Comprehensive E-Learning Platform for Professional Business English (UK, USA & Africa)
Welcome to our comprehensive guide on English business correspondence. This e-book provides all the necessary information and tools to craft and understand professional business letters in English, with special focus on business relations with the UK, USA, and African English-speaking countries.
The content is divided into eight chapters that will guide you step by step through the basics, specific letter types, and practical applications. Each chapter contains:
Use the navigation to jump directly to specific chapters or work systematically through the entire content.
Cultural specifics, formal requirements, and digital communication
Go to ChapterStructure, format, and stylistic aspects of professional letters
Go to ChapterSample letters, phrase collection, and vocabulary for inquiries
Go to ChapterComplaint letters, responses, and goodwill arrangements
Go to ChapterContract drafting, cooperation agreements, and legal aspects
Go to ChapterJob applications, interview invitations, and employment contracts
Go to ChapterEnglish business culture differs in several important aspects depending on the region:
In the US, business correspondence tends to be more direct and concise, often getting straight to the point. In contrast, UK business letters may include more polite phrases and formal language. When writing to partners in African English-speaking countries, relationship building elements are particularly important, and a slightly more formal approach is often appreciated.
A professional English business letter follows a specific structure:
The date format varies significantly between regions. In the US, the format is typically Month Day, Year (e.g., April 15, 2023), while in the UK and many African countries, it's Day Month Year (e.g., 15 April 2023). Using the wrong format can create confusion.
Even though digital communication can be less formal, certain rules apply:
In the US business context, email communication tends to be more informal and direct than in the UK or African countries. However, even with long-standing business relationships, it's important to maintain a level of professionalism appropriate to your industry and the specific relationship.
TECH SOLUTIONS LTD
45 Innovation Street
London SW1A 1AA
United Kingdom
Tel: +44 20 7946 0173
Email: contact@techsolutions.co.uk
Company Reg. No: 12345678
VAT No: GB 123 4567 89
London, 15 March 2023
Ms. Sarah Johnson
Procurement Director
ABC Enterprises
25 Fifth Avenue
New York, NY 10003
United States
Our ref.: TS/2023/045
Your ref.: ABC/2023/112
Subject: Request for information on your IT consulting services
Dear Ms. Johnson,
Following our telephone conversation on March 10th, I am writing to request additional information regarding your digital transformation consulting services.
Our company is currently planning a complete overhaul of our IT infrastructure, and we are particularly interested in your expertise in the following areas:
1. Needs assessment and audit of existing systems
2. Design of secure cloud architecture
3. Implementation of collaborative solutions
4. Training our teams on new tools
Could you please send us detailed documentation of your services as well as an indicative pricing structure? We would also like to know your implementation timeframes and the availability of your consultants for a project starting in June 2023.
Furthermore, would it be possible to arrange a presentation meeting at our offices during April? We would be delighted to discuss our specific needs and your solutions in more detail.
I look forward to your response and thank you in advance for your assistance.
Yours sincerely,
John Smith
Technical Director
TECH SOLUTIONS LTD
Tel: +44 7700 900 123
Email: j.smith@techsolutions.co.uk| English | German | Example Sentence |
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Choose the appropriate salutation and closing formula for the following situations:
Situation 1: Letter to the managing director of a partner company whom you have not yet met in person.
Situation 2: Email to a supplier with whom you have worked several times.
Situation 3: Formal letter to a government agency.
Complete the following business letter with the appropriate terms from the vocabulary list:
The _____________ of this letter must include the name and complete address of your company. Don't forget to indicate your _____________ as well as your _____________ number. In the upper right corner, write the place and date of sending.
The _____________ of your letter should be clearly indicated after the _____________ of the _____________. Choose an appropriate _____________ depending on whether or not you know your correspondent.
The _____________ should be structured in distinct paragraphs. If you are enclosing documents with your letter, mention them as _____________.
End your letter with an appropriate _____________ and don't forget to add your handwritten _____________ as well as your company's _____________.
A perfect English business letter follows a clear structure, which we'll examine in detail:
The letterhead contains all important information about the sender:
Placed on the left below the letterhead:
On the right at the same level as or below the recipient's information:
Clear and precise, often preceded by "Re:" or "Subject:":
The formal greeting that begins the letter:
The main part of the letter follows a clear three-part division:
An appropriate closing phrase according to the formality level:
The conclusion of the letter:
At the end of the letter, after the signature:
In the US, business letters tend to follow a block format where all elements are left-aligned. In the UK, a modified block format is sometimes used, where the date and closing are aligned to the right. African business correspondence often follows UK conventions but may have local variations.
