Being Courteous: How To Be Professional
So far, you've learned three ways to make your writing
more courteous. You've learned how to make your sentences polite, positive and
personal. You also need to learn how to use the fourth "P" to make your writing
Did you know that modern business English includes many
Many phrases in English are standard. That is, they don't
change. If you know these phrases, you can use them again and
And when you use these standard expressions, your writing
will look more professional.
However, you need to use these expressions correctly, or
your writing will look very unprofessional. Look at this
"I am appreciate if you send me
The person who wrote this sentence tried to use a
standard expression. However, they didn't use it
It should be:
"I would appreciate it if you
could send me the documents."
You can use the table below to learn some of the standard
expressions in English business correspondence.
To begin a
We are writing to enquire about
We are writing to request
I refer to your letter of ...
Thank you for your letter of ...
We would be grateful if you could
We would appreciate it if you could
Could/Would you please
Would you mind -ing ...
To ask for
It is not clear whether
We are not sure if ...
We would be grateful if you could clarify
To clear up
We were under the impression that
We were led to believe that
There appears to be a misunderstanding about
I am afraid that ...
We are very sorry that
We sincerely apologise for
Please accept our apologies for
I would like to confirm the arrangements for
We will wait for your confirmation before going
May I suggest that ...
One possible solution would be to
This is because ...
This is due to ...
I am afraid that we are unable to
We are aware of the problems, but unfortunately,
We appreciate your point of view, but
I'm sorry that we are unable to ...
To close a
We look forward to hearing from
I look forward to receiving your
We hope to hear from you
I hope this information will help
If you would like any further information, please
call me on/at ...
You can practise writing professional sentences by doing
the exercise below.
There are five business situations below. For each
situation, choose the correct standard expression(s).
Some situations have more than one correct answer.
1. Request someone to send a catalogue of their
A. Would you mind to send a catalogue of your
B. Could you please send a catalogue of your products?
C. Would you mind sending a catalogue of your
D. I would request a catalogue of your
2. Suggest that someone refer to the "Quick Guide" for
A. Please refer to the "Quick Guide" for
B. Please reference the "Quick Guide" for
C. May I suggest that you refer to the "Quick Guide" for
D. May I suggest you to refer to the "Quick Guide" for
3. Refer to a fax you received on 9
A. Your fax of 9 March
B. Thank you for your fax of 9 March.
C. Thank you for your fax on 9
D. I refer to your fax of 9
4. Close a letter politely.
A. I look forward to hearing from you.
B. In anticipation of your
C. Eagerly awaiting your
D. I hope this information is helpful.
5. Ask for clarification of a meeting
A. I am not clear for the meeting
B. It is not sure for the meeting
C. It is not clear whether the meeting
D. I am not sure about the meeting
1. BC 2.
AC 3. BD 4. AD 5. D
我们已经了解了being courteous 的四个P 原则：polite，positive，personal，professional。下一节我们将对本章所讲述的内容作一次总结练习。
（来源：中国物流论坛 实习生江巍 英语点津 Annabel 编辑）