Business correspondence in English: phrases and tips
Elena Solovieva, project manager at Kaspersky Lab , specifically for the Netology blog, shared tips on how to conduct business correspondence with foreign colleagues and partners in English. The article participates in the competition .
Electronic messages provide the ability to quickly exchange information over long distances. By the speed of transmission of ideas, this equates them to a telephone conversation. However, emails are stored on mail servers and are used as printed evidence of our words. Therefore, electronic correspondence requires a responsible attitude.
The task becomes more difficult if you communicate in non-native English with representatives of other cultures. In this article, I will share what to look for in this case, how to avoid mistakes and achieve mutual understanding with foreign colleagues and partners.
')
Regardless of with whom and in what language you conduct correspondence, do not forget about the rules of email etiquette.
1. Clearly specify the subject of the letter (Subject).
According to a study by the Radicati Group agency, business representatives receive up to 80 emails per day. How to convince to read exactly your letter? Make a headline that fully reflects the content. The clearer what is being discussed, the faster the interlocutor will read the message.
No : “ Idea . ”
Yes : "H ow to boost online sales by 15% by the end of Q4 2017" .
2. Use a professional greeting and avoid familiarity.
No: “Hey”, “Yo”, “Hiya”.
Yes : “Dear”, “Hello”, “Hi”.
3. Re-read the letter before sending. Errors and typos will negatively affect your image in the eyes of the interlocutor.
4. If you enter into a correspondence a new interlocutor, briefly describe the background to the question. Do not make it scroll down and read all the posts on the topic. Describe the essence of the question, what was discussed, what do you want to say about it.
5. Reply to messages. If you do not have time to conduct research on the topic, confirm that the letter has been received, and indicate when you can address the issue.
6. Do not use red color to draw attention to the idea. Red speaks of danger and causes negative emotions. For highlighting, use special words and phrases, not graphics or color:
English is the universal language of communication of people from different countries. But this does not mean that the style of correspondence will always be the same. Consider the differences.
When communicating with colleagues and partners from these countries, especially at the beginning of the acquaintance, use the most polite forms. Each letter begins with a polite greeting and forms of etiquette, for example:
Use the most polite request forms:
Reduce the modality of phrases, but do not abandon polite forms and forms of etiquette:
Omit etiquette forms, unless you communicate with a colleague or partner above you. Clearly describe what happened and what you need. The smaller designs with would, could, might , the better.
If you are already familiar with a colleague or partner from these countries, ask how he is doing, how his family is doing. Appeal to personal is not perceived as a bad form, on the contrary, helps to establish a good relationship.
Consider the general principles of writing an email.
In business correspondence there is no place for speech figures, complex structures and compound times. The main task of the letter is to deliver your message without loss. Therefore, everything that can make it difficult to understand must be removed.
Not
You can remember that he was in his funny room. It was not a problem. → You probably remember John, whom we met at the conference, he was wearing his ridiculous jacket and he was talking loudly. I recently asked him how he was doing, and he replied that he was working on a very interesting project and asked me to help him.
Yes
John Johnson is working for his company. He proposes his subcontractor on the project. → John Johnson is currently working on a new affiliate program for his company. He invited us to become a contractor for this project.
Avoid jargon even if you communicate with colleagues who understand the question. Your correspondence can be sent to people who are not familiar with the topic.
In Russian, everything is simple: Ivanova is a woman, Ivanov is a man. In English, it's not so simple. For example, Jody Jonson, is it a man or a woman? Last name will not tell us anything. Moreover, the name Jody is carried by both men and women:
If you are not sure who your interlocutor is, check with your colleagues, find his account on social networks. Calling Mr Johnson Mrs Johnson will put you in an awkward position.
Strictly formal style is not mandatory, but it is important to sound professional.
A large number of prepositions make it difficult to understand and create the “water” effect in the text. For example, instead of “Meeting the first of December on the topic of marketing strategy”, write The December 1 Marketing strategy meeting → “Meeting on the marketing strategy of December 1”.
Instead of phrasal verbs, come up with - think up, and find out - find out, use their simple synonyms, generate and determine .
It is difficult to convey emotions through email. An exclamation in the text is perceived as an increase in tone.
If there are many exclamation marks in the message, they are depreciated. The interviewee will cease to perceive them as a call to pay attention.
According to Guy Kawasaki, if the message consists of less than 5 sentences, it sounds rude, if more - this is a waste of time.
This principle is especially relevant for those who work with mail from a phone or tablet: you need to quickly read the letter, understand and respond, the screen size introduces restrictions. The shorter the text in the message, the faster it will be read.
No : The information was sent by Peter → The information was sent to me by Peter.
Yes: Peter sent me this information → Peter sent me this information.
If you are interested in the opinion of a colleague on the issue and offer him a choice from alternatives, list them in the form of a numbered list. Otherwise, you risk receiving a one-word Yes in response. The other party wants to quickly reply to the message. It is more convenient for him to say yes, no, or indicate the number of his favorite version. In other situations, lists structure text and help understanding.
