Reading Part 1: Reading Correspondence

Used to introduce the subject or topic of a letter or email.

“I am writing regarding your recent application for the position.”

“Regarding your question about the refund policy, please see the details below.”

Often used: regarding your inquiry · regarding the matter · regarding your request

Used as a formal closing in letters and emails to express genuine respect or goodwill.

“Yours sincerely, Maria Gonzalez.”

“She ended the complaint letter sincerely, hoping for a prompt resolution.”

Often used: yours sincerely · sincerely yours · sincerely apologize

To confirm that you have received something or that you are aware of a situation.

“Please acknowledge receipt of this email by replying at your earliest convenience.”

“The manager acknowledged the complaint and promised to investigate the issue.”

Often used: acknowledge receipt · acknowledge a complaint · acknowledge an email

Money paid for a service.

“There is a small fee to renew your card.”

Often used: application fee · waive a fee

Trouble or difficulty caused to someone, often mentioned in apology letters.

“We apologize for any inconvenience this delay may have caused.”

“The road closure caused great inconvenience to local residents.”

Often used: cause inconvenience · apologize for the inconvenience · any inconvenience

A request for information or a question asked in a formal or business context.

“Thank you for your inquiry about our membership packages.”

“Please direct all inquiries to the customer service department.”

Often used: make an inquiry · respond to an inquiry · handle inquiries

Done quickly and without delay, especially in a professional context.

“We appreciate your prompt response to our request.”

“A prompt reply would be greatly appreciated as the deadline is approaching.”

Often used: prompt reply · prompt action · prompt attention

A document or item included with a letter, often noted at the bottom as 'Enc.' or 'Enclosure'.

“Please find the signed contract as an enclosure with this letter.”

“The enclosure includes a copy of your receipt and a return label.”

Often used: please find the enclosure · letter with enclosure · enclosure noted

A solution to a problem or conflict, especially one that satisfies all parties involved.

“We hope to reach a satisfactory resolution to this matter as soon as possible.”

“The customer wrote to request a resolution to the billing error on her account.”

Often used: seek a resolution · reach a resolution · satisfactory resolution

A basic home service like water or power.

“Rent includes all utilities.”

Often used: utility bill · pay utilities

To contact someone again after a previous communication to check on progress or get more information.

“I am writing to follow up on my application submitted two weeks ago.”

“She promised to follow up with the landlord about the broken heating.”

Often used: follow up on an application · follow up with someone · follow-up email

Acting as a representative or in the name of another person or organization.

“I am writing on behalf of the homeowners' association to address your concern.”

“She signed the document on behalf of the CEO during his absence.”

Often used: write on behalf of · speak on behalf of · sign on behalf of