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……. toWhom 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!

Key Vocabulary

costing

charge, make someone pay

please note that

being informed of something

quotation

a statement of the price of an item or service

play it safe

go with the safest option

I am writing to

introduction

Supplementary Vocabulary

cargo

freight of a ship, airplane

link

a word icon, etc, on which a user may click to move to another part of or different website,document

attachment

omething attached, as a document added to a letter, or an picture in a email etc

etiquette

conventional requirements as to social behavior; proprieties of conduct as established in any class or community or for any occasion.

Online Review and Discussion.   ©2010 Praxis Language Ltd.