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