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