Foreign trade must accept! All the necessary English expressions in the mail are fully organized!
Release time:
2020-10-19 10:35
Source:
Content Finishing From Focus Horizon
Recently, I saw some new foreign trade partners posting articles saying that they did not know how to write foreign trade emails. They encountered too many problems and could not move them directly from books they had learned.
Today we 've sorted out some of the necessary expressions for each part of writing a business email.
If you read a lot of books or articles about business email, you will find that many authors will tell you to follow some rules when sending emails: concise, clear, and clear.
Usually a complete business email contains the following parts:Address, opening, body, closing remarks, polite greetings.
01 Salutation——称呼
Most people don't pay much attention to the beginning of the address, but details can sometimes determine success or failure. In western countries,For example, married women and unmarried women use different expressions.Therefore, please be sure to understand clearly when sending emails to female customers.
It is certainly no problem to use dear as the beginning of the email, but many small partners forget to write the name of the person behind, and there must be "person" behind the email dear ". Because of translation, many people think that "dear" is a very close relationship, but in the eyes of foreigners, the word is actually very formal,As we write when we write "Dear", "Dear" and so on.
Therefore, when writing emails, "dear" is used in more formal occasions to express a kind of respect for others, followed by a first name or surname.
If it is to someone who does not know the name or is writing an ordinary email, you can choose "Greetings" and "Hi there" at the beginning ". However, don't use Dear Sir and Dear Madam when writing emails. This statement is too old-fashioned and formal. It gives people the feeling that you don't have to look up each other's names carefully. It is a bit offensive. Also don't use "To whom it may concern.
We usually use the following expression:
Dear Mr./ Ms. Smith (specific person)
Dear Prof. (professor)/Dr. (doctor) surname (title, position)
02 Starting-Opening
At the beginning of most business emails, we can express a friendly greeting by mentioning our previous contact with the customer.
First of all, you can mention your "friendship" with your customers and thank them.For example, thank the customer for meeting, eating, visiting the company, chatting at the exhibition or talking on the phone, etc. If not, thank the other person for the letter.(Even when I didn't reply to the other party in time, I thanked him for waiting for a long time.)
Usually we use this expression:
1. Thank you for your (kind) letter of January 15th.
Thank you for your letter of January 15.
2. It was a pleasure meeting you at the conference this month.
It's a pleasure to meet you at this month's conference.
3. I do appreciate your patience in waiting for a response.
Thank you for your patience in waiting for my reply.
4. Thank you for contacting us.
Thank you for contacting us.
5. It was a pleasure meeting you in Shanghai last month.
It was a pleasure to meet you in Shanghai last month.
6. I enjoyed having lunch with you last week in NewYork.
It was nice having lunch with you in New York last week.
7. With reference to our telephone conversation yesterday...
Our phone conversation yesterday was about......
8. In reply to your request...
In response to your request......
9. I would just like to confirm the main points we discussed on Friday.
I want to confirm the main points we discussed on Friday.
After a simple greeting, we can directly point out the purpose of writing the letter. Please note here,Be as concise and clear as possible when expressing your intentions. Otherwise, customers will not be interested in continuing to read.
03 State the main point -- roll call theme
This part is the focus of the email and needs to express your main demands to the customer.For example, you write emails to ask customers for help, provide quotations, ask customers questions, or respond to customer needs, provide supporting materials, etc.We usually use this expression:
1. We are writing to inform you that.../ to confirm.../ to request.../to enquire about...
We are writing to inform/confirm/request/enquire......
2. I recently read/heard about...and would like to know...
We heard recently... So we want to know......
3. I am contacting you for the following reason...
The main purpose of this contact is......
4. We'd like to invite you to a meeting on May 15th.
We would like to invite you to the meeting on May 15th.
It should be noted that when making this part of the statement, we can usually use the following phrases:
Making a request ask for help
1. We would appreciate it if you would …
If you 'd like...... we 'd appreciate it.
2. It would be helpful if you could send us ...
It would be helpful if you could send us.
3. I would appreciate your immediate attention to this matter.
Thank you for your interest in this matter.
4. Could you possibly tell us / let us have ...
Can you tell us?
5. Please let me know what action you propose to take.
Can you tell me what the next step is?
Offering help.
1. Would you like us to ...?
Would you like us?
2. We are quite willing to ...
We're quite happy......
Giving good news
1. We are pleased to announce that .../ to inform you that ... / to learn that ...
We are very happy (happy) to inform (announce/inform/understand).....
Giving bad news notification
1. I'm afraid it would not be possible to ...
I'm afraid...... can't... It's...
2. After careful consideration we have decided (not) to ...
After careful consideration, we decided... It's...
3. Unfortunately we cannot / we are unable to ...
Unfortunately, we can't/can't... It's...
4. Please note that the goods we ordered on ( date ) have not yet arrived.
I'm sorry the goods can't arrive on schedule.
Complaining express dissatisfaction
1. I am writing to express my dissatisfaction with ...
I'm not satisfied.
04 Closing-Conclusion
In the last paragraph, we usually have a polite greeting and write down our expectations for the customer (expecting a reply/feedback, etc.). Usually we use this expression:
1. Please accept our thanks for the trouble you have taken.
Thank you very much. Kill
2. We tender you our sincere thanks for your generous treatment of us in this affair.
We appreciate your generosity in this matter. Kill
3. We should be grateful for your trial order.
We shall appreciate it if you try to place an order. Kill
4.We should be grateful for your furnishing us details of your requirements.
If we can receive your specific needs, we will be very happy. Kill
5. We are greatly obliged for your bulk order just received.
We appreciate your bulk order. Kill
6. If there is anything we can do to help you, we shall be more than pleased to do so.
If your company needs, we will do our best to serve you. Kill
7. We will spare no efforts in endeavoring to be of service to you.
We will spare no effort to serve you. Kill
8. Looking forward to your reply.
Looking forward to your reply.
05 Ending -- Greetings
At the end of the mail, we usuallySincere greetings to customersThere are many expressions available. For example:
Yours sincerely / Yours truly / Sincerely /
Thank you / Best wishes / Warm regards /
All the best / Best of luck
These are some common expressions when sending emails to customers, hoping to provide help to new foreign trade entrants.