The table below gives the meaning for each word. If you decide to copy and modify any of the sample letters for your own use, make sure that you are choosing the right words.
| word | meaning |
|---|---|
| apologize verb | say "sorry" |
| approach noun | method or style of doing something |
| attitude noun | outlook on life |
| by invitation only | only those who are asked to come will be allowed in |
| commence verb | start |
| complimentary adjective | free |
| concerns noun | problems, issues |
| confidential adjective | private |
| conscientious adjective | cares about quality of work |
| contribution noun | individual effort or support in a group |
| convenient adjective | suitable, favourable, makes life easy |
| cooperation noun | the act of working together |
| coordinator noun | person who organizes something |
| dedication noun | a lot of effort put into something |
| dependable adjective | can be trusted |
| disregard verb | ignore, pay no attention to |
| do not hesitate | don't wait |
| dropped verb | fell to a lower amount |
| effective adjective | produces a positive response |
| efficient adjective | performs well |
| enclosed adjective | included inside |
| encouraged verb | persuaded or inspired |
| enquire (BrE) inquire (AmE) verb | looking for information |
| extravaganza noun | exciting and rare event |
| formal adjective | following set requirements |
| grateful adjective | thankful |
| guarantee verb | promise |
| impact noun | effect |
| indicates verb | shows |
| invoice noun | document detailing purchases and money owed |
| latest adjective | most modern |
| lay-off verb | take a job away from an employee (when employee is not at fault) |
| notice noun | document that indicates a change or event |
| outstanding balance adjective | money still owed |
| pleasure noun | enjoyment |
| postpone verb | delay until later |
| preferred customer | buyer who comes back often |
| present verb | award something to someone |
| professional adjective | exhibits suitable behaviour on the job |
| profound adjective | deep |
| punctual noun | always on time |
| reach me verb | find and talk to me |
| records noun | files that keep track of business matters |
| regarding verb | being about |
| regret verb | feel bad |
| reliable adj | dependable |
| replacement noun | someone who fills the position of another |
| representative noun | a person who acts on behalf of another person, company, policy... |
| resignation noun | the act of leaving a job position |
| respected adj | considered good and honest |
| retirement noun | a permanent leave from the workplace (usually due to aging) |
| senior staff noun | employees who hold high positions or have been working at the same place for a long time |
| severance noun | money paid to make up for a separation |
| sharp adverb | exactly (in reference to time) |
| skyrocketed verb | went up higher very quickly |
| stock noun | share in ownership |
| struggle verb | work at with difficulty |
| sufficient adj | enough |
| support noun | financial help |
| T.B.A | To Be Announced |
| versatile adj | with a variety of skills and abilities |
| welcome adjective | (happily) permitted to do something |
Phrases and vocabulary for business letters:
| PURPOSE | EXAMPLES |
|---|---|
| Salutation | • Dear Mr. Brown, • Dear Ms. White, • Dear Sir, • Dear Madam, • Dear Sir or Madam, • Gentlemen, |
| Starting | • We are writing - to inform you that ... - to confirm ... - to request ... - to enquire about ... - to provide the information you requested. • I am contacting you for the following reason... • I recently read/heard about ..... and would like to know .... • Having seen your advertisement in ..., I would like to ... • I would be interested in (obtaining / receiving) ... • I received your address from ----- and would like to ... • The aim of this letter is to (present/request/ask/enquire) ... |
| Referring to previous contact | • Thank you for your letter of March 15. • Thank you for contacting us. • In reply to your request, ... • Thank you for your letter regarding ... • With reference to our telephone conversation yesterday... • Further to our meeting last week ... • It was a pleasure meeting you in London last month. • I enjoyed having lunch with you last week in Tokyo. • I would like to confirm the main points we discussed on Tuesday. |
| Making a request | • We would appreciate it if you would ... • I would be grateful if you could ... • Could you please send me ... • Could you possibly tell us / let us have ... • In addition, I would like to receive ... • It would be helpful if you could send us ... • I am interested in (obtaining / receiving) ... • I would appreciate your immediate attention to this matter. • Please let me know what action you propose to take. |
| Offering help | • Would you like us to ...? • We would be happy to ... • We are quite willing to ... • Our company would be pleased to ... |
| Giving good news | • We are pleased to announce that ... • I am delighted to inform you that .. • You will be pleased to learn that ... |
| Giving bad news | • We regret to inform you that ... • I'm afraid it would not be possible to ... • Unfortunately we cannot / we are unable to ... • After careful consideration we have decided (not) to ... |
| Complaining | • I am writing to express my dissatisfaction with ... • I am writing to complain about ... • Please note that the goods we ordered on ( date ) have not yet arrived. • The goods we received are not similar to the sample. • We regret to inform you that our order n° ----- is now considerably overdue. • I would like to query the transport charges which seem unusually high. |
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