XXX – Module 5 – Writing effective and concise emails

Key vocabulary

advertise difficulties line of credit requirement

already dire manager response
amplifier discount manufacture sample
anything discuss massive schedule
apologies (n) drop-ship mattress secure
apologise (v) enquire minutes (of a meeting) seminar
arrange entire name badge shipping cost
arrive exceptional new range shortly
available extended occupied sign up
boot-up fantastic outset source
briefly fast-track packaging special offer
business finalize paperwork specification
cash full account patient stock
catalogue. gauge payment sufficient
cause grateful peruse suggest
chip-set guarantee postpone supplier
COD cash on delivery hard copy pricelist swift
client hesitate problem team
conference in advance prompt Ts&Cs (terms and conditions)
consider include purchase thrilled
contact inconvenience quality try
contact number information quick understand
contract initial reasonable unit
convenient Internet Package recommend (v) VAT (Value Added Tax)
current ink recommendation (n) various
currently invoice relatively wholesale price
data IT department reminder willing
deposit issue reply within
design keys report
detail last (Friday) request
difficulties late require
 Key phrases and collocations

(x) year guarantee discuss the matter

apologies for any inconvenience caused don’t hesitate to (x)
business is booming drop me a line
Dear Sir/Madam drop-ship
firstly economic climate
furthermore for some reason
I am writing to you on behalf of (x) get back to you
I have already (x) get in touch
I have attached (x) go over
I haven’t called (x) yet have (x) in stock
I hope you’re well if you have any other questions
I look forward to hearing from you if you wish to (x)
I must apologise for (x) in spite of (x)
I spoke to (x) it was great to see you
I thought you might (x) it’s always appreciated
I understand from your email that (x) just a quick reminder that (X)
I would be grateful if you could (x) looking to source (x)
I would like to recommend (x) many of which
I would like to suggest (x) need anything
I've reported the issue next few days
if you have any problems with (x) of interest
in addition offer a discount
in regard to (x) order new stock
in regard to your (x) out of stock
in the meantime payment terms and conditions
it will take them a few weeks to (x) peruse the information
I’d prefer (x) place an order
I’ll call you after (x) please be kind enough to (x)
I’ll let you know please give my best regards to (x)
I’m having trouble with (x) please let me know
I’m sorry for my late response please let me know when would it be convenient
I’m writing to you to enquire about (x) problem with
I’ve been very busy process the payment
kind regards products we require
lastly put (x) through it's paces
once again range of products
please click on the link below to (x) rather than (x)
secondly relevant department
thank you for sending me (x) run out of (x)
thank you very much for contacting us schedule a meeting
thanks also for (x) secure the deal
thanks for all your hard work should be with you by (x)
thanks in advance for all your help some of which
thanks very much for your prompt reply thanks for getting back to me so swiftly
thanks very much for your recommendation trying to source (x)
they informed us that (x) unfortunately I’m unable to (x)
you were recommended to us by (x) very happy with (x)
 a day’s notice very reasonable
able to supply (x) we are seeking to find a new supplier for (x)
as and when we have (x) available
at a time that suits you we now have (x)
back in stock we require (x)
brought forward we would appreciate it if you could (x)
call the hotline. we're interested in getting our hands on (x)
could you also supply us with (x) we’re quite willing to (x)
could you send us some more details about (x)

Email 1: Contacting a new supplier to make an enquiry

Line 1: Dear Sir/Madam,

Line 2: My name is King, and I am writing to you on behalf of my company, TKK Systems.

Line 3: You were recommended to us by one of our Singaporean clients.

Line 4: They informed us that you might be able to supply us with certain products which we require, and
are looking to find a new supplier for.

Line 5: I have scanned your website briefly, and found that you do seem to have several of the products we
are trying to source.

Line 6: Firstly, I would be grateful if you could send us a hard copy of your entire product catalogue. In
addition, please be kind enough to include an up to date pricelist as well.

Line 7: Secondly, in spite of your fantastic website, I’m having trouble opening some of the PDF
specification files for some reason. Furthermore, I’m unable to download them either.

