The Office ‐ Sending A Quote Via Email (C0315)
Tracy: Melanie, can you help me with something? We need to finalize the account with the Mexican Embassy and, I need some advice on phrasing this letter correctly in English.
Melanie: Sure Tracy, let me just get my laptop. all set.
Tracy: Okay, so. . . . . . . to Whom It May Concern, I am writing.
Melanie: Um, Tracy? I think that’s a little too formal. I know you want to be polite but you’ve already made contact with them, so in English you can be more relaxed inthe opening. . . .
Tracy: Okay, more relaxed. Got it. . . . Hey Sally, what’s up? It’s Tracy here, just.
Melanie: Okay Tracy, now it’s too relaxed! You’ve still got to show some respect. How about starting with “Dear Ms. Cooper, I’m writing to confirm. . . ?
Tracy: Great, okay. “Dear Miss Cooper, I’m writing to confirm the final quotation forthe full page back cover color advertisement you requested forthe spring issue of Voila magazine.
Melanie: That’s great. . . .
Tracy: “ The final costing, including advert design and production, comes to forty-five thousand six hundred RMB. We want payment ten working days before publication or we will cancel the ad. Thanks for. . . ”
Melanie: Woo, okay back up a second Tracy. That’s too direct. Can I suggest you say, ” please note thatfinal payment is due two working weeks before publication? You don’t want to offend her.
Tracy: Oops okay. You are right. Then I can just end with “All the best, Tracy”
Melanie: Hmmmm, maybe, but I’d play it safeand just finish with “Yours Sincerely”. That’s more professional.
Tracy: Oh, Melanie you are a life saver, thank you!