Confirming a reservation
Dear Mrs O'Brian,
Thank you for your letter of 5th April 2002.
We are pleased to confirm the accommodation you describe for the month of August 2002.
We enclose a short description of how you reach our hotel. We look forward to your stay with us.
Yours sincerely,
Nick Webster
Reservations Manager
Encl.
Useful phrases
| With reference to your inquiry of 5th April 2002 ... |
| We are writing to confirm ... |
| Enclosed is a cheque of € 200 to cover the deposit. |
| to confirm availability of ... |
| a description how to reach the airport |
Writing the first letter
Dear Sir/Madam,
I would like to book a double room for the month of August 2002.
I need an air-conditioned room with bath and shower which faces the sea.
I should be grateful if you would confirm my booking as soon as possible.
Please give me an indication of your rates per night including full board.
Should you have no vacancies please could you give me the address of a suitable hotel in your area?
Yours faithfully,
Jennifer O'Brian
Useful phrases
| I would like to book ... |
| I am looking for a suitable hotel near the station. |
| to book/to reserve |
| Have you reserved seats for the concert? |
| to hire a car |
| I would require ... |
| I would be grateful ... |
| Could you supply me with a warm blanket? |
| for the week/month of ... |
| for three weeks from 14th May |
| for this/coming/next month |
| from 20th July onwards |
| a room with bath and shower |
| a room with a child's bed |
| a room with bath and shower |
| an air-conditioned room |
| a room which faces the sea |
| I would be grateful if you would confirm this reservation. |
| Please answer as soon as possible. |
| I would be grateful for an indication of your rates. |
| - including full board |
| - including half board |
| - breakfast/evening meal |
| Bed & Breakfast |
| Should you have no vacancies ... |
| to book a room at the Sea Hotel |
Commercial English - Letters
| You write to | How to begin the letter | How to end the letter |
|---|---|---|
| an unknown firm/person (BE) (AE) | Dear Sir/Madam (BE) (AE) | Yours faithfully (BE) |
| Dear Sir or Madam (BE) (AE) | Yours truly (AE) | |
| To whom it may concern (AE) | Truly yours (AE) | |
| a woman whose name you don't know | Dear Madam (BE) (AE) | Yours faithfully (BE) |
| Yours truly (AE) | ||
| Truly yours (AE) | ||
| a man whose name you don't know | Dear Sir (BE) (AE) | Yours faithfully (BE) |
| Yours truly (AE) | ||
| Truly yours (AE) | ||
| a person whose name you know | Dear Mr/Mrs/Ms Fisher (BE) (AE) | Yours sincerely (BE) |
| Very truly yours (AE) | ||
| Sincerely (yours) (AE) | ||
| a person you know personally | Dear Ann/John (BE) (AE) | (With) Best wishes (BE) (AE) |
| Yours (BE) | ||
| Love (BE) | ||
| All the best (AE) | ||
| Kindest/Best regards (AE) |
Example of a formal letter
MICHAEL WARRENS LTD - 78 Court Street - Nottingham - UK
| Mrs Sara Fisher Manager 18 St. James Avenue | |
| Bournemouth HB3 4LN | 4th October 2004 |
Our ref: US / HK 1082
Your ref: SP / T
Dear Mrs Fisher,
Your order
We are pleased to acknowledge your order no. 202 dated 1st October 2001. Your order is already dealt with. We will inform you when the consignment is ready for delivery.
Please do not hesitate to contact us if you require further information.
We thank you for your custom and again look forward to being of service to you in the future. Yours sincerely, 
M Warrens (Mr)
Enc
The envelope
The position of the address is the same like in the letter.
Steet, Road and Avenue can be written in abbreviations (St), (Rd) (Av).
The postcode/zip code you write under the town
Write the name of the country in CAPITAL LETTERS.
Example:
Mr Michael Warrens
Software
78 Court St
Nottingham
WQ1 6P0
UNITED KINGDOM
In the corner top left you can find the following phrases:
| Air Mail |
| Confidential |
| Express |
| Fragile |
| Please forward |
| Postage paid |
| Printed Matter |
| Private/Personal |
| Registered |
| Sample |
| To be called for |
| Urgent |
a/c  acct.  | account |
| attn. | (for the) attention (of) |
| B/E | bill of exchange |
| B/L | bill of lading |
| cc | carbon copy |
| cf. | compare |
| cfr. | cost and freight |
| cif | cost, insurance, freight |
| cip | carriage and insurance paid to |
| C/N | credit note |
| c/o | care of |
| cod | cash on delivery |
| Corp. | Corporation |
| cpt | carriage paid to |
| cwo | cash with order |
| D/A | documents against acceptance |
| ddp | delivery duty paid |
| ddu | delivery duty unpaid |
| des | delivered ex ship |
| DN | debit note |
| D/P | documents against payment |
| enc(s) | enclosure(s) |
| EXW | ex works |
| fob | free on board |
| for | free on rail |
| Inc | Incorporated (US) |
| L/C | letter of credit |
| Ltd | limited |
| p&p | postage and packing |
| p.p. * | on behalf of |
| pto | please turn over |
| re | with reference to, regarding |
| RRP | recommended retail price |
| SAE | stamped addresses envelope |
| VAT | Value Added Tax |
| ZIP (code) | zone of improved delivery (US) |