Line 8: Therefore, could you please supply us with hard copies of all the product specification lists too?

Line 9: Also, could you send us some more details about your payment terms and conditions
please?

Line 10: Lastly, when would it be convenient for you to schedule a zoom meeting, so that
we can discuss things in more detail?

Line 11: Thanks in advance for all your help with this.

Line 12: Kind regards,

Line 13: King Kamala (Head of Purchasing)

Embedded Vocabulary (Main)

supplier catalogue. convenient

briefly pricelist schedule
source fantastic discuss
hard copy specification detail
entire terms and conditions

Embedded expressions, phrases and collocations (Main)

Dear Sir/Madam Example: Dear Sir/Madam, I’m writing to enquire about your
Gold Internet Package.

I am writing to you on behalf of Example: Dear Mr. Chiva, I am writing to you on behalf of my
manager.

you were recommended to us by Example: You were recommended to us by Jack from Siam Sublime.

they informed us that Example: I spoke to the clients yesterday. They informed us that they
were very happy with the first draft.

able to supply Example: Are you able to supply cleaning products at wholesale
prices?

products we require Example: Unfortunately, They don’t have the products we require in
stock.
we are looking to find a
new supplier for Example: Dear Michelle, we are looking to find a new supplier for air
valves.

seem to have Example: They seem to have a new sales tactic.

trying to source Example: We are trying to source name badges for the conference.

firstly Example: Firstly, it was great to see you last Friday.

secondly Example: Secondly, do you have a contact number for Khun Kate?

lastly Example: Lastly, please give my best regards to Mrs. Jones.

I would be grateful if you could Example: I would be grateful if you could send me an invoice.

In addition Example: In addition, please send us a pricelist for the packaging.

please be kind enough to Example: please be kind enough to return the keys when you’ve
finished.

in spite of Example: Business is booming, in spite of the current economic

climate.

I’m having trouble with Example: I’m having trouble with the printer.
for some reason Example: My computer won’t boot-up, for some reason.

furthermore Example: The clients were thrilled. Furthermore, they’ve extended

their contract with us.

unfortunately I’m unable to Example: Unfortunately I’m unable to process the payment at this
time.

could you also supply us with Example: Could you also supply us with the minutes from the last
meeting?
could you send us some
more details about Example: Could you send us some more details about the bronze
package please?

when would it be convenient Example: When would it be convenient to give you a

call to discuss it?

thanks in advance for all your help Example: Thanks in advance for all your help with this issue.

kind regards Example: Kind regards, Ed Johnson.

Embedded Vocabulary (Additional)

enquire contact number contract

internet Package invoice minutes
manager packaging special offer
client keys advertise
wholesale price current team
name badge boot-up massive
conference thrilled dire
last (Friday) extended sales tactic

Embedded expressions, phrases and collocations (Additional)

I’m writing to you to enquire about Example: I’m writing to you to enquire about the special offer you
have advertised on your website.

I spoke to Example: I spoke to Leah about it yesterday.

it was great to see you Example: It was great to see you again last week.

please give my best regards to Example: Please give my best regards to the team.

Business is booming Example: Sales are up massively, and business is booming.

process the payment Example: I’ll process the payment now madam.

economic climate Example: The current economic climate is pretty dire.

 Evaluation 1
Use the following phrases and collocations to complete the conversation.

(Unfortunately, I'm unable to / supplier / discuss / It was great to see you / Please be kind enough to /
specification / Thanks in advance for all your help / for some reason / conference / able to supply / process the
payment / I spoke to / when would it be convenient / briefly / details )

Line 1: Dear Michelle,

Line 2: It was great to see you at the conference last week.

Line 3: I hope you managed to find a supplier for the cocoa beans.

Line 4: I spoke to our MD briefly regarding the bottles.

Line 5: He said he is confident we are able to supply them at a better price than you’ve been quoted.

Line 6: Please be kind enough to send through the exact specification of the sample you need.

Line 7: Also, when would it be convenient to have a chat to discuss the details regarding payment?

Line 8: Our accounts department now requires a 20% deposit for all orders, for some reason.

Line 9: I think it's the current economic climate.

