Hello everyone! Welcome to E-mail Picks.
I've been giving more seminars at our
client companies these days. I've had
like four this month and aside from that
I'm speaking at two free-to-join seminars
where anybody from any company
can join and listen to our presentation
about how to make your English training
program make direct business impact.
Anybody from any company can join except
people from our competitors. We don't
want to give away useful information to
our competitors for free, so what we do
is we ask people who want to come to the
seminar to to fill out an application form.
And in that application form, we
want them to let us know their company
names, then our administrative staff
check online to see if that company
exists and then do a little research to
see if they are not one of our competitors.
If they are a competitor, we
nicely decline their application. Now
this morning, there was an applicant
named Mr. Sloan who inputs a company
name that didn't exist. We did a Google
search and we didn't find their website.
So next, we went to the national tax
agency's website because they have all
the companies in Japan registered and
listed there, but we still couldn't
find the company name.
So it's either Mr. Sloan misspelled the
company name or he is putting in a fake
name. I need to confirm with him. So today,
let me show you how I would write that
email. Hello Mr. Sloan, thank you for
your interest in participating in the
upcoming seminar entitled "How to make
your English training program make
direct business impact. We are confident
that we will be able to provide useful
insight into setting up an effective
English training program. When we looked
at our online application, we noticed the
company name you had input was not a
name found via web search in the
National Tax Agency website. You may have
misspelt your company name. Could we
ask you to provide the corrected name by
replying to this e-mail? We will process
your application as
soon as we receive notice. We look
forward to hearing from you.
Okay, so this is the first time I'm writing to this
person, so in my first paragraph,
I'm explaining what this e-mail is in
reference to. Now the difficult part is
the second paragraph because I need to
point out an error without offending Mr. Sloan.
So first, I stated facts: we looked
in the official registry of company names
and we couldn't find his company.
And then I wanted to communicate
that I was not suspicious that Mr. Sloan
was giving a fake company name or
anything. So I wrote: you may have
misspelled your company name.
You may have... is a soft, indirect
way of pointing out a mistake somebody
made. It's very commonly used. And then I
wrote down the next steps so that Mr. Sloan
will understand that his
application will not move forward unless
he replies. So there you go, an e-mail to
ask for missing information. If the
company name was actually fake, then Mr. Sloan
will probably not reply. If it was
actually just a typo, then great. We'll have
another participant coming to the seminar.
Fine by me either way. So anyway, that's
it for today, thank you for watching and
I'll see you next week.