Summary Company To Company

Unit 1

Making enquires

Email message parts

1)Headers:

*subject:it is the part in which you have to put the most important words,and it has to be as short and clear as possible,it is because the other person who recieves the message needs to open it and knows what is the topic about .

*From:here you have to put your name and email address

*To :Here you the name and email address of the person who will receive the message

*CC:It means carbon copy, and you have to fill it if you want to send a copy of the message to another person.

*BCC:It means blind carbón copy,and you have to fill it if you want to send a copy of the message to another person but you do not want that it shows to the others who recieve the email.

2) body:It is the most important part of the message which could include attachments,animations,and also videos or a graphics.

3)signatures: It always appear at the end of the message,and can include your full name,address, amongst another details you want to add.

There are many different signature examples some of them are :

“Official Look” signature simple:

“Underline Elegant look” signature simple:

ways to start a message :

Dear Sir or Madam:you have to use it when you are going to write to a company

Dear Sir:you have to write it if you going to write to a man that you do not know his name

Dear Madam:you have to write it of you are going to write to a woman that you do not know her name

Dear Mr + his last name:you have to write it if you are going to write to a married or single man

Dear Ms + her last name: you have to write it if you are going to write to a married or single woman

Dear Mrs + her last name: you have to write it if you are going to write to a married woman

Dear Miss + her last name: you have to write it if you are going to write to a single woman

Dear + her or his name: you can write it if you are going to write to a friend or someone you know well

tips:

1)you should not use Mr,Ms,Mrs with the first name.

for example,it is wrong to start a message with" Dear Mrs Sandra" ,

you should use her last name, for example, "Dear Mrs Smith", but it is important to know that if you want to use both it is fine.

2)If you do not know if a woman prefers to be called as Miss or Mrs you should use Ms, due to it is used to a single or married woman,and further she is not going to feel offended.

There are some ways to close a message and it depends of the way you start the message

if you are going to use "Dear Sir or Madam", you have to close the message with " Yours faithfully".

if you are going to use "Dear Mr,Ms,Miss,Mrs + last name, you have to close the message with " Yours sincerely".

If you are going to use "dear + the name", you have to close the message with "Best wishes".

Examples:

Dear Mrs Wilson , Sincerely

Dear Madam , Faithfully

Dear David , Best wishes

Asking for information

Please can you tell me ...

Please can you send me...

Please can you send me details of ...

thanking the person for their message

Thank you for your email.

Thank you for your email,dated 6 june(you have to put the day before to the month).

Many thanks for your message, dated 6 june.

Thank you for your enquiry.

sending the information they want

I am attaching details of...

I have pleasure in attaching ...

I attach some information which I hope you find useful.

I attached our price list and look forward to hearing from you.

Message style

There are some different ways to comunícate by email. You have to be careful when you are writing an email, because you can offend someone if you use the wrong style.

Writing tips

You have to write in natural style, and also, do not write in a very formal style.

For example

Say say thank you for your letter ,dated 14 June, it is better than saying we have received your letter of the 14th of this month.

If you do not know the person It is better you do not use very informal style,

specially, if it is a work environment.

For a friend

Informal : Hello, Marie! or Hi there!

Formal:Dear Marie(you can use only the name ,just if you know the person)

For a customer or a boss:

Dear Ms Marie

Do not use message abbreviations,for example,

Many thx for yr email...Pls can u send me...

Many thanks for your email...Please can you send me...

Do not use slang or argot(slang is a language that is not formal used by a specific people group),for example

It's over!

It's up to you!

Do not use emoticons,For example

Unit 2

Politeness or Good Manners:

You always have to say please,when you going to ask for something , and thank you.

example

Thank you for your email...

Please, can you send me details of....

Please, contact me if you have any questions...

You should give enough and clear information,and remember always be polite.

You have to avoid being very direct.

example

wrong

your company delivered the desks very late.You have a bad customer service.

It is better to say

I am afraid the desks are not in a timely manner.

It is better you ask rather than order, for example,It is better if you write an email saying :

Please , could you send me your price list.I would like to....

Than saying:

send me your price list now,I need you send me it inmediately.

You should use indirect questions,for example

What is your price for a Nokia c2?

It is better if you write

Please , could you send me a list with the price for Nokia c2, I am interested in buying a new cell phoen, I would like to know your products.

You always have to avoid blame and accuse the addressee

For example if you write: your company delivered the order

...