If you need feedback on a specific date, specify it in the letter. This disciplines the interlocutor, and he will not delay with the answer.
An e-mail consists of five semantic parts:
Consider the standard phrases for each part.
Use the words Dear, Hello, Greetings (if you are not familiar with the interlocutor) and Hi (closer to informal).
This is the most informative part. In it we give information, give details, argue, offer ideas, etc. Consider useful phrases for different message types.
Use neutral phrases for everyday communication with colleagues and formal phrases for messages to superiors, customers and partners.
Specify the hour and time zone. Without this, the deadline is blurred and perceived as a wish:
Please submit your report (reply) on 10 March, EOB CET → Please send your report / answer on March 10 before the end of the working day, Central European Time.
Give details:
We ask for details:
1. To enter a problem, the verb to flag is often used to mean “indicate, underline”:
Flagging you about the issue on ... → Pointing you to a problem with ...
With this letter, I want to point you to one problem with my letter ...
2. To clarify or receive comments, use the phrases on my / our / your end or from my / our / your side - “on my / our / your side”.
3. Often, in the context of the discussion of problems, a noun workaround is used - a way out of the situation, a workaround.
1. To ask to put you in a copy, use the phrase Cc me , where Cc acts as a verb to “copy,” that is, put Cc in the line. From the word Cc is formed the participle cc'ed - pay attention to the spelling. The phrase I was cc'ed translates as "I was put in a copy."
2. To tell the other party that you are adding someone to the discussion, write Adding (name) to the thread - add (name) to the conversation.
3. Use the @ sign if the discussion is with several colleagues, but you need to contact one of them: @ Steve, I’m right? - @ Steve, I think the next step is yours, right?
We offer help:
Please help:
Often, electronic correspondence is in the nature of full-fledged business negotiations. For their design, use the following phrases.
Express satisfaction:
We offer:
We agree:
We do not agree:
We invite:
Express discontent:
If you attach a document to the letter, pay attention to the interlocutor with the help of phrases:
Before saying goodbye to the interlocutor, thank him for his time, express your willingness to help and / or provide explanations and details.
Pay attention to the abbreviations used by foreign interlocutors in electronic correspondence, regardless of style:
For parting, use the phrase: best regards, regards, regards, best wishes, warm wishes, sincerely yours (formally).
Enter your first name, last name, position and contact phone number. This will give the other party the opportunity to contact you directly and find out the necessary details.
If you do not speak English well or write letters of the same type often, it is convenient to have on hand several ready-made templates. We give some of them.
Detailed advice on the principles of building standard letters and other templates are available at https://www.thebalance.com .
Electronic communication is not limited to the use of standard phrases and templates. Messages contain a description of a unique problem or situation. If you speak a language badly, how to be sure that the letter is composed correctly and kept in a business style?
Bilingual dictionaries will help if you do not know the translation of the word. But they are of little use when it comes to style. Use English explanatory dictionaries: they indicate the style (formal and informal) and describe the use of the word.
Dictionaries of professional English language publishing houses are available online at https://en.oxforddictionaries.com , http://dictionary.cambridge.org , http://www.ldoceonline.com , http://www.macmillandictionary.com . An abbreviated version is provided free of charge, you need to buy the full version, but for abbreviated business correspondence, it is quite enough.
The structure of the dictionary entry:
Pay attention to the formal / neutral / informal mark (formal, neutral, informal), use formal or neutral words. If the selected word is marked as informal, study the section with synonyms.
Do not ignore the examples, they help to correctly place the selected word or phrase in the sentence.
These dictionaries are not built on the principle of the alphabet of words, like traditional dictionaries, but on the principle of the alphabet of concepts. For example, you want to convey the concept of "beautiful." Find the concept of beautiful in the dictionary-activator. Below it is a list of synonyms for the word beautiful with definitions, examples, and explanations of the difference between them. In one place, all possible variants of expressing the idea “beautiful” are collected, and there is no need to search for each word separately.
Today, the activator dictionary is released under the label Longman: Longman Language Activator.
If the words in a Russian phrase are combined, their joint translation into English is not always correct. Hammer in English phrases in a search engine and check if words are found side by side.
If you are not fluent in the language, use special services to check grammar and punctuation, for example, Grammarly .
If you conduct electronic correspondence with foreign colleagues, partners and clients, but you do not speak English well, use the checklist:
Courses "Netology" on the topic:
Electronic messages provide the ability to quickly exchange information over long distances. By the speed of transmission of ideas, this equates them to a telephone conversation. However, emails are stored on mail servers and are used as printed evidence of our words. Therefore, electronic correspondence requires a responsible attitude.
The task becomes more difficult if you communicate in non-native English with representatives of other cultures. In this article, I will share what to look for in this case, how to avoid mistakes and achieve mutual understanding with foreign colleagues and partners.
