27 4 ASKING FOR INFORMATION 1 Specimen Dear Mr Hennesy Referring to our phone conversation of Monday 25 September, I would like to ask for some additional guidelines. I have two questions to start with. First of all I would like to receive some extra information regarding the new series of laptops you have on offer. In particular, I would like to know the various prices for the XZ-range. Secondly, I need some after-sales assistance. I have some technical problems with the accessories you supplied last month. In my experience, one of them is out of order. I have been informed by your maintenance department that you plan a product recall because of a safety fault in these products. I would like to know if you intend to replace this item or refund the payment. Your response by email would be much appreciated. Best regards 2 Idioms Elementary 1. We are especially interested in the products we saw in your showroom. 2. We should be pleased to receive your price quotation for ten copies of Y. 3. We would also appreciate it if you could give us some extra information about... 4. Kindly inform us what opportunities you have for our students / customers. 5. It would be greatly appreciated if you could send us some detailed information about the topics our students / colleagues will have to work on.
28 Email for college and business Intermediate 6. I should be obliged if you could send me details about the directions for use. 7. Could you please send us detailed information about this software package? 8. I should be glad if you could send me a brochure of your department, together with details on possible exchange programmes. 9. In order to enable me to make a cost comparison I should like you to send me competitive price quotations for the accessories produced after 2010. 10. I would be grateful if you could inform me about the rates of two single rooms in high season. 11. I should be thankful if you could forward me further particulars about the method of payment. 12. Can you please send me the necessary documentation about the possibilities of accommodation? 13. send me some leaflets / flyers / brochures / pamphlets / folders for our students. 14. Try to get in touch with us as soon as possible and provide us with all necessary information. 15. We are waiting for more details concerning... so that we can discuss them with our colleagues during the next few days. 3 Examples a Dear Bill Thank you for your recent inquiry concerning your current account. In reply to your letter dated November 26 with regard to your missing 306 payment, we are unable to assist in researching this without proper documentation. I will need a copy of the cheque front and back you sent in as payment. This regretfully is the only way we can try to locate the problem. When this is received your account will be properly adjusted. We appreciate the opportunity to service your needs. contact our office if additional assistance is required. Kind regards
4 Asking for information 29 b Dear Mary I have been asked by LM Research and Development to provide them with details on the new varieties of wheat. I believe samples were sent by you to our division in Toronto. I am unable to identify which loads these were and would be grateful if you could provide me with any information by which I can identify them. They are also asking for information on growing conditions i.e. pesticides, fertilisers, irrigation etc. Can you provide me with all details I require? Mary-Ann 4 Complete a (1) Provide (2) supply (3) grateful (4) confirm (5) further (6) advise (7) instead of (8) arrange (9) appreciated (10) inform (11) require (12) potential (13) sign (14) completion (15) concerning (16) enquiry (17) verify (18) survey (19) implement. I would be if you could advise me on the following matters. me your return trip information, including air carrier, flight number and airport, so that I can make a reservation for you. I would be most grateful if you could let me know if any of your party will accept double bedrooms send me a list of chosen. Can you send me a We have the following Is it possible to twin bedded rooms. customers that visited your stand and the samples that were of all electronic household appliances? which of the tests you prefer. which you may be interested in giving us a competitive price for. such a test in your production too? For payment by credit card, do you have special forms for? the first paragraph of Ann s email on the subject of pallet loadings, can I take it that you accept the quantities suggested in my email of 21/8? I should be most grateful if you would everything is in order. this letter and return it to us to confirm that let me know if you anything further. It would be if you could confirm your agreement.
30 Email for college and business the deposit required in order to hold this reservation. I would like to receive details on BBC World. us about the schedule of our trip. Would it be possible for your company to any of the above products? could you b paperwork for me to travel back via Rotterdam. which is the correct date you have in mind. (1) Prior (2) form (3) involved (4) deposit (5) advance (6) occupancy (7) expiration (8) walking distance (9) Unfortunately (10) queries. Shall I pay in or can I settle when I check out? Can you give us an idea of the costs? don t forget to mention the date of your credit card. You sent us the rates for the double rooms, but what about the rates for single? I have ordered this appliance but I don t know if I should pay a. Would you please complete the in attachment? You told my representative that your shop is within easy reach, but is it actually within from the city centre? Groups are always welcome preferably by arrangement. your registration form was incomplete, can you please mail it again? If you have any questions or c, please don t hesitate to contact me. (1) Discounts (2) update (3) case (4) provide (5) timeline (6) position (7) outline (8) approximately (9) developments (10) assistance (11) hand. It was nice to speak with you today about the sales position at your organization. I am interested in working for you and look forward to hearing from you regarding this. I have attached my resume and below are some websites that I have designed, for your review. In you require more details please contact me. If you could me with details on your background and qualifications. me on the status of the planned project. Last week you mentioned that you were waiting for the development of the Asia Pacific Project: please confirm receipt ASAP.