The style of English business letters differs significantly depending on the region:
While German business correspondence values clarity and directness, UK business letters often use more diplomatic and nuanced formulations. US business letters tend to be more direct and concise. What sounds precise and efficient in German might come across as abrupt or impolite in English, especially in UK or African contexts.
INNOVATECH LTD
14 Industry Road
Birmingham B1 1AA
United Kingdom
Tel: +44 121 XXX XXXX
Email: contact@innovatech.co.uk
Website: www.innovatech.co.uk
Company Reg. No: 12345678
VAT No: GB 123 4567 89
Birmingham, 20 March 2023
Mr. Richard Parker
Procurement Director
American Electronics Corporation
25 Victor Hugo Avenue
Chicago, IL 60007
United States
Our ref.: IT/2023/076
Your ref.: AEC/PR/2023/42
Contact: Ms. Emily Davis
Subject: Strategic partnership proposal for IoT solutions development
Dear Mr. Parker,
Following our meeting at the Technology Innovation Exhibition on March 5th in Chicago, I would like to thank you for the interest you showed in our connected solutions for Industry 4.0.
As agreed during our discussion, I am pleased to submit a detailed partnership proposal between our two companies. This collaboration would aim to jointly develop IoT solutions specifically adapted to the needs of the American manufacturing sector, combining your expertise in industrial electronics with our know-how in software and artificial intelligence.
Our proposal is structured around three main axes:
1. Collaborative research and development
- Creation of a joint R&D team
- Sharing of technical resources and infrastructures
- Development of a functional prototype within 6 months
2. Integrated commercial strategy
- Definition of a common and complementary offer
- Coordinated approach to industrial customers
- Joint participation in professional exhibitions
3. Equitable sharing of intellectual property
- Joint filing of patents
- Cross-licensing of existing technologies
- Revenue sharing according to a 50/50 key
You will find attached a detailed presentation of our proposal, including a provisional timeline, budget estimate, and profiles of our technical team members who would be involved in this project.
We would be honored to further discuss this proposal during a meeting at your offices. To this end, I will contact your assistant in the coming days to arrange a date that would suit you, ideally during April.
I look forward to your response and remain at your disposal for any further information.
Yours sincerely,
Marie Laurent
Managing Director
INNOVATECH LTD
Tel: +44 7XX XXX XXXX
Email: m.laurent@innovatech.co.uk
Enc.:
- Detailed partnership project presentation (15 pages)
- Technical specifications of our existing IoT solutions
- CVs of technical team members| English | German | Example Sentence |
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Put the following elements of an English business letter in the correct order:
a) Signature
b) Subject line
c) Body of the letter
d) Recipient's information
e) Letterhead
f) Place and date
g) Complimentary close
h) Salutation
i) References
j) Enclosures
The following sentences contain typical stylistic errors. Correct them to achieve a more elegant English business style:
In English business correspondence, several types of inquiries are distinguished:
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British Office Furniture Ltd
18 Industry Avenue
Manchester M1 5QF
United Kingdom
Tel: +44 161 XXX XXXX
Email: sales@bof.co.uk
www.bof.co.uk
Company Reg. No: 12345678
VAT No: GB 123 4567 89
Manchester, April 25, 2023
German Office Design GmbH
Attn: Ms. Claudia Schneider
Procurement Director
Hamburger Strasse 78
20095 Hamburg
Germany
Our ref.: BOF/2023/OF-145
Your ref.: GOD/2023/INQ-089
Subject: Commercial offer for your new office furnishing
Dear Ms. Schneider,
Following your request dated April 15th and our telephone conversation on April 20th, we are pleased to submit our offer for the complete furnishing of your new offices in Munich.