')
Etiquette
Regardless of with whom and in what language you conduct correspondence, do not forget about the rules of email etiquette.
1. Clearly specify the subject of the letter (Subject).
According to a study by the Radicati Group agency, business representatives receive up to 80 emails per day. How to convince to read exactly your letter? Make a headline that fully reflects the content. The clearer what is being discussed, the faster the interlocutor will read the message.
No : “ Idea . ”
Yes : "H ow to boost online sales by 15% by the end of Q4 2017" .
2. Use a professional greeting and avoid familiarity.
No: “Hey”, “Yo”, “Hiya”.
Yes : “Dear”, “Hello”, “Hi”.
3. Re-read the letter before sending. Errors and typos will negatively affect your image in the eyes of the interlocutor.
4. If you enter into a correspondence a new interlocutor, briefly describe the background to the question. Do not make it scroll down and read all the posts on the topic. Describe the essence of the question, what was discussed, what do you want to say about it.
5. Reply to messages. If you do not have time to conduct research on the topic, confirm that the letter has been received, and indicate when you can address the issue.
6. Do not use red color to draw attention to the idea. Red speaks of danger and causes negative emotions. For highlighting, use special words and phrases, not graphics or color:
- I would like to underline → I would like to emphasize.
- I would like to draw your attention → I would like to get your attention.
- Please pay attention → Please note.
- Please note → Please keep in mind.
Lecture hall
English is the universal language of communication of people from different countries. But this does not mean that the style of correspondence will always be the same. Consider the differences.
China, Japan, Arab countries
When communicating with colleagues and partners from these countries, especially at the beginning of the acquaintance, use the most polite forms. Each letter begins with a polite greeting and forms of etiquette, for example:
- Hope this email finds you well → I hope you are fine,
- Sorry for bothering you → I apologize for distracting you.
- Might I take a moment of your time? → Can I borrow a minute from you?
Use the most polite request forms:
- I would be grateful if you could ... → I would be very grateful if you could ...
- Could you please be so kind ... → Be so kind ...
Germany, United Kingdom
Reduce the modality of phrases, but do not abandon polite forms and forms of etiquette:
- Shouldn't you hesitate to contact me. → If you have any questions, please contact
- I would appreciate your help in this matter. → I would appreciate your help.
- I await a response at your earliest convenience. → Answer as soon as possible.
USA
Omit etiquette forms, unless you communicate with a colleague or partner above you. Clearly describe what happened and what you need. The smaller designs with would, could, might , the better.
Africa, South America
If you are already familiar with a colleague or partner from these countries, ask how he is doing, how his family is doing. Appeal to personal is not perceived as a bad form, on the contrary, helps to establish a good relationship.
Language principles
Consider the general principles of writing an email.
Shorten
In business correspondence there is no place for speech figures, complex structures and compound times. The main task of the letter is to deliver your message without loss. Therefore, everything that can make it difficult to understand must be removed.
Not
You can remember that he was in his funny room. It was not a problem. → You probably remember John, whom we met at the conference, he was wearing his ridiculous jacket and he was talking loudly. I recently asked him how he was doing, and he replied that he was working on a very interesting project and asked me to help him.
Yes
John Johnson is working for his company. He proposes his subcontractor on the project. → John Johnson is currently working on a new affiliate program for his company. He invited us to become a contractor for this project.
Avoid jargon
Avoid jargon even if you communicate with colleagues who understand the question. Your correspondence can be sent to people who are not familiar with the topic.
Pay attention to the title, name and gender of the interlocutor
In Russian, everything is simple: Ivanova is a woman, Ivanov is a man. In English, it's not so simple. For example, Jody Jonson, is it a man or a woman? Last name will not tell us anything. Moreover, the name Jody is carried by both men and women:
If you are not sure who your interlocutor is, check with your colleagues, find his account on social networks. Calling Mr Johnson Mrs Johnson will put you in an awkward position.
Discard jokes and personal comments
Strictly formal style is not mandatory, but it is important to sound professional.
Remove prepositions where possible
A large number of prepositions make it difficult to understand and create the “water” effect in the text. For example, instead of “Meeting the first of December on the topic of marketing strategy”, write The December 1 Marketing strategy meeting → “Meeting on the marketing strategy of December 1”.
Instead of phrasal verbs, come up with - think up, and find out - find out, use their simple synonyms, generate and determine .
Avoid exclamation marks
It is difficult to convey emotions through email. An exclamation in the text is perceived as an increase in tone.
If there are many exclamation marks in the message, they are depreciated. The interviewee will cease to perceive them as a call to pay attention.
Limit yourself to five sentences.
According to Guy Kawasaki, if the message consists of less than 5 sentences, it sounds rude, if more - this is a waste of time.
Use short words, sentences and paragraphs.