4 Asking for information 31 Your in getting this information as soon as possible is appreciated. I need to have a draft of these schemes by the end of the month: please send this to me by email or by special courier service. How long does it usually take to produce 500 copies? Are there any on such a large quantity? I need some inside information on recent information you might have? By the way I was wondering if John could give me a. 5 Translate the following key words 1. Een prijsofferte vragen 2. Gelieve ons in te lichten over 3. We zouden het erg waarderen als 4. Het zou me een genoegen doen als 5. Een folder 6. Ik zou dankbaar zijn als 7. Doorsturen 8. Nadere details 9. Ter beschikking 10. We zien uit naar uw antwoord 11. Gelieve gebruiksaanwijzingen in te sluiten 12. Hij mailde me het volgende verzoek 13. Concurrentiële prijzen 14. Een klantenlijst 15. Een prijslijst 16. Betreffende 17. In het bijzonder 18. Zichtrekening 19. Spaarrekening 20. Bijkomende hulp is vereist 21. Een onderwerp 22. Verwijzend naar. Do you think you could pass on the
32 Email for college and business 23. Extra gegevens 24. De nodige documenten 25. De verduidelijking van. 6 False friends and common errors 1. The eventual solution [eventual: uiteindelijk] 2. Possible answers [eventuele antwoorden] 3. Complaints, if any [eventuele klachten] 4. Waiting for a reply [wachten op een antwoord] 5. Awaiting a reply [wachten op een antwoord] 6. Proper documentation [proper: behoorlijk] 7. A clean workshop [clean: net] 8. A competitive price [een concurrentiële prijs] 9. To be awarded a prize [een prijs of onderscheiding toegekend worden] 10. It is obligatory [verplicht] 11. I would be obliged if [het zou me een genoegen doen om] 12. Our office [ons kantoor] 13. My desk [mijn bureau] 14. My study [mijn werkruimte] 15. Colleagues [spelling!] 16. Customers [spelling!] 17. Information [zonder s ] 18. Tuesday [spelling!] 19. Thursday [spelling!] 20. Saturday [spelling!] 7 Send an email asking for a free inspection copy 21. A map [kaart, plattegrond] 22. A graph [een grafiek, curve] 23. A bar graph [ook: bar chart; een staafdiagram] 24. A hand-drawn sketch [een handgetekende schets] 25. An outline [een schetsmatige voorstelling, een overzichtje]. Send an email to a publisher asking for a free inspection copy of a newly launched publication on the topic of Sustainable Energy. Mention why you are interested in this edition and add that you would consider ordering a number of copies for your colleagues, provided it meets your expectations. 8 Send an email to a European sales office Send an email to the European sales office of an American off-road automobile manufacturer. Refer to their advertising plans for the imminent launch of a new four-wheel-drive. Introduce yourself as a professional user of off-road vehicles and ask for technical and commercial details about the new type.
4 Asking for information 33 9 Send an email to a foreign manufacturer Send an email to a foreign manufacturer of electronic components. Express your wish to meet their representatives to negotiate on the possible opening of an agency in your country. Ask for general information, refer to foreign business partners, express your expectations for a successful negotiation and an agreement which may lead to a lasting partnership. 10 Send a reply to a request for cooperation Write a short reply to the following request: We received an article entitled Traces and processes of mutual translation for possible publication in our journal Acta Academica. let me know if you could review this article for us within 3 weeks upon receipt thereof. 11 Send a friendly reminder to a colleague Send a friendly reminder to a colleague in which you refer to the recipient s promise to inform you about laboratory tests that have been carried out. Ask for details on research objectives, manufacturing procedures, preliminary conclusions and recommendations. 12 Write an email asking for information; use some of the following words and idioms A request for clarification to gather information on the current situation to do market research to identify areas needing improvement to refer to a main improvement to reach a decision on to respond that you need more information to ask for general agreement to restate the purpose of the action to mention the follow-up action that needs to be taken. 13 Render into English 1. Is het mogelijk om deze test in je productie toe te passen? 2. Gelieve me een lijst van eventuele klanten te sturen. 3. Heb je speciale formulieren om in te vullen?
34 Email for college and business 4. Wil je het voorschot even verifiëren? 5. Laat me weten of je nog bijkomende informatie nodig hebt. 6. Wil je me zo snel mogelijk je concurrentiële prijzen doormailen? 7. Kunt u de bestelling van deze huishoudtoestellen even uitstellen? 8. Ik zou graag aanvullende details ontvangen. 9. Ik zal zo snel mogelijk de juiste datum bevestigen. 10. Wil je voor je groep twee dubbele kamers reserveren?
4 Asking for information 35 Dos and don ts KISS: keep it short and simple! An email should be short, concise and to the point. Be precise in formulating your reason for writing. The more specific you are, the more likely you will get a reply that meets your expectations. In case you send a request, be precise in formulating your question(s). When replying to the sender s email you can of course eliminate all unnecessary information of the incoming mail. But don t forget to preserve the email thread so that your reader(s) can follow the sequence of development. When replying to an incoming email you can also copy and paste the exact section of the sender s text you want to refer to in your reply. Formulate specific, focused opinions on the quoted texts. Keep your paragraphs as short as possible. Blank lines between paragraphs improve the readability.