Free E-Mail Sample:

First Contact with a Potential Supplier

5 Steps:

Here are 5 steps that creates a well formed introductory e-mail to a supplier. I’ve listed 8 standard business phrases that are used for these steps:

  1. Introduce your company (No 1-2)
  2. Explain why you are interested in their company/products (No 3-4)
  3. Explain more specifically why you would like to meet (No 5-6)
  4. Request a meeting (No 7)
  5. Close politely (No 8)

8 Useful Formal Phrases:

  1. We will be launching (name of product/service)
  2. Our concept is to…
  3. As you (may) know, …
  4. We feel we have great potential…
  5. We noticed on your website …
  6. … we would be interested in learning more about …
  7. We hope to organize this meeting…
  8. We look forward to hearing from you soon.

E-Mail Sample:

  • To:
  • From: Sun and Shade Shoppe
  • Date:  15 March 20xx

Dear Comfy Home Representative,

We will be launching Sun and Shade Shoppe on Cape Cod at several locations this June.  Our concept is to offer environmentally friendlysolutions to summer homeowners.

As you know, Cape Cod is a beach area which is a popular summer tourist attraction. We feel we have great potential in becoming successful if we can offer products that our competitors do not currently have available.

We noticed on your website that you offer several solutions for automatic blinds and awnings and would be very interested in learning more about them. Could we arrange a meeting with a Comfy Home sales representative to show us your latest technology?

We hope to organize this meeting by the end of the month so that our three shops can be fully stocked and employees trained by our launch date: 1 June 20xx.

We look forward to hearing from you soon.

Best regards,

Janice Prommer
Purchasing Manager
Sun and Shade Shoppe

Extra Notes:

The e-mail above  reflects a formal style of writing very similar to what would formerly be written in a letter.

To adapt it to a letter format, you would need to change the address, of course, but also the closing, too.  I would recommend using “Sincerely” instead of “Best regards”.


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Business English

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