Line 10: Unfortunately, I'm unable to place the order without that being paid first.

Line 11: I can take a card payment over the phone, if that works for you.

Line 12: As soon as I process the payment, the products will be ordered.

Line 13: I apologise for any inconvenience this might cause.

Line 14: Thanks in advance for all your help.

Line 15: Kind regards,

Line 16: Toby

 Email 2: Responding to an email enquiry from a potential customer

Line 1: Dear Mr. Kamala,

Line 2: Thank you very much for contacting us yesterday.

Line 3: I understand from your email that you are looking to source various products; many of which we
have in stock, and some of which we are able to drop-ship.

Line 4: I must apologise for the difficulties you’re having opening or downloading the PDF specifications. I’ve
reported the issue to our IT department.

Line 5: I have already sent you all the hard copies as requested, so they should be with you in the next few
days or so.

Line 6: I have also attached all of the PDF versions to this email. If you have any problems opening
them, please let me know.

Line 7: After checking your initial list of requirements, I would like to recommend you consider our new
range of Seisho flow valves.

Line 8: They’re a relatively new company, but their products are of exceptional quality, and their prices are
very reasonable.

Line 9: I thought you might find their catalogue of interest, so I’ve attached that too.

Line 10: In regard to our payment terms and conditions, we require all new customers to pay COD, but after
3 months, we’re quite willing to offer you a line of credit. I’ve attached all of the details.

Line 11: I would like to suggest you give us a day’s notice if you wish to schedule a zoom meeting.

Line 12: When you’re ready, please click on the link below to schedule one at a time that suits you.

Line 13: I look forward to hearing from you after you have had time to peruse all of the information.

Line 14: In the meantime, if you have any other questions, don’t hesitate to drop me a line, or get in touch
via Zoom.

Line 15: Best regards,

Line 16: Andrew Topol (Andy)

Embedded expressions, idioms and collocations (Main)

thank you very much Example: Dear Mr. Smith, thank you very much for contacting us.
for contacting us

I understand from Example: I understand from your email that you wish to purchase a printer.
your email that

looking to source Example: She’s looking to source some pizza boxes for her new business.

many of which Example: Those are the offices, many of which are currently occupied.

have (x) in stock Example: We have A4 paper in stock, but we’ve run out of A3.

some of which Example: This is our range of mattresses, some of which come with a ten year
guarantee.

I must apologise for Example: I must apologise for the problem with your order.

I've reported the issue Example: I’ve reported the issue to the relevant department.

I have already Example: I have already spoken to her.

should be with you Example: The order should be with you in the next ten days or so.

in the next few days Example: I need to order more stock in the next few days.

I have attached Example: I have attached the information you requested.

if you have any Example: Call me If you have any problems.

problems with

please let me know Example: Please let me know if you need anything else.

I would like to Example: I would like to thank you all for being so patient.

very reasonable Example: Their prices are very reasonable.

I thought you might Example: I thought you might like to try a sample of the oil.

of interest Example: Are the designs of interest to you?

In regard to Example: In regard to the shipping cost, does that price include VAT?

payment terms and Example: Please click the link to read our payment terms and conditions.
conditions

we require Example: We require a deposit of 20% when you place an order.

we’re quite willing to Example: We’re quite willing to offer a discount if you sign up for two years.

I would like to suggest Example: I would like to suggest you start the new project in the summer.

a day’s notice Example: Please give me a day’s notice if you want to schedule a meeting.

please click on the Example: Please click on the link below to see our range of products.
link below to
schedule a meeting Example: Can we schedule a meeting for Monday morning?

if you wish to Example: Please call me if you wish to discuss the matter in person.

a time that Example: We can arrange the delivery for a time that suits you.
suits you

I look forward to Example: I look forward to hearing from you. Kind regards, Kittika.
hearing from you

peruse the Example: I’ll peruse the information and get back to you shortly.
information

In the meantime Example: See you next week. In the meantime, call me if you need anything.

if you have any Example: If you have any other questions, please call the hotline.
other questions

don’t hesitate to Example: Don’t hesitate to call me if you need any more information.

drop me a line Example: Drop me a line when you get out of the meeting.

get in touch Example: I’ll get in touch with Nitcha and ask if she’s free on Friday.

