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Writing an English Administrative Letter, Business Letter

Contrary to many people's beliefs, writing a business letter in English is not a difficult task. In general, in official English letters, we try to express the matter directly and by avoiding exaggeration. Also, in English correspondence we try not to use complicated language so that the reader does not have trouble understanding what we mean. The simpler the administrative language, the better letter

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 Stages and principles of official English correspondence

First of all, make sure you spell the recipient correctly. Also be careful in choosing the title. For gentlemen from Mr. With last name and for ladies from Ms. Use Dear after surname.

For married women, you can use the title Mrs. Use also, but in modern English, especially American English, use Ms. It’s better.

In very informal situations or in situations where the parties have a long and friendly correspondence, a small name can be used instead of a title, but be careful. In case we do not know the recipient’s name, you can use the phrase Dear Sir or Madam. If we only know the gender of the recipient, the use of Dear Sir or Dear Madam is also correct.

Note that the phrase To Whom It May Concern, although used in English correspondence, is not very appropriate because it is too cold and soulless. For this reason, we recommend that you do not use this phrase. In addition, you can use job titles, which is more common in in-house correspondence.

Common phrases and corrections in the English administrative letter

In official English letters, the ending for “hello”, in English, the comma “,” and in American English, the colon is used. Of course, you can not use any of these.

Examples of some common phrases in English correspondence to address the recipient of the letter below

Dear Mr. Smith,

Dear Ms. Mackenzie,

Dear Frederick Hanson:

Dear Editor-in-Chief:

Dear Valued Customer

Dear Sir or Madam:

Dear Madam

Dear Sir,

Dear Sirs


Most English letters can start with a greeting or a greeting. Note that long greetings have no place in official and administrative letters and should be avoided.

The following expressions can be used as examples.

I hope you are enjoying a fine summer.

Thank you for your kind letter of January 5th.

I came across an ad for your company in The Star today.

It was a pleasure meeting you at the conference this month.

I appreciate your patience in waiting for a response.

After a short introduction, state your purpose for writing the letter in one or two sentences.

I’m writing to enquire about…

I’m interested in the job opening posted on your company website.

We’d like to invite you to a members-only lunch on April 5th.

 Second and Third Paragraphs

Explain the issue in a few short paragraphs. Note that if the subject of the letter ends in a paragraph, do not write extra paragraphs. Remember that one of the principles of English correspondence is that administrative letters should be as short as possible.

However, bad or sensitive news is not usually mentioned in the first paragraph. It is better to put bad news, rejected offers, and sensitive information in the second paragraph. Below are a few sentences to announce the undesirable facts and bad news

•             We regret to inform you…

•             It is with great sadness that we…

•             After careful consideration we have decided…

 Final Paragraph

List requests, reminders, and attachments in the final paragraph. If necessary, add your contact information in the last paragraph. Office letters usually end with a call to action. The following statements are appropriate for the conclusion.

I look forward to…

Please respond at your earliest convenience.

I should also remind you that the next board meeting is on February 5th.

For further details…

If you require more information…

Thank you for taking this into consideration.

I appreciate any feedback you may have.

Enclosed you will find…

Feel free to contact me by phone or email.


Below are some common phrases to end an English office letter. Enter your full name after this phrase. Write your name in the letters by hand (sign). This is not necessary in email. After these phrases, a comma is usually placed. Of course, if you did not use a punctuation mark at the beginning of the official English letter, it is best not to use it here.

Yours truly,

Yours sincerely,


Sincerely yours

Thank you,

Best wishes

All the best,

Best of luck

Warm regards,

It is best to use a conversational tone when writing an English office letter. This means avoiding general sentences and addressing the reader directly.

• Ask your questions directly and avoid indirect questions.

• Use active sentences as much as possible.

• Always address yourself as (I) and refrain from using us (we) unnecessarily.

• Use polite modal verbs. (Would instead of will)

Be sure to reread the letter and rewrite the incomprehensible sentences.

• Be sure to mention the date in the official English letter. To avoid ambiguity, avoid writing a numerical date and name the month. (Oct 21st 2019)

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