# English Email Template Structure

Use this as a mental scaffold when drafting English emails.

## Subject line patterns

| Scenario | Pattern | Example |
|----------|---------|---------|
| Payment proposal | [Action] for [Product/Project] | Proposal for optimized payment terms for the Filling Machine project |
| Price defense | Re: [Product] pricing — value breakdown | Re: Mask pricing — value breakdown and comparison |
| Sample follow-up | [Product] sample — next steps | PVC Yoga Mat sample — testing support and next steps |
| Delivery update | [Product] shipment update — revised schedule | LED Display shipment update — revised delivery schedule |
| Complaint response | Re: [Issue] — investigation and resolution plan | Re: Color fading issue — investigation and resolution plan |
| Follow-up after silence | [Product] — quick update and question | Filling Machine — production slot update and question |
| Win-back | Reconnecting — new [capability/product] available | Reconnecting — new automated packaging line available |

## Opening (1 paragraph)

- Acknowledge the customer's position or concern
- Show understanding without conceding
- Reference prior communication if applicable

Opening templates by scenario:
- **Price objection**: "Thank you for your detailed feedback on our quotation. We understand that pricing is a key factor in your decision..."
- **Payment terms**: "Thank you for your feedback. We fully understand that [product] is a significant investment and requires careful financial planning..."
- **Complaint**: "Thank you for bringing this to our attention. We take quality concerns very seriously and want to resolve this promptly..."
- **Follow-up**: "I hope this message finds you well. I wanted to follow up on our previous discussion about [topic]..."
- **Win-back**: "It's been a while since we last connected, and I wanted to reach out with some updates that may be relevant to your business..."

## Body (2-4 paragraphs)

- State the commercial rationale briefly
- Propose the counter-offer or alternative
- Offer choices, not ultimatums
- Use numbered lists for multiple options
- Include specific numbers, dates, or percentages where applicable

Body structure:
1. **Rationale paragraph**: Brief explanation of why (1-2 sentences)
2. **Proposal paragraph**: The specific offer with options (use numbered list)
3. **Support paragraph**: Additional value or reassurance (optional)

## Closing (1 paragraph)

- Clear next step or question
- Professional sign-off
- Make it easy for the customer to respond

Closing templates:
- "Please let me know if this works better for your current budget."
- "I'd be happy to discuss this further on a call if that would be helpful."
- "Could you confirm by [date] so we can secure the production slot?"
- "Looking forward to your thoughts on the above options."

## Key tone principles

- Professional but not stiff
- Firm but not rigid
- Give face-saving options
- Use facts, not emotions
- Keep paragraphs short (2-3 sentences max)
- Avoid "I'm sorry" unless genuinely at fault
- Use "we" for company decisions, "I" for personal commitment