In accordance with your specifications, our proposal includes:
1. OFFICE FURNITURE
• 25 "Ergonomica Plus" workstations with height-adjustable desks
Unit price: £1,250 + VAT
Total: £31,250 + VAT
• 25 "ComfortPro" ergonomic chairs with TÜV certification
Unit price: £450 + VAT
Total: £11,250 + VAT
• 10 modular "FlexStore" storage cabinets (180 x 80 x 40 cm)
Unit price: £380 + VAT
Total: £3,800 + VAT
2. COLLABORATIVE SPACES
• 3 "Conference Pro" meeting tables (240 x 120 cm)
Unit price: £890 + VAT
Total: £2,670 + VAT
• 24 "VisitorComfort" meeting chairs
Unit price: £180 + VAT
Total: £4,320 + VAT
• 2 "Creative Space" sets (whiteboards, display panels, modular furniture)
Unit price: £2,450 + VAT
Total: £4,900 + VAT
3. RELAXATION AREA
• 1 complete "RelaxZone" set (sofas, armchairs, coffee tables, shelves)
Package price: £5,800 + VAT
TOTAL AMOUNT: £63,990 + VAT
VAT (20%): £12,798
TOTAL INCL. VAT: £76,788
Commercial terms:
• 5% discount for ordering the entire proposal: -£3,199.50 + VAT
• Final amount after discount: £60,790.50 + VAT (£72,948.60 incl. VAT)
Delivery terms:
• Delivery time: 6 weeks from order confirmation
• Delivery and installation included
• Training of staff on the use of height-adjustable desks included
Payment terms:
• 30% with order
• 70% within 30 days after delivery
Warranty:
• 5-year warranty on all furniture
• After-sales service available with 48-hour response time
This offer is valid until May 31, 2023.
You will find attached detailed technical specifications for each product offered as well as a 3D implementation plan created according to the floor plans you provided.
We hope that this offer meets your expectations and remain at your complete disposal for any additional information.
Thank you for your trust and confidence.
Yours sincerely,
Lawrence Davies
Commercial Director
British Office Furniture Ltd
Tel: +44 7XX XXX XXXX
Email: l.davies@bof.co.uk
Enc.:
- Technical specifications of products
- 3D implementation plan
- General terms and conditions
- Warranty certificates and quality standards| English | German | Example Sentence |
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There are various types of complaints in business transactions, each requiring different approaches:
In US business culture, complaints tend to be more direct and solution-focused. UK complaints often use more diplomatic language while clearly stating the issues. When dealing with African business partners, maintaining respect and face-saving language is particularly important, even when addressing serious problems.
German Import Company
Industriestrasse 78
60313 Frankfurt am Main
Germany
Tel: +49 69 123 456 789
Email: quality@gic-import.de
Frankfurt, May 10, 2023
American Electronics Products
Quality Department
45 Technology Avenue
New York, NY 10001
United States
Our ref.: GIC/2023/COMP-042
Your ref.: Invoice No. F-2023-1856 dated 04/15/2023
Subject: Complaint regarding delivery received on 04/25/2023
Dear Sir or Madam,
We are writing to you regarding our recent order (reference ORD-2023-089) delivered on April 25, 2023, for which we have unfortunately discovered several quality issues that require your attention.
During the inspection carried out by our quality department, we identified the following defects:
1. Of the 20 "TouchPro X12" tablets ordered:
- 3 have screen defects (dead pixels)
- 2 do not turn on at all despite several attempts
- 5 have visible scratches on the back casing
2. Regarding the associated accessories:
- 7 chargers have defective cables (damaged insulation)
- 4 protective cases are torn at the seams
These defects constitute a significant breach of the quality standards mentioned in our framework agreement. Moreover, these problems compromise our ability to fulfill commitments made to our own customers.
In light of these issues, we request that you:
1. Replace all defective products as soon as possible
2. Cover the return shipping costs for the affected items
3. Grant us a 5% discount on the total amount of our next order as compensation
We would appreciate your confirmation of receipt of this complaint and information on the measures you intend to take to resolve these issues within 7 business days.
Despite these difficulties, we remain confident in the usual quality of your products and hope that this is an isolated incident.
We look forward to your prompt response.
Yours faithfully,
Thomas Schmidt
Quality Manager
German Import Company
Tel: +49 69 123 456 700
Email: t.schmidt@gic-import.de
Enc.:
- Photographs of defective products
- Technical test reports
- Copy of delivery note
- Copy of invoice| English | German | Example Sentence |
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British Electronics Ltd
23 Commerce Road
London EC2A 3EY
United Kingdom
Tel: +44 20 7XXX XXXX
Email: accounts@bel.co.uk
www.bel.co.uk
Company Reg. No: 87654321
VAT No: GB 987 6543 21
London, July 18, 2023
German Industrial Solutions GmbH
Accounts Department
Industrieweg 56
10115 Berlin
Germany
Our ref.: BEL/2023/PR-234
Your ref.: Invoice No. INV-2023-456
Subject: Payment Reminder - Invoice INV-2023-456
Dear Sir or Madam,
We would like to draw your attention to our invoice No. INV-2023-456 dated June 10, 2023, for the amount of £8,750 (eight thousand seven hundred and fifty pounds sterling), which appears to remain outstanding.
