Writing a Professional Email to an Important Client
IntermediateBusiness
A senior employee mentors a junior intern in a quiet office corner, teaching her how to write a proper email to an important client.
W
WeiL
LiW
小李，给客户的那封邮件写好了吗？我帮你看看。
Xiǎo Lǐ, gěi kèhù de nà fēng yóujiàn xiě hǎo le ma? Wǒ bāng nǐ kànkan.
Xiao Li, is that email to the client ready? Let me take a look for you.
L
写好了，不过我不太确定开头怎么写才显得礼貌。
Xiě hǎo le, búguò wǒ bú tài quèdìng kāitóu zěnme xiě cái xiǎnde lǐmào.
It's done, but I'm not quite sure how to write the opening so it comes across as polite.
W
开头确实很重要。对重要客户，最好用“尊敬的”，后面加上对方的姓和职位。
Kāitóu quèshí hěn zhòngyào. Duì zhòngyào kèhù, zuì hǎo yòng “zūnjìng de”, hòumiàn jiā shàng duìfāng de xìng hé zhíwèi.
The opening really is important. For an important client, it's best to use "Dear," followed by their surname and title.
L
明白了。那正文呢，我应该先写什么？
Míngbái le. Nà zhèngwén ne, wǒ yīnggāi xiān xiě shénme?
I see. Then what about the body? What should I write first?
W
先简单说明你写这封邮件的目的，让客户一看就明白。
Xiān jiǎndān shuōmíng nǐ xiě zhè fēng yóujiàn de mùdì, ràng kèhù yí kàn jiù míngbái.
First, briefly explain the purpose of your email, so the client understands it at a glance.
L
如果内容比较多，是不是应该分几段来写，看起来更清楚？
Rúguǒ nèiróng bǐjiào duō, shì bú shì yīnggāi fēn jǐ duàn lái xiě, kàn qǐlái gèng qīngchu?
If there's a lot of content, should I split it into several paragraphs so it looks clearer?
W
对，一段讲一个重点，读起来轻松，客户也不会看得费劲。
Duì, yí duàn jiǎng yí ge zhòngdiǎn, dú qǐlái qīngsōng, kèhù yě bú huì kàn de fèijìn.
Right. One main point per paragraph makes it easy to read, and the client won't find it a strain.
L
那语气上要注意什么？我怕自己写得太随便。
Nà yǔqì shàng yào zhùyì shénme? Wǒ pà zìjǐ xiě de tài suíbiàn.
What should I pay attention to regarding tone? I'm worried I'll write too casually.
W
语气要正式，但别太生硬，用词客气一点，尽量少用口语。
Yǔqì yào zhèngshì, dàn bié tài shēngyìng, yòngcí kèqi yìdiǎn, jǐnliàng shǎo yòng kǒuyǔ.
The tone should be formal but not too stiff; use polite wording, and try to avoid colloquial language.
L
那结尾怎么处理？直接写“再见”好像不太合适吧？
Nà jiéwěi zěnme chǔlǐ? Zhíjiē xiě “zàijiàn” hǎoxiàng bú tài héshì ba?
How should I handle the ending? Just writing "goodbye" doesn't seem quite appropriate, does it?
W
对，结尾可以写“期待您的回复”，最后再加上“此致敬礼”和你的名字。
Duì, jiéwěi kěyǐ xiě “qīdài nín de huífù”, zuìhòu zài jiā shàng “cǐ zhì jìnglǐ” hé nǐ de míngzi.
Right. For the ending you can write "looking forward to your reply," then add "sincerely" and your name at the end.
L
太谢谢你了！我这就去改，改好之后再请你帮我检查一遍。
Tài xièxie nǐ le! Wǒ zhè jiù qù gǎi, gǎi hǎo zhīhòu zài qǐng nǐ bāng wǒ jiǎnchá yí biàn.
Thank you so much! I'll go revise it right now, and once it's done I'll ask you to check it over again.