2/13/2015

How to
Make First Contact.

The First Contact.

Hi, I´m Casimiro Buenavista. I’m your tech support

representantiv.
I’m gonna help you a lot.
Please tell me all ur questions.

See you.

CB

Customer

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Supplier

Deal with

Email overload

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Waste time.

Build up.

First Impression.

 When making first contact with a potential new

customer, partner, associate, employer, supplier or
vendor, the impression you make might determine if
you get a response or not. The majority of us have to
deal with e-mail overload, therefore your first contact
needs to be dressed to impress!

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 By making your first contact clear and concise, you will

prove that you do not waste time. You can show that you’re
a responsible professional, who other people choose to do
business with.
 If you do not express your ideas clearly , your e-mailing will
require many unnecessary backs and forths, indicating that
you will require extra time to conduct business effectively,
time which some people may not have.

 Every e-mail you send is a chance to impress a potential new

customer, partner, employer, associate, supplier or vendor.
Use each and every e-mail you send, even after that first
contact, as a tool to encourage and build up a positive
perception.

Activity.

 Put the sentences in the correct order to make an email.

o __Zhang Xian
o __ My name is Zhang Xian and I am the Purchasing manager
of PTK Ltd.
o __I would be grateful if you could send me a brochure of your
products and services.
o __Yours faithfully
o __Dear Sir
o __I am interested In your new range of shelving.

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The way it should look…

o _1_Dear Sir
o _2_ My name is Zhang Xian and I am the Purchasing
manager of PTK Ltd.
o _3_I am interested in your new range of shelving.
o _4_I would be grateful if you could send me a brochure
of your products and services.
o _5_Yours faithfully
o _6_Zhang Xian

Look at the e-mails below. In each case, complete the second version
which has a more appropriate tone. Use the words and phrases in
the box.

With regard Please find I look forward to attached document

Could you please I would like to advertised on

Hi there, Mr Watts. I was browsing your website the other day and saw the ad for a sales rep. I
thought I’d like to apply. It sounds great and I’d love to work for such a cool company. I’m sending you
my cv. I’m young and full of energy. I hope you give me an opportunity. Anyway, please reply soon. All
the best, Ana.

Dear Mr Watts,
(a) ___________________apply for the post of sales representative (b) ___________________
your website. The job seems very interesting, and your company has a very good reputation.
(c)_______________________ my CV as an (d) ____________________ . I am a dynamic young
person and I am very keen to show that I can make the most of any opportunity I am offered.
(e) _____________________ hearing from you.
Yours sincerely,
Ana Hudson

With regard Please find I look forward to attached document

Could you please I would like to advertised on

Hello Ana. I got you application for the sales rep job. Is there anyone who can give you a reference? It
doesn’t say anything on your CV. John Watts

Dear Ms Hudson,
Thank you for your application for the post of sales representative. (f) _________________ to
your CV, it does not include your referees. (g) ___________________ supply me with the names
and e-mail addresses of two people who can provide an up-to-date reference for you?
Best regards,
J M Watts

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Best regards Regarding I’m afraid you Further to

I regret to say take this opportunity to thank do not hesitate to

Hi there, Mr Watts. I got your e-mail about my references. Here’s the information about my referees.
It’s in an attached document. Tell me if you need more details. Catch you later. Bye for now. Ana

Dear Mr Watts,
(h) __________________ our previous correspondence, please find the attached document with
information about my referees. Please (i) __________________ contact me if you need more
details.
I hope to hear from you soon.
(j) ______________________ ,
Ana Hudson

Best regards Regarding I’m afraid you Further to

I regret to say take this opportunity to thank do not hesitate to

Hello Ana. I’ve thought about your application but I can’t offer you work. You haven’t got the
right qualifications or enough experience really. Sorry about that. Thanks anyway and good luck
finding a job somewhere else. Mr Watts

Dear Ms Hudson,
(k) ________________ your request for work, (l) _____________________ that I am unable to
consider your application. (m) _______________________ do not have the necessary
qualifications or sufficient experience. Please let me (n) ____________________________ you
for your interest in our company and wish you every success in your search for employment.
Best wishes,
J M Watts

Look at these two first contacts by email and say which

one you think is better, and why.

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• I am from (this company):

Find a more formal way to say:
• send me an email:
 we need:
 exactly what we want:
 tell us your price:

Hint

 To express what your role in the company is, you can

use: the person responsible for + noun / gerund.
in charge of + noun / gerund

 I am the person responsible for purchasing / human

resources / logistics.
 Can I speak to the person in charge of technical
specifications?

Practice!
 What are these people responsible for?
 Sales director:
 Information technology department:
 Customer service representative:
 Human Resources manager:
 Purchasing department:
 Production manager:
 Finance director:

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Practice!

1. Write a reply from the potential supplier

to Mr Lasnier at duMidi. Try to include all
the information below.
 already happy customers in Italy and Spain
 interested in new business in Europe
 an order of that size is standard
 six to eight weeks to ship via Saigon
 many different models / designs – please say exactly
what you want

Sample email.

 Dear Mr. Lasnier,

My name is ________ and I’m responsible for developing new

business in Europe. We already have happy customers in Italy and
Spain and we are very interested in developing business with you.
For our line of production a 1000 trolley order is standard and will
have no problem in shipping it from 6 to 8 weeks via Saigon. We
only need a few more details about your order since we have
many different models and designs.

Yours faithfully,

________________________________

Practice!

2. Write a first email from your company to

a potential supplier.