Embedded Vocabulary (Main)

contact initial willing

understand requirement line of credit.
various recommend detail
apologise consider suggest
difficulties new range schedule
report relatively sufficient
issue exceptional peruse
IT department quality information
already reasonable hesitate
request require drop-ship
problem COD

Embedded expressions, idioms and collocations (Additional)

run out of Example: We’ve run out of printer ink, can you order some please?
(x) year guarantee Example: It comes with a three year guarantee.
problem with Example: She’s having a problem with her computer.
relevant department Example: I’ll put you through to the relevant department.
place an order Example: We place an order every Friday.
offer a discount Example: They offer a discount for all cash payments.
range of products Example: We have a wide range of products.
discuss the matter Example: Let’s discuss the matter when you have time.
get back to you Example: I’ll get back to you this afternoon.
need anything Example: Call me if you need anything.
call the hotline Example: Please call the hotline on 1696
Embedded Vocabulary (Additional)

purchase request discount

business patient sign up
currently sample suggest
occupied try schedule
mattress design arrange
guarantee shipping cost shortly
apologise include anything
problem VAT cash
stock deposit payment

Evaluation 2
Use the following phrases and collocations to complete the conversation.

( don't hesitate / looking to source / I have attached / a time that suits you / hearing from you / I have already
spoken / shipping costs / if you have any other questions / guarantee / contacting us / schedule / get back to you /
exceptional / peruse the information / discount )

Line 1: Dear Ms. Akobi

Line 2: Thank you very much for contacting us.

Line 3: I understand from your email that you are looking to source bottles for your new cocoa drink.

Line 4: I have already spoken to the factory and forwarded your specifications.

Line 5: We now produce a new type of toughened-glass that is both exceptional quality and very reasonably
priced.

Line 6: We also offer a price guarantee. If you can find the same product cheaper, we will refund the
difference.

Line 7: If you order more than 5000 units per month, we can offer you a ten percent discount.

Line 8: I'm currently looking into the shipping costs to Thailand, from our factory in Shenzhen.

Line 9: I'll get back to you as soon as I have the figures.

Line 10: As requested, I have attached our full catalogue in PDF format as well.

Line 11: Please let me know your thoughts after you've had time to peruse the information.

Line 12: At that point we can schedule a face to face meeting at a time that suits you.

Line 13: In the meantime, if you have any other questions, please don't hesitate to contact me.

Line 14: I look forward to hearing from you.

Line 15: Best regards,

Line 16: Ying Xing

 Email 3: Replying to the response from the initial enquiry

Line 1: Dear Andy,

Line 2: I hope you’re well.

Line 3: Thanks very much for your prompt reply.

Line 4: I’m sorry for my late response, I’ve been very busy finalizing a contract.

Line 5: Thank you for sending me the information.

Line 6: I’m able to open all the files, and we now have all the information we need for the moment. I’ll let
you know as and when we require further information or documents.

Line 7: Thanks very much for your recommendation relating to the Seisho flow valves. We’re interested in
getting our hands on some samples for our engineers to put through their paces.

Line 8: I would be grateful if you could send us one of each size, to do some initial tests.

Line 9: In the meantime, our engineers are going over all the data that you have kindly provided.

Line 10: It will take them a few weeks to finalize the list of products that we’d like to source from you from
the outset.

Line 11: In regard to your payment Ts&Cs, COD is fine for now. However, we would appreciate it if you
could fast track our status to a full account in two months rather than three.

Line 12: Thanks also for the Zoom details, we’ve already scheduled a meeting with the sales department for
Monday.

Line 13: Lastly, just a quick reminder that we’ll be closed for 3 days over Songkran. Apologies for any
inconvenience caused.

Line 14: Once again, thanks for getting back to me so swiftly, it’s always appreciated.