This principle is especially relevant for those who work with mail from a phone or tablet: you need to quickly read the letter, understand and respond, the screen size introduces restrictions. The shorter the text in the message, the faster it will be read.
Discard the passive voice
No : The information was sent by Peter → The information was sent to me by Peter.
Yes: Peter sent me this information → Peter sent me this information.
Use lists
If you are interested in the opinion of a colleague on the issue and offer him a choice from alternatives, list them in the form of a numbered list. Otherwise, you risk receiving a one-word Yes in response. The other party wants to quickly reply to the message. It is more convenient for him to say yes, no, or indicate the number of his favorite version. In other situations, lists structure text and help understanding.
Put the deadline
If you need feedback on a specific date, specify it in the letter. This disciplines the interlocutor, and he will not delay with the answer.
Letter structure
An e-mail consists of five semantic parts:
- Greeting.
- Message.
- Closure.
- Parting.
- Signature.
Consider the standard phrases for each part.
Greeting
Use the words Dear, Hello, Greetings (if you are not familiar with the interlocutor) and Hi (closer to informal).
Message
This is the most informative part. In it we give information, give details, argue, offer ideas, etc. Consider useful phrases for different message types.
How to open a message
Use neutral phrases for everyday communication with colleagues and formal phrases for messages to superiors, customers and partners.
| Formally | Semi formal | Neutral |
|---|---|---|
| I am writing to ...
I am writing to ... | Just a quick note to tell you that ...
A short remark ... | Thank you for your mail ...
Thanks for your letter… |
| In accordance with your request ...
According to your request ... | This is to ...
This letter is to ... | Thank you for your mail regarding ...
Thank you for the letter regarding ... |
| We refer to our mail regarding ...
Referring to our letter regarding ... | I want you to know that / you about / ask you if ...
I wanted to inform you that ... / tell about ... / ask you ... | In reply to your mail ...
In reply to your letter… |
| I am writing with regard to ...
I am writing about ... | Referring to your email dated ...
Citing your letter from ... | |
| Thank you for your e-mail of (date) regarding ...
Thank you for your letter from (date) ... | ||
| I would like to know you ...
Referring to our phone conversation on Friday, I would like to inform you that ... | ||
| I am writing to enquire about ... / in connection with ... / to let you know that ... / to confirm ...
I am writing to find out / I am writing in connection with / I am writing to report on ... / I am writing to confirm ... |
How to clarify the deadline
Specify the hour and time zone. Without this, the deadline is blurred and perceived as a wish:
Please submit your report (reply) on 10 March, EOB CET → Please send your report / answer on March 10 before the end of the working day, Central European Time.
How to ask and give details
Give details:
| Formally | Neutral |
|---|---|
| We would also like to inform you ...
We would also like to inform you about ... | I'll keep you in the loop.
I'll keep you up to date. |
| In answer to your question (order) about ...
In response to your question (request) about ... | I'll keep you posted.
I'll keep you up to date. |
| I will include you in the loop.
I will include you in the correspondence. | |
| Regarding your question about ...
Regarding your question about ... |
| Formally | Neutral |
|---|---|
| I would be grateful if you could ...
I would appreciate it if you could ... | For further details ...
More detail / for more details ... |
| Could you possibly explain ...
Could you explain ... | I do not fully understand what ...
I did not fully understand that ... |
| Could you please let me know ...
Could you tell me ... | I also wonder if ...
I also wonder if ... |
| Please could you send me ...
Could you send me ... |
How to report a problem
1. To enter a problem, the verb to flag is often used to mean “indicate, underline”:
Flagging you about the issue on ... → Pointing you to a problem with ...
With this letter, I want to point you to one problem with my letter ...
2. To clarify or receive comments, use the phrases on my / our / your end or from my / our / your side - “on my / our / your side”.
3. Often, in the context of the discussion of problems, a noun workaround is used - a way out of the situation, a workaround.
How to put colleagues in a copy
1. To ask to put you in a copy, use the phrase Cc me , where Cc acts as a verb to “copy,” that is, put Cc in the line. From the word Cc is formed the participle cc'ed - pay attention to the spelling. The phrase I was cc'ed translates as "I was put in a copy."
2. To tell the other party that you are adding someone to the discussion, write Adding (name) to the thread - add (name) to the conversation.
3. Use the @ sign if the discussion is with several colleagues, but you need to contact one of them: @ Steve, I’m right? - @ Steve, I think the next step is yours, right?
How to apologize
| Formally | Neutral |
|---|---|
| We regret to inform you that ...
Unfortunately, we have to inform you about ... | Unfortunately ...
Unfortunately… |
| I am sorry to inform you that ...
I find it hard to tell you, but ... | I am afraid that ...
I'm afraid that… |
| Please accept our apologies for ...
Please accept our apologies for ... | I would be glad / delighted to / happy to ...
