Melanie , can you help me with something ? We need to finalize the account with the Mexican Embassy and , I need some advice on phrasing this letter correctly in English .   Sure Tracy , let me just get my laptop .   Okay , so ... To Whom It May Concern , I am writing .   Um , Tracy ? I think that ' s a little too formal . I know you want to be polite but you've already made contact with them , so in English you can be more relaxed in the opening ...   Okay , more relaxed . Got it . Hey , Sally , what ' s up ? It's Tracy here , just .   Okay Tracy , now it's too relaxed ! You've still got to show some respect . How about starting with " Dear Ms . Cooper , I'm writing to confirm ... ?   Great , okay . " Dear Miss Cooper , I'm writing to confirm the final quotation for the full page back cover color advertisement you requested for the spring issue of Voila magazine " .   That's great ...   " The final costing , including advert design and production , comes to forty-five thousand six hundred RIB . We want payment ten working days before publication or we will cancel the ad . Thanks for ... "   Woo , okay , back up a second , Tracy . That's too direct . Can I suggest you say , please note that final payment is due two working weeks before publication ? You don't want to offend her . 