In this example, the name and patronymic are written as initials, but it is better not to do this, because during the first personal communication they will ask how to address you, and in order not to waste time on such trifles, it is better to immediately indicate them in full in the signature.
Reply to emails should not be done by writing a new message, but by selecting "Reply" to the one received. This way, the person will not have to search for their message, and they will quickly remember the essence of the matter, and the risk of such correspondence ending up in spam is much lower.
There is no set time frame for sending a response, but an unspoken rule is to do it within a couple of hours or one business day. When more time is needed to respond, a formal message should be sent. We will give an example of composing a business letter and responding to it:
"Hello! Thank you for your interest in our organization. Our specialists will contact you shortly."
"Hello! We have received your letter and have taken it into processing. We will send a response within three working days. Thank you for your understanding."
Your message should be instagram database emotionless, even if you are responding to a very rude letter of complaint. You can give an official response later. The main thing in this situation is to show that you do not ignore negative messages and try to solve any problem.
Template phrases for writing business letters
For a letter reporting on something:
We inform you that, unfortunately, we cannot...
We inform you that the delay in shipping the products occurred due to…
We would like to inform you that we…
We would like to inform you that your proposal has been accepted for consideration.
We would like to inform you that…
We would like to inform you that the company's management has made a decision...
Phrases that explain motives (the most common turns of speech used at the beginning of an official message):
According to the customer's letter...
In response to your request…
In accordance with protocol…
In confirmation of our agreement...
In order to strengthen the protection of property…
Due to the difficult situation…
In confirmation of our telephone conversation...
In connection with the implementation of joint activities…
In order to provide technical assistance…
If the sender is a legal entity, then the actions should be transferred:
From the third person singular. For example: "The Grant Company agrees with your proposal", "The Byt Company guarantees", and so on.
In the third person, but in the plural: “The administration and management of the Sword organization earnestly request.”
From the first person plural: “We inform”, “We confirm”, “We ask”.
When the sender is an individual, the actions should be conveyed as follows:
From the first person singular: “I inform you…”, “I ask you…”, “I bring to your attention…”.
From the first person plural: “We support…”, “We congratulate…”, “We approve…”, “We received your letter…”.
Template phrases for writing business letters