I would be happy / I would be happy ... |
| I sincerely regret that ... I sincerely regret that ... | I'm sorry, but I can't make it tomorrow.
I'm sorry, but I won't be able to come tomorrow. |
| I would like to apologize for any inconvenience caused.
I apologize for the inconvenience. | Thank you for your understanding.
Thank you for understanding. |
| We apologize for ...
We apologize for ... | |
| I am (extremely) sorry that / for ...
I apologize for the fact that ... |
How to ask and offer help
We offer help:
| Formally | Neutral |
|---|---|
| If you wish, I would be happy to ...
If you want, I'm happy ... | If you have any questions, please contact me.
If you have any questions, feel free to email me. |
| We are willing to arrange another meeting with ...
We would like to schedule another meeting with ... | Would you like me to ...?
Can I (do) ...? |
| Hesitate to contact me.
If you need any other information / help, please contact. | How about I come and help you out?
Maybe I will come and help? |
| If you would like to continue this conversation, please contact me.
If you want to continue our conversation, please contact me without hesitation. | |
| Please let me know if I can be further assistance.
Please advise if you need any more help. | |
| If you like me to ...
Let me know if you need my help ... |
| Formally | Neutral |
|---|---|
| Could you please ... (for me)?
Could you... | Can I ask you to ...?
Could I ask you? Could I ask you a favor? Will you do me a favor? |
| Could you possibly ...?
Could you... | Please let me know ...
Please inform... |
| I would appreciate ...
I would be very grateful | Would you mind ...?
Could you... |
| I was wondering if you could come.
Tell me, could you come. | Could you do me a favor?
Can you do me a favor? |
Conversation
Often, electronic correspondence is in the nature of full-fledged business negotiations. For their design, use the following phrases.
Express satisfaction:
| Formally | Neutral |
|---|---|
| We were very pleased to ...
We were very pleased ... | We are delighted that ...
We are very pleased that ... |
| Your help is highly appreciated ...
We will be very grateful ... | I am pleased to ...
Glad (to do something) ... |
| I will be happy to discuss with you ...
I will be glad to discuss with you ... | |
| We are glad / happy to inform you ...
We are happy to announce ... |
| Formally | Neutral |
|---|---|
| We'd like to propose that ...
I would like to suggest ... | We propose / suggest ...
I suggest... |
| Maybe it would be better to ...
Perhaps it would be better ... | |
| May we offer an alternative?
Can we offer an alternative? |
- I agree with you on that point. → I agree with you on this point.
- You have a strong point there. → Here you are right.
- I think we can both agree that ... → I think we both agree that ...
- I don't see any problem with that. → I do not see a problem with this.
We do not agree:
| Formally | Neutral |
|---|---|
| I'd have to disagree with you there. Forced to disagree with you here. | From my perspective ...
From my point of view… |
| I'm afraid that doesn't work for me.
I'm afraid this does not suit me. |
| Formally | Neutral |
|---|---|
| We'd be glad
We would be glad if you joined us. | I'd like to invite you to ...
I would like to invite you ... |
| Would you like to join us for (event) at (time)?
Would you like to join us at (event) at (time). |
| Formally | Neutral |
|---|---|
| I am writing to express my dissatisfaction with ...
I write to express my displeasure ... | I'm sorry to say that you're ...
Forced to report that you ... |
| I was not completely satisfied with ...
I'm not completely happy ... | I hope you don't mind me saying that ...
I hope you will not be offended by my words that ... |
How to attach additional materials to the letter
If you attach a document to the letter, pay attention to the interlocutor with the help of phrases:
- Please find attached → Attached.
- You can find in attachment ... → You can find in the attachment ...
- I am enclosing ... → I am putting ...
- I forward to you ... → I am sending you ...
- We are pleased to enclose ... → We are pleased to send you ...
- Attached you will find ... → In the attached file you will find ...
Closing
Before saying goodbye to the interlocutor, thank him for his time, express your willingness to help and / or provide explanations and details.
| Formally | Neutral |
|---|---|
| I look forward to hearing from you.
Waiting for your reply | Looking forward to hearing from you.
Waiting for your reply |
| I look forward to your reply.
Waiting for your reply | Hope to hear from you soon.
Hope to receive a message from you soon. |
| Do not hesitate to contact me if you need any assistance.
Contact if you need any help. | Let me know if you need anything else.
Let me know if you need anything else. |
| Let me know.
If you have questions, please contact. | Have a nice day / weekend.
Have a nice day / week. |
| Thank you for your kind assistance.
Thanks a lot for your help. | Thank you for your help.
Thanks for the help. |
| Thank you in advance!
Thank you in advance. | Thanks for your e-mail, it was wonderful / great to hear from you.
Thanks for the letter, I was very glad to receive news from you. |
| Apologize for the inconvenience!
I apologize for the inconvenience! |
How to understand abbreviations
Pay attention to the abbreviations used by foreign interlocutors in electronic correspondence, regardless of style:
- EOB (end of business day) → end of business day.
