Essential Business Correspondence Templates and Etiquette
Cancellation of Booking
Dear Sirs,
Please cancel the reservation we made for two double rooms starting from November 10th. Due to circumstances beyond our control, our representatives have had to postpone their trip until further notice. We hope to contact you again in the near future. Thank you.
Making an Appointment
Dear Mr. XXX,
Our chief buyer, Mr. XXX, would like you to contact us to arrange an appointment to discuss the possibility of setting up a contract with your company to supply us with steel over the next year. He will be in his office all next week; if you could write or phone him, he would be pleased to arrange a meeting. Thank you.
Confirming an Appointment
Dear Mr. XXX,
Mr. XXX has asked me to confirm the appointment you made to see him. He looks forward to meeting you at 11:30 AM in his office, at the above address, on Tuesday, August 2nd. Thank you.
Cancelling an Appointment
Dear Mr. XXX,
I am sorry to inform you that Mr. XXX will not be able to keep the appointment he made to see Mr. XXX on Tuesday, August 2nd. Unfortunately, an urgent matter has arisen in our New York office that requires his immediate attention. He offers his sincere apologies for the inconvenience and will contact you as soon as he returns to London. Thank you.
Introduction
Dear Sirs,
It is a pleasure for us to introduce Mr. XXX, the director of the firm "XXX," who are business friends of ours. Mr. XXX is interested in establishing new connections, and we would consider it a favor if you could provide him with assistance in this field. Thank you.
Congratulations
Dear Mr. XXX,
We have just learned of your recent appointment as President of [Company] and wish to express our most sincere congratulations. We believe that nobody deserved this reward more than you, and we are certain you will find success in this new position. Thank you.
Sympathy
Dear Mr. XXX,
I would like to extend the deep sympathy of all of us at XXX Company. We had the privilege of knowing and working with XXX for many years, and her friendly presence will be sadly missed. Please consider us your friends and contact us if we can be of any help. Sincerely.
Formal Invitation
Mr. and Mrs. XXX request the pleasure of Mr. and Mrs. XXX's company at dinner on Wednesday, the 25th of January, at seven o'clock. RSVP.
Formal Reply
Mr. and Mrs. XXX thank Mr. and Mrs. XXX (the Chairman and Directors of XXX) for their kind invitation to dinner on January 25th, which they have much pleasure in accepting.
Informal Invitation
We are having a few friends over for dinner next Saturday and would be delighted if you could join us. We look forward to seeing you.
Informal Reply
Thank you very much for your invitation to dinner on Saturday, XXX. I would be delighted to come and look forward to seeing you.