Line 15: Kind regards,

Line 16: King

Embedded expressions, idioms and collocations (Main)

I hope you’re well Example: Dear Mrs. Thongmaeng, I hope you’re well.

thanks for Example: Dear Mr. Smith, Thanks for your prompt reply.
your prompt reply

I’m sorry for my late Example: Dear Amanda, I’m sorry for my late response.
response

I’ve been very busy Example: I’m sorry I haven’t called her yet, I’ve been really busy.

thank you for Example: Thank you for sending me the attachments.
sending me
we now have (x) Example: We now have black ink back in stock.

I’ll let you know Example: I’ll let you know when the products arrive.

(x) as and when (x) Example: We order new stock as and when we need it.

put (x) through Example: We put the brackets through their paces, and are very happy with the
their paces results.

we're interested Example: We’re interested in getting our hands on a new catalogue.
in getting our
hands on (x)

I would be grateful Example: I would be grateful if you could send me a pricelist.

if you could

go over Example: I’ll call you after I go over all the paperwork.

it will take them Example: It will take them a few weeks to manufacture the motors.
a few weeks to

in regard to your Example: In regard to your enquiry, we have three rooms available on Thursday.

we would appreciate Example: We would appreciate it if you could postpone the delivery until next week.
it if you could

(x) rather than (x) Example: I’d prefer Monday, rather than Tuesday, if possible.

thanks also for (x) Example: Thanks also for all your effort in securing the deal.

just a quick Example: Just a quick reminder that the meeting has been brought forward to
reminder that Wednesday.

apologies for any

inconvenience caused Example: I’m afraid we’re out of stock. Apologies for any inconvenience caused.

once again Example: Once again, thanks for all your help with the seminar.

thanks for getting Example: Dear Annie, Thanks for getting back to me.
back to me

it’s always Example: Thanks for all your hard work, it’s always appreciated.
appreciated

Embedded Vocabulary (Main)

prompt outset quick

response payment reminder
recommendation Ts & Cs apologies
initial fast-track inconvenience
data full account cause
finalize within swift
Embedded expressions, idioms and collocations (Additional)

I haven’t called Example: I haven’t called Anise back yet, I’ll call her tomorrow.
(x) yet

back in stock Example: I’m just calling to let you know we have the AMD chip-sets back in stock.

order new stock Example: We’re almost out of amplifiers, we need to order new stock.

very happy with Example: I’m very happy with the new gauges.

I’ll call you after Example: I’ll call you after the weekend.

we have (x) Example: We have three units available at the moment.

available

I’d prefer to Example: I’d prefer to have the meeting on Tuesday if possible.

secure the deal Example: If the meeting goes well, we’ll secure the deal.

bring forward Example: Can we bring forward the presentation to Monday morning?

out of stock Example: I’m sorry madam, but we’re out of stock right now.

thanks for all Example: Thanks for all your hard work Fraser, much appreciated.
your hard work

Embedded Vocabulary (Additional)

reply paperwork seminar

late manufacture chip-set
ink available amplifier
arrive postpone gauge
grateful secure unit
 Evaluation 3
Use the following phrases and collocations to complete the conversation.

(let you know / thanks for all your hard work / very happy with / manufacture / be grateful if you could / for
sending me / I'd prefer to / We now have / Just a quick reminder that / I'll call you after / for your prompt reply /
paperwork / hope you're well / go over / grateful )

Line 1: Dear Ying,

Line 2: I hope you're well, and thanks for your prompt reply.

Line 3: We're very happy with the sample bottle designs you have sent.

Line 4: We now have a better idea of what type of shapes and colors you are able to manufacture.

Line 5: Thank you for sending me the PDF catalogue.

Line 6: We're having a meeting tomorrow to go over all the options and make some decisions.

Line 7: I'll call you after the meeting and let you know which design we have decided to go with.

Line 8: I'll get all the paperwork signed, and couriered over to you straight afterwards.

Line 9: After that, I would be grateful if you could send a proforma invoice to our accounts department.

Line 10: I'd prefer to have it in the morning, as our MD is available every day before noon.

Line 11: Just a quick reminder that we will be closed for three days over the national holiday.

Line 12: Once again Ying, thanks for all your hard work.

Line 13: We’re really grateful for all your help with this project.

Line 14: Kind regards,

Line 15: Urai