- SOB (start of business day) → the beginning of the working day.
- EOQ (end of quarter) → by the end of the quarter.
- TBD (to be determined) or TBA (to be announced), we use when information on dates or dates is not yet known.
- PTO (paid time off) → vacation.
- OOO (Out of office) → out of office, not at work. The phrase is used in auto answers.
- FUP (follow up) → follow, take control.
- POC (point of contact) → contact person.
- FYI (for your information) → for your information.
- AAMOF (As A Matter Of Fact) → in essence.
- AFAIK (As far as I know) → as far as I know.
- BTW (By The Way) → by the way.
- CU (see you) → see you
- F2F (face to face) → in private.
- IMHO (In My Humble (Honest) Opinion) → in my humble opinion.
Parting
For parting, use the phrase: best regards, regards, regards, best wishes, warm wishes, sincerely yours (formally).
Signature
Enter your first name, last name, position and contact phone number. This will give the other party the opportunity to contact you directly and find out the necessary details.
Templates
If you do not speak English well or write letters of the same type often, it is convenient to have on hand several ready-made templates. We give some of them.
Promotion Announcement
Subject Line: Firstname Lastname - New Position
I am pleased to announce the first one of [Firstname Lastname] from [Old Position] to [New Position] . [Firstname] has been for [X] and has worked in [insert Names of Departments / Positions] . S / he will be gaining these new responsibilities [list] .
[Firstname] attended [Name of University] and came to [Name of Company] after graduation.
It has been implemented that it has been approved for its achievement.
Please join me in congratulations.
Warm regards
Name
Title
Subject: First name, last name - new position
I am pleased to report progress (name, surname) from the position (title) to the position (title) . (Name) works in a company ( company name) (number of years) years in a department ( department name) .
(Name) studied at (university name) and came to (company name) after graduation.
During his / her work here, (name) launched protocols that increased efficiency in (department name) , and often received recognition for their achievements.
Let's congratulate (name) with the new position together and welcome him / her in the new department (department name).
Respectfully,
Name
Position
I am pleased to announce the first one of [Firstname Lastname] from [Old Position] to [New Position] . [Firstname] has been for [X] and has worked in [insert Names of Departments / Positions] . S / he will be gaining these new responsibilities [list] .
[Firstname] attended [Name of University] and came to [Name of Company] after graduation.
It has been implemented that it has been approved for its achievement.
Please join me in congratulations.
Warm regards
Name
Title
Subject: First name, last name - new position
I am pleased to report progress (name, surname) from the position (title) to the position (title) . (Name) works in a company ( company name) (number of years) years in a department ( department name) .
(Name) studied at (university name) and came to (company name) after graduation.
During his / her work here, (name) launched protocols that increased efficiency in (department name) , and often received recognition for their achievements.
Let's congratulate (name) with the new position together and welcome him / her in the new department (department name).
Respectfully,
Name
Position
Congratulations on the new post
Subject line: Congratulations on Your Promotion
Dear [Firstname] ,
Congratulations on your promotion to [insert Names of Departments / Positions] . I heard about your well-deserved promotion through LinkedIn. You have done your job.
Best wishes for your success.
Sincerely
Name
Title
Topic: Congratulations on your new post
(Name) , congratulations on promotion to position / department (title of position / department) . I learned about your well-deserved promotion through LinkedIn. You have worked well in the previous place for many years and have earned the recognition and responsibility of a new position.
Respectfully,
Name
Position
Dear [Firstname] ,
Congratulations on your promotion to [insert Names of Departments / Positions] . I heard about your well-deserved promotion through LinkedIn. You have done your job.
Best wishes for your success.
Sincerely
Name
Title
Topic: Congratulations on your new post
(Name) , congratulations on promotion to position / department (title of position / department) . I learned about your well-deserved promotion through LinkedIn. You have worked well in the previous place for many years and have earned the recognition and responsibility of a new position.
Respectfully,
Name
Position
Employment (for job seeker)
Subject line: Welcome!
Dear [Firstname] ,
I am pleased with you. September 7. Welcome aboard!
You will be working closely together for weeks before you get to know the routine here.
I'm looking forward to hearing your ideas. I don’t hesitate to call, text, or email me if you have any questions before your first day.
Best wishes,
Name
Title
Subject: Welcome!
(Name) , I am glad that you accepted the invitation to the position in our company, and you will join us on September 7th. Welcome!
We will work closely together for the first couple of weeks until you become familiar with our orders.
Waiting for your ideas. Call, write SMS, send emails if you have questions before your first day.
Respectfully,
Name
Position
Dear [Firstname] ,
I am pleased with you. September 7. Welcome aboard!
You will be working closely together for weeks before you get to know the routine here.
I'm looking forward to hearing your ideas. I don’t hesitate to call, text, or email me if you have any questions before your first day.
