| 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. |
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| Melanie: | Sure Tracy, let me just get my laptop. all set. |
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| Tracy: | Okay, so……. toWhom It May Concern, I am writing. |
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| 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…. |
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| Tracy: | Okay, more relaxed. Got it…. Hey Sally, what’s up? It’s Tracy here, just. |
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| 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…? |
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| 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. |
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| Melanie: | That’s great…. |
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| 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…” |
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| 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. |
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| Tracy: | Oops okay. You are right. Then I can just end with “All the best, Tracy” |
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| Melanie: | Hmmmm, maybe, but I’d play it safeand just finish with “Yours Sincerely”. That’s more professional. |
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| Tracy: | Oh, Melanie you are a life saver, thank you! |
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