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    • Member Info
      • Native Language:
      • Chinese
      • Home Country:
      • China
      • Current Location:
      • Hong Kong

    • Join Date: Mar 2015
    • Posts: 19
    #1

    Email

    Case: an email from the supplier which was received yesterday and was removed by our system administrator as it contain virus. I only can know that he is one of our suppliers by his email address. I need to inform the supplier that his email was block by our system administrator and thus I can't see the message body from his email.

    Dear Sir/ Madam,

    I received your email dated 15 March 2015. It is noted your email contain virus and we cannot open it. Please remove the virus and resend the email to us. If you need further assistance, please contact our supporting team at xxx-xxx-xxx.

    Regards,
    Don

    • Member Info
      • Native Language:
      • Chinese
      • Home Country:
      • Hong Kong
      • Current Location:
      • Indonesia

    • Join Date: Mar 2015
    • Posts: 155
    #2

    Re: Email

    Case: an email came from a supplier which was received yesterday and was removed by our system administrator as it contained virus. I can only know that he is one of our suppliers by his email address. I need to inform the supplier that his email was blocked by our system administrator and thus I can't see the message body from his email.

    Dear Sir/ Madam,

    Your email was received on 15 March 2015. It is noted your email contained viruses and cannot be opened. Please remove the virus and resend the email to us. If you need further assistance, please contact our supporting team at xxx-xxx-xxx.

    Regards,
    Don
    ---------------------------------------
    I would think that "Your email was received on..." would be more polite than using "I" unless you are speaking to the supplier person-to-person with colloquial language. If you are speaking to the supplier person-to-person but with formal language, use what I put in.

    Actually, if you are speaking person-to-person, either don't use "I" or don't use "us". In the first sentence in your draft, you stated "I" meaning yourself. In your third sentence in your draft, you wrote "us" meaning your company or business as a whole. That would be contradictory so either use "I" and "me" or "We" and "us". Then you put in your regards as Don, implying that you mean you are speaking to the supplier by yourself.

    What about a "Please do not reply?" just in case?

  1. emsr2d2's Avatar
    • Member Info
      • Native Language:
      • British English
      • Home Country:
      • UK
      • Current Location:
      • UK

    • Join Date: Jul 2009
    • Posts: 41,912
    #3

    Re: Email

    Quote Originally Posted by Gomery View Post
    Case: an email from the supplier which was received yesterday and was removed by our system administrator as it contain virus. I only can know that he is one of our suppliers by his email address. I need to inform the supplier that his email was block by our system administrator and thus I can't see the message body from his email.

    Dear Sir/ Madam,

    I received your email dated 15 March 2015. It is noted your email contain virus and we cannot open it. Please remove the virus and resend the email to us. If you need further assistance, please contact our supporting team at xxx-xxx-xxx.

    Regards,
    Don
    "Your email dated 15 March 2015 contained a virus and cannot be opened. Please resend the email without the virus. If you need further assistance, please contact our Support Team on xxx-xxx-xxx. Thank you."
    Remember - if you don't use correct capitalisation, punctuation and spacing, anything you write will be incorrect.

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