According to our records, this invoice, which relates to the delivery of industrial control systems, was due for payment on July 10, 2023, i.e., 30 days from the invoice date, in accordance with our agreed payment terms.
Unless there has been an error or oversight on our part, or unless your payment is currently in process, we would appreciate it if you could settle this invoice at your earliest convenience.
If you have already processed this payment, please accept our apologies for this reminder and kindly send us confirmation of the transaction for our records.
Should there be any issue or dispute regarding this invoice, please do not hesitate to contact us so that we may resolve the matter promptly.
We thank you in advance for your attention to this matter and look forward to continuing our positive business relationship.
Yours faithfully,
Michael Thompson
Accounts Receivable Manager
British Electronics Ltd
Tel: +44 20 7XXX XXX
Email: m.thompson@bel.co.uk| English | German | Example Sentence |
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Contract preliminaries are an important phase in business:
Letter of Intent
Memorandum of Understanding (MOU)
Non-Disclosure Agreement (NDA)
In US business culture, there's often a quicker progression from preliminary discussions to formal agreements. UK business practice typically involves more extensive preliminary documentation. In many African business contexts, relationship-building and trust establishment may take precedence over rushing to formalize preliminary agreements.
UK Technology Innovation Ltd
45 Research Avenue
London SW1A 1AA
United Kingdom
Tel: +44 20 7XXX XXXX
Email: management@ukti.co.uk
www.ukti.co.uk
Company Reg. No: 12345678
London, June 15, 2023
German Technology GmbH
Attn: Dr. Hans Mueller
Managing Director
Innovationsstrasse 45
10115 Berlin
Germany
Our ref.: UKTI/2023/LOI-023
Subject: Letter of Intent - R&D Collaboration Project
Dear Dr. Mueller,
Following our various meetings, particularly during the International Innovation Exhibition in Munich last month, and the in-depth discussions between our respective technical teams, we would like to express our intention to establish a strategic partnership with your company in the field of quantum technologies applied to cybersecurity.
This letter of intent aims to formalize our mutual interest and define the general framework of our future collaboration, prior to negotiating a definitive partnership agreement.
1. Purpose of the Envisaged Collaboration
Our collaboration would focus on the joint development of post-quantum cryptography algorithms for industrial applications.
2. Envisaged Contributions
UK Technology Innovation Ltd would provide:
- Its expertise in cryptographic algorithms
- Its testing and validation infrastructure
- A team of 5 specialized researchers working full-time
German Technology GmbH would provide:
- Its expertise in hardware implementation
- Its industrial integration solutions
- Access to its client base in the manufacturing sector
3. Provisional Timeline
We envisage the following timeline:
- July-August 2023: Finalization of negotiations and due diligence
- September 2023: Signing of the definitive partnership agreement
- October 2023: Operational start of the project
- First quarter 2024: Delivery of a functional prototype
4. Confidentiality
The parties undertake to maintain the confidentiality of information exchanged during negotiations. A specific confidentiality agreement will be signed within 15 days following this letter.
5. Non-Binding Nature
With the exception of the confidentiality and exclusivity clauses mentioned above, this letter of intent has no contractual value and does not create a legal obligation for the parties to conclude a definitive agreement.
We are convinced that this partnership would allow us to combine our complementary expertise to develop innovative solutions addressing tomorrow's security challenges.
If the terms of this letter of intent are acceptable to you, we would appreciate your returning a signed copy.
We look forward to your response.
Yours sincerely,
Sarah Johnson
Managing Director
UK Technology Innovation Ltd
Read and approved:
For German Technology GmbH
_________________________
Dr. Hans Mueller
Managing Director
Date:| English | German | Example Sentence |
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A job application letter (cover letter) is an important document in the English job application process:
Header
Introduction
Main Body
Conclusion
For the introduction:
For the conclusion:
US application letters tend to be more achievement-focused and may include quantifiable results and accomplishments. UK application letters are typically more reserved while still highlighting relevant skills and experiences. When applying for positions in African companies, emphasizing community involvement and broader contributions beyond technical skills can be well-received.
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