4 smooth business tone

Akhtar Mohammad, January 18th 2010

Dear Clare,

I hope my message finds you in the best of health and joys.
Thanks alot for all your kind advices on how to write an effective letters or emails.thanks once again and wish u all the best of health,happiness and lots of success.

sincerely your
Akhtar Mohammad

Ashlin, January 21st 2010

What should be the reply to –

"I hope this finds you both well. "

Clare, January 28th 2010

You don't really need to reply to this. It's just a phrase to start the letter / email where the writer hopes that both of you are well.

Business writing tip of your own?