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E-mail writing and making appointments (inglês/português)

Practical tips for e-mail writing
by Christa Maas

Addressing a client

Always check if it is alright to call a client by his or her first name. In European countries the more formal Mr. Green or Ms. Green is applied. Use Mrs. only if you are sure that a woman is married, otherwise use the non-committal Ms.
Attn: Ms Marcela

Dear Ms Marcela

      Previous meeting

It was a great pleasure meeting you on (date) and I would like to follow up with our proposal for legal services…

Previous e-mail contact
Thank you for your e-mail dated …
Thank you for your interest in our law firm
In reply to your enquiry I would like to give you some background on our law firm and its services
I am writing in reference to…

Offering Help
Would you like me to …
Please, let me know how I can be of help…
I am at your complete disposal for anything you might need.
Please, don´t hesitate to ask if you need anything.
Let me know if you need anything else
Let us know if you would like us to ( do something)

Affirmative Action Phrases
I am confident we will be able to help you in this matter.
We are able to confirm that…
We are sure that….
We are immediately in a position to take the appropriate steps
I will investigate the matter and get back to you as soon as possible
I will contact you again shortly with some answers.
Let me check on that and get back to you later today.

Giving Information
I am contacting you today to let you know that…
It is my great pleasure to tell you that…
We are delighted to inform you that…
We regret to inform you that….

Requesting information
Please, give me some more information about…
In order to proceed, I will need the following information...
In order to analyze the matter in question, I will require….
Could you please send me…

Reminding a client
In reference to our last e-mail dated… I would like to remind you that I have not yet received the requested information.
Just a short reminder to let you know that…
Did you receive my last e-mail dated…

I am not sure I understand the statement you made in your last e-mail. Could you please explain what you meant by (….)
Let me explain the matter to you in more detail…
I believe there has been a misunderstanding. What I meant to say was…

Giving advice
I think the best way to handle this would be to…
It might be beneficial for both parties if we could….
It will be necessary to…
This could mean that….
In my opinion, the best option would be to…..
If we take this measure we will have to expect that…
Apologizing for a delay

Please accept my apologies for not contacting you earlier

Closing the e-mail
Please, feel free to contact me if you have any doubts or questions.
I am at your disposal for any further clarification you might need.
You can reach me at …
I look forward to hearing from you at your earliest convenience.

Signing an e-mail
Sincerely yours
Best regards
Best personal regards

Practical tips for setting up meetings by phone or e-mail

Reason for call/writing
I am calling /writing to arrange a meeting at our (your) office.
Would Monday 9 AM / 2 PM be convenient for you?

No, I am sorry; I am not available at that time. But we could me on Tuesday at 3 PM
How about Wednesday? What´s your schedule?
I will be out of the office on Wednesday.
I will be available anytime after 3 PM on Thursday
I would be able to meet you on Friday morning at ….

I will send you an e-mail confirming the time, day and address.
I would like to confirm the meeting on Monday at 2 PM at your offices…

Changing a meeting

I will not be able to attend the meeting on Monday at 2 PM. Could we reschedule for Tuesday 3 PM? I am sorry if I have caused any inconvenience.
An urgent matter has come up and I will not be able to meet with you on Monday. Please, let me know if it would be possible to reschedule our meeting for Tuesday 3 PM.

I am available on Tuesday 3 PM and able to meet you at your office.
I would like to confirm our meeting for Monday 3PM. I look forward to meeting you at your office.

Refusing a meeting
Unfortunately, I will not be available to meet you. However, my colleague xxx will be there on Monday. He is fully informed of the matter. I am sure he will be able to fully attend to all your needs

I am sorry to let you know that I will not be available on Monday. I hope to have the opportunity to meet you some other time. Please, accept my apologies.

I regret to inform you that our firm will not be able to represent you due to a conflict of interest that has arisen with another client.


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