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.
Sure Tracy, let me just get my laptop.
Okay, so. . . To Whom It May Concern, I am writing.
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 in the opening. . .
Okay, more relaxed. Got it. Hey, Sally, what's up? It's Tracy here, just.
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. . . ?
Great, okay. ' Dear Miss Cooper, I'm writing to confirm the final quotation for the full page back cover color advertisement you requested for the spring issue of Voila magazine '.
That's great. . .
' The final costing, including advert design and production, comes to forty-five thousand six hundred RIB. We want payment ten working days before publication or we will cancel the ad. Thanks for. . . '
Woo, okay, back up a second, Tracy. That's too direct. Can I suggest you say, please note that final payment is due two working weeks before publication? You don't want to offend her.
Oops, okay. You are right. Then I can just end with ' All the best, Tracy '.
Mmmm, maybe, but I'd play it safe and just finish with ' Yours Sincerely '. That's more professional.