Effective Business Communication: Examples & Templates
First Contact
Dear [Name],
Your training manager has asked me to write to you about organizing professional language training for your company, either in [Location 1] and/or in [Location 2]. I will call you at the end of the week, but in the meantime, if you have any queries, please call me on [Phone Number] or send me an email.
Sincerely,
Formal Message
Dear [Name],
I am writing to inform you and your staff that we are relocating our offices to [New Address]. We will close on [Date] and will reopen in our new premises on [Date].
Best regards,
Everyday Matters
Hi [Name],
Hope you are feeling better. I heard from [Name] that you had the flu. I am sorry to say that I have a problem next week. Tina’s on holiday, and I have to cover for her, so I won’t be able to see you on Thursday. I’ll call you later, and we can arrange an alternative date. Speak to you later.
Future Meeting
[Name],
It was good to see you again last week. Let me know when you are next going to be in [Location], and we’ll arrange a night out. There are some excellent restaurants here. I look forward to hearing from you.
Regards,
Saying Thank You
Dear [Name],
I am writing to thank you for your active participation in our conference. You really helped to make the event a great success. I would like to apologize for the poor attendance at the Saturday afternoon session. When we planned the conference, we did not realize that it clashed with the World Cup Finals. Once again, many thanks, and I look forward to seeing you in [Location] next year.
Best regards,
An Invitation
Hi [Name],
I would like to invite you to be our guest at the Brazilian Grand Prix in March. The event is being held at Interlagos, and we would like you to join us for lunch at the track and for an evening dinner in Sao Paulo. Let me know if you can attend. Look forward to hearing from you.
Best regards,
Accepting an Invitation
Dear [Name],
Thanks for the invitation. I’d love to come, and I look forward to seeing you then. Please send me details of the event when you have them.
Best regards,
Declining an Invitation
Dear [Name],
Many thanks for your kind invitation to attend the Grand Prix. Unfortunately, I’ll be abroad on that day, and I won’t be able to make it. I hope the event goes well for you, and I look forward to seeing you soon.
With best regards,
Problems
Dear [Name],
I have just heard from our French office that they are having problems arranging the meeting in Paris next week. There is a problem with accommodation, as there is a large trade fair on at that time. All the hotels are full. Do you have any suggestions?
Best regards,
Good News
Dear [Name],
Good news! We’ve got the RX contract. Thanks for all your hard work on this. It would be good to get together sometime next week to talk through some details. I’m free all day Tuesday and Wednesday afternoon. Let me know a time that suits you, and I’ll set up a meeting.
Regards,
General Announcement
Dear all,
This is to let you know that Will Pick is leaving the company on Wednesday, [Date]. As many of you know, [He/She] has worked for us for more than twenty years. I’m sure that organizing a reception for him in the canteen after work on his last day, and we very much hope that you will be able to come.
Yours sincerely,
For Information
Dear [Name],
I am sorry to inform you that I will be off work for two weeks as I have to go into the hospital for a routine operation. I expect to be back in the office on [Date]. Julia Hernandez will be covering for me while I am away, so please contact her if you need anything.
Best regards,
Passing on Good Wishes
Dear [Name],
I was sorry to hear about Stavros. I am sure that he is keen to get back to work, but tell him to take his time. Please pass on my best wishes.
Regards,