Best wishes,
Name
Title
Subject: Welcome!
(Name) , I am glad that you accepted the invitation to the position in our company, and you will join us on September 7th. Welcome!
We will work closely together for the first couple of weeks until you become familiar with our orders.
Waiting for your ideas. Call, write SMS, send emails if you have questions before your first day.
Respectfully,
Name
Position
Employment (for colleagues)
Dear Staff:
[Firstname, Lastname] is [1] . [Firstname] will be in the [insert Names of Departments] department.
So, if you want to know how you are excited about his / her joining our team.
[First name] has been working for companies over the past ten years, it brings.
[Firstname] 's Bachelor's degree is from [University name] where he / she majored in [insert name] .
[Firstname] has a passion for [insert name] .
I appreciate you joining me in providing a warm welcome for [Firstname] .
With excitement,
Name of Department Manager / Boss
Dear Colleagues,
(Name, surname) will join our team on May 1. (Name) will work as (job title) in (department name) .
Therefore, if you see a new face on May 1, make it clear (Name) that you are happy to see him / her in your team.
(Name) has worked in two other (name of companies) companies for the last ten years, so he / she will bring us a wealth of knowledge about (name of area) .
(Name) has a bachelor's degree (name of discipline) (name of university) .
(Name) is keen on (name) .
Join me in my warm greetings (Name) .
With excitement
The name of the head of department / head.
[Firstname, Lastname] is [1] . [Firstname] will be in the [insert Names of Departments] department.
So, if you want to know how you are excited about his / her joining our team.
[First name] has been working for companies over the past ten years, it brings.
[Firstname] 's Bachelor's degree is from [University name] where he / she majored in [insert name] .
[Firstname] has a passion for [insert name] .
I appreciate you joining me in providing a warm welcome for [Firstname] .
With excitement,
Name of Department Manager / Boss
Dear Colleagues,
(Name, surname) will join our team on May 1. (Name) will work as (job title) in (department name) .
Therefore, if you see a new face on May 1, make it clear (Name) that you are happy to see him / her in your team.
(Name) has worked in two other (name of companies) companies for the last ten years, so he / she will bring us a wealth of knowledge about (name of area) .
(Name) has a bachelor's degree (name of discipline) (name of university) .
(Name) is keen on (name) .
Join me in my warm greetings (Name) .
With excitement
The name of the head of department / head.
Leaving the company
Dear colleagues,
I’m leaving my position at [insert name] on [date] .
I have enjoyed my tenure at Thank you for your support and encouragement for you during my time at [insert name] .
Even though I’m looking for a client of my career.
Please keep in touch. I can be reached at my personal email address [insert email] or my cell phone [insert number] . You can also reach me on LinkedIn: linkedin.com/in/firstnamelastname.
Thanks again. It's been a pleasure working with you.
Best Regards,
Your [Firstname]
Dear Colleagues,
I want to inform that I leave the post in the company (the name of the company) (date) .
I was happy to work at (company name) , and appreciate the opportunity
Working with you. Thank you for the support and inspiration you gave me during
my work in (company name) .
But despite the fact that I will miss you, customers and the company, I want to start
new stage of my career.
Please stay in touch. You can contact me by personal email (address
email) or telephone (number) . You can also find me on LinkedIn: (page address) .
Thanks again. I was glad to work with you.
Respectfully,
Your (name)
I’m leaving my position at [insert name] on [date] .
I have enjoyed my tenure at Thank you for your support and encouragement for you during my time at [insert name] .
Even though I’m looking for a client of my career.
Please keep in touch. I can be reached at my personal email address [insert email] or my cell phone [insert number] . You can also reach me on LinkedIn: linkedin.com/in/firstnamelastname.
Thanks again. It's been a pleasure working with you.
Best Regards,
Your [Firstname]
Dear Colleagues,
I want to inform that I leave the post in the company (the name of the company) (date) .
I was happy to work at (company name) , and appreciate the opportunity
Working with you. Thank you for the support and inspiration you gave me during
my work in (company name) .
But despite the fact that I will miss you, customers and the company, I want to start
new stage of my career.
Please stay in touch. You can contact me by personal email (address
email) or telephone (number) . You can also find me on LinkedIn: (page address) .
Thanks again. I was glad to work with you.
Respectfully,
Your (name)
Birthday
If you want to congratulate a colleague on his birthday, it is useful to have on hand a few on-call phrases:
- May all your wishes come true → May all your dreams come true.
- I wish you a happy birthday → I wish you a happy birthday.
- Happy Birthday! Enjoy your wonderful day → Happy Birthday! Enjoy your wonderful day.
- I want you all the best! Because you deserve the best → I want to wish you all the best! I hope that this day is as wonderful as you, because you deserve the best.
- Have a wonderful day! I wish you a lot of fun! → May you have a wonderful day! I wish you many nice gifts and a lot of fun!
