Business Letter Writing: Letters of Acknowledgment

The following letters acknowledge the receipt of various items.

Useful Key Phrases
I hereby acknowledge the receipt of the following documents...
I am acknowledging receipt of...
It will be brought to his attention immediately upon his return.
If I may be of any assistance..., please do not hesitate to call.

Example Letters 

Acknowledgment Of Receipt


[date] ACKNOWLEDGMENT OF RECEIPT

I hereby acknowledge the receipt of the following documents from the firm of [firm] :

____________________________

[Signature of Client]

Acknowledgment Of Letter

Dear ______

Because ______ is out of the office for the next two weeks I am acknowledging receipt of your letter dated May 20, l983. It will be brought to his attention immediately upon his return.

If I may be of any assistance during Mr. Jones' absence, please do not hesitate to call.

Yours Sincerely,

________

Source : http://esl.about.com/od/businessenglishwriting/a/w_areceipt.htm

Business Letter Writing: Inquiries - Asking for Information

We write an inquiry when we want to ask for more information concerning a product, service or other information about a product or service that interests us. These letters are often written in response to an advertisement that we have seen in the paper, a magazine, a commercial on television when we are interested in purchasing a product, but would like more information before making a decision.

Remember to place your or your company's address at the top of the letter (or use your company's letterhead) followed by the address of the company you are writing to. The date can either be placed double spaced down or to the right.

Important Language to Remember

The Start: Dear Sir or Madam
To Whom It May Concern - (very formal as you do not know the person to whom you are writing)

Giving Reference: With reference to your advertisement (ad) in...
Regarding your advertisement (ad) in ...

Requesting a Catalogue, Brochure, Etc.: After the reference, add a comma and continue - ... , would (Could) you please send me ...

Requesting Further Information: I would also like to know ...
Could you tell me whether ...

Signature: Yours faithfully - (very formal as you do not know the person to whom you are writing)

An Example Letter

Kenneth Beare
2520 Visita Avenue
Olympia, WA 98501

Jackson Brothers
3487 23rd Street
New York, NY 12009


September 12, 2000


To Whom It May Concern:

With reference to your advertisement in yesterday's New York Times, could you please send me a copy of your latest catalogue. I would also like to know if it is possible to make purchases online.


Yours faithfully

(Signature)


Kenneth Beare
Administrative Director
English Learners & Company

Source : By Kenneth Beare, About.com Guide

Guide to Basic Business Letters

The basics of good business letter writing are easy to learn. The following guide provides the phrases that are usually found in any standard business letter. These phrases are used as a kind of frame and introduction to the content of business letters. At the end of this guide, you will find links to sites that give tips on the difficult part of writing successful business letters – arguing your business objective. By using these standard phrases, you can give a professional tone to your English business letters.

The Start

Dear Personnel Director,

Dear Sir or Madam: (use if you don't know who you are writing to)

Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women 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 the Times, your letter of 23 rd March,
your phone call today,
Thank you for your letter of March 5 th .

The Reason for Writing

I am writing to inquire about
apologize for
confirm

Requesting

Could you possibly?
I would be grateful if you could

Agreeing to Requests

I would be delighted to

Giving Bad News

Unfortunately
I am afraid that

Enclosing Documents

I am enclosing
Please find enclosed
Enclosed you will find

Closing Remarks

Thank you for your help Please contact us again if we can help in any way.
there are any problems.
you have any questions.

Reference to Future Contact

I look forward to ...
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're writing to)

Yours sincerely, (If you know the name of the person you're writing to)

Best wishes,

Best regards, (If the person is a close business contact or friend)

Sample Letter

Here is a sample letter using some of these forms:

Ken's Cheese House
34 Chatley Avenue
Seattle, WA 98765
Tel:
Fax:
Email: kenny@cheese.com

October 23, 2006

Fred Flintstone
Sales Manager
Cheese Specialists Inc.
456 Rubble Road
Rockville, IL


Dear Mr Flintstone:

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.


Yours sincerely,

Kenneth Beare
Director of Ken's Cheese House

Source : http://esl.about.com/cs/onthejobenglish/a/a_basbletter.htm

Job Interview Answer : Why Were You Fired?

Fired from your job? Don't know what to say in an interview? Career expert and author, Joyce Lain Kennedy, shares her twelve best job interview answers to the question "Why were you fired?"

1. Being cut loose was a blessing in disguise. Now I have an opportunity to explore jobs that better suit my qualifications and interests. My research suggests that such an opportunity may be the one on your table. Would you like to hear more about my skills in working with new technology?

2. My competencies were not the right match for my previous employer's needs but it looks like they'd be a good fit in your organization. In addition to marketing and advertising, would skills in promotion be valued here?

3. Although circumstances caused me to leave my first job, I was very successful in school and got along well with both students and faculty. Perhaps I didn't fully understand my boss's expectations or why he released me so quickly before I had a chance to prove myself.

4. The job wasn't working out so my boss and I agreed that it was time for me to move on to a position that would show a better return for both of us. So here I am, ready to work.

5. After thinking about why I left, I realize I should have done some things differently. That job was a learning experience and I think I'm wiser now. I'd like the chance to prove that to you.

6. A new manager came in and cleaned house in order to bring in members of his old team. That was his right but it cleared my head to envision better opportunities elsewhere.

7. Certain personal problems, which I now have solved, unfortunately upset my work life. These problems no longer exist and I'm up and running strong to exceed expectations in my new job.

8. I wanted my career to move in a different direction, and I guess my mental separation set up the conditions that led to my departure. But by contrast, the opportunity we're discussing seems to be made for me and I hope to eventually grow into a position of responsibility.

9. I usually hit it off very well with my bosses, but this case was the exception that proved my rule of good relationships. We just didn't get on well. I'm not sure why.

10. My job was offshored to India. That's too bad because people familiar with my work say it is superior and fairly priced.

11. I outlasted several downsizings but the last one included me. Sign of the times, I guess.

12. I was desperate for work and took the wrong job without looking around the corner. I won't make that mistake again. I'd prefer an environment that is congenial, structured and team-oriented, where my best talents can shine and make a substantial contribution.

Kennedy also says, "Practice in advance what you'll say. Then keep it brief, keep it honest and keep it moving." That way, you'll get past the sticky issue of getting fired and can move on to your skills and why you're qualified for the job.

Taken from : JobSearch.About.Com