Avoiding overused business letter phrases

Many business letters contain hackneyed phrases that detract from a clear, natural style. You need to look for them in your writing and use fresh, clear expression instead. Look at this list and see if you recognize any from your letters:

• according to our records   • on receipt of  
• after careful consideration   • please do not hesitate to
• any further action    • please find enclosed  
• as you are aware   • please forward
• at your earliest convenience   • trust this is satisfactory  
• detailed information  • under separate cover
• enclosed for your information    • upon receipt of  
• for your convenience   • urgent attention
• further to    • we acknowledge receipt  
• in receipt of   • we regret to advise

Look at these examples from typical business letters and you’ll see how removing the business clichés changes the tone of the sentence. The originals have a formal and impersonal tone; the redrafts sound more personal and genuine.

Original:
We trust this is satisfactory, but should you have any further questions please do not hesitate to contact us.

Redraft:
We hope you are happy with this arrangement but if you have any questions, please contact us.

Original:
Further to your recent communication. Please find enclosed the requested quotation…

Redraft:
Thank you for contacting us. I enclose the quotation you asked for…

Hackneyed business phrases ruin a clear natural style; so avoid using them and choose your own words instead.