Transfer or cancel a meeting / call
Hi everyone
It has been changed from [date] at [time] in [venue] to [date] at [time] in [venue] .
If you have any questions, please contact me.
Best regards,
Name
Hello!
Due to (problem name), time (event name) changes from: (date) (time) to (meeting place) to (date) (time) at (meeting place) .
If you have questions, please contact.
Respectfully,
Name
Dear colleagues,
Because of our meeting to [date & time] at [venue] . I hope you’re happy. If you have any problems, please contact me at your earliest convenience.
Sorry for the inconvenience caused!
Kind regards
Name
Title
Dear Colleagues!
Due to unavoidable circumstances, I have to postpone our meeting for (date, time) to (venue) . I hope you / all new schedule. If a new program does not suit you / someone, please let me know as soon as possible.
I apologize for the inconvenience!
Respectfully,
Name
Position
It has been changed from [date] at [time] in [venue] to [date] at [time] in [venue] .
If you have any questions, please contact me.
Best regards,
Name
Hello!
Due to (problem name), time (event name) changes from: (date) (time) to (meeting place) to (date) (time) at (meeting place) .
If you have questions, please contact.
Respectfully,
Name
Dear colleagues,
Because of our meeting to [date & time] at [venue] . I hope you’re happy. If you have any problems, please contact me at your earliest convenience.
Sorry for the inconvenience caused!
Kind regards
Name
Title
Dear Colleagues!
Due to unavoidable circumstances, I have to postpone our meeting for (date, time) to (venue) . I hope you / all new schedule. If a new program does not suit you / someone, please let me know as soon as possible.
I apologize for the inconvenience!
Respectfully,
Name
Position
Detailed advice on the principles of building standard letters and other templates are available at https://www.thebalance.com .
Work with language
Electronic communication is not limited to the use of standard phrases and templates. Messages contain a description of a unique problem or situation. If you speak a language badly, how to be sure that the letter is composed correctly and kept in a business style?
Use dictionaries
Bilingual dictionaries will help if you do not know the translation of the word. But they are of little use when it comes to style. Use English explanatory dictionaries: they indicate the style (formal and informal) and describe the use of the word.
Dictionaries of professional English language publishing houses are available online at https://en.oxforddictionaries.com , http://dictionary.cambridge.org , http://www.ldoceonline.com , http://www.macmillandictionary.com . An abbreviated version is provided free of charge, you need to buy the full version, but for abbreviated business correspondence, it is quite enough.
The structure of the dictionary entry:
- Part of speech,
- transcription with the ability to listen to the pronunciation,
- definition
- examples of using,
- synonyms
- Frequently used phrases with words and phraseological units.
Pay attention to the formal / neutral / informal mark (formal, neutral, informal), use formal or neutral words. If the selected word is marked as informal, study the section with synonyms.
Do not ignore the examples, they help to correctly place the selected word or phrase in the sentence.
Use activator dictionaries
These dictionaries are not built on the principle of the alphabet of words, like traditional dictionaries, but on the principle of the alphabet of concepts. For example, you want to convey the concept of "beautiful." Find the concept of beautiful in the dictionary-activator. Below it is a list of synonyms for the word beautiful with definitions, examples, and explanations of the difference between them. In one place, all possible variants of expressing the idea “beautiful” are collected, and there is no need to search for each word separately.
Today, the activator dictionary is released under the label Longman: Longman Language Activator.
Check word compatibility with Google search
If the words in a Russian phrase are combined, their joint translation into English is not always correct. Hammer in English phrases in a search engine and check if words are found side by side.
Check text grammar
If you are not fluent in the language, use special services to check grammar and punctuation, for example, Grammarly .
Conclusion
If you conduct electronic correspondence with foreign colleagues, partners and clients, but you do not speak English well, use the checklist:
- Determine your audience. Take into account its specifics when composing a message.
- Check if you can adapt an existing template for your purpose. Perhaps you want to congratulate a colleague happy birthday? Use a template.
- Make a plan for writing. Rely on the standard structure of the email message. Make sure you do not miss anything.
- Choose common phrases to use. When choosing a style of phrases guided by the audience.
- Fill in the structure with your own words and sentences.
- Check the entire message for correct language through services, dictionaries and Google search. Have you considered the style of the selected words? Do they fit together?
- Make sure that you do not violate the principles of writing an e-mail. Can it be cut without losing meaning? Does it have jargon?
- Re-read the message. Check that email etiquette is observed. Clearly indicated the subject of the letter? Are all typos fixed?
- Click Send!
From the Editor
Courses "Netology" on the topic:
- Full-time program “ Manager of a digital product ”: 5 months of study, 20 well-known experts of the Runet, 100+ hours of practice;
- full-time program " Director of online marketing ";
- full-time program " Content Producer ";
- online program " Profession product manager ";
- online program " Profession product designer ."
Source: https://habr.com/ru/post/340358/
All Articles