Acknowledgements and Confirmation- How to say it

To make communication clear, here are suggestions for what to include in communications of acknowledgement or confirming:

• State precisely (reservation, amount, letter, order) what you are acknowledging or confirming.
• Refer to the date and occasion of your last contact (telephone conversation, previous letter or email, in-person discussion).
• Describe what action, if any, is being taken.
• Tell when the reader will hear further from you or someone else.
• If indicated, explain why you are not able to respond fully to the letter/request/gift at the moment.
• Express appreciation for the previous contact, for the kindness of the person in writing you, or for the business.
• Close with a courtesy or forward-looking statement.

Rerun from Dec 7, 2015

English Speaking Skills:  More Tips on When You Have to Say No

We all want to be able to say “yes” to all requests for help.  However, there are always times when we have to say no.  Here are some more techniques which let us feel more comfortable and the other person feel more comfortable, also.

• “Not now, but I can next year.”

This is a positive way to handle a request (providing, of course, that you are sincere about helping next time).

• “I am [state your problem], and I need [state your priorities].”

Be honest and direct about your situation.  For example: “I am dealing with a very ill parent right now.  I need to focus my energies on handling these family matters.”  Then just stop talking.  Do resist the temptation to keep justifying your position.  Your single statement and silence has all the power and rationale you and the other person needs.

• “I only take advice from [name your professional].”

Sometimes we get bothered by unwanted medical advice.  Or unsolicited parenting tips.  Or inappropriate legal suggestions. Halt that conversation right away with: “I only take medical advice from professionals.”  …”I  only take parenting advice from child care experts.” … “I only take legal advice from my attorney.”

• “Excuse me” (followed by departing).

This option is so simple, you might not think of it.  When a person is bothering you, and you can’t think of a graceful way to say,  “I’m not interested,” simply say “excuse me” in a polite voice and walk away.  You will feel much better, and the other person will understand your message.

Be sure to watch our English Speech Tips videos and Accent Reduction Tip videos  for more English pronunciation and accent reduction exercise.

Check out our new advanced weekly speech tip program, our new subscription called ClearTalk Weekly, www.subscription.cleartalkmastery.com

Rerun from Nov 25, 2015

Acknowledgements and Confirmations- Personal Acknowledgments

You always acknowledge expressions of condolence.

You generally or usually acknowledge anniversary or birthday greetings, congratulations, apologies, or divorce announcements.

Rerun from Nov 30, 2015

English Speaking Skills- When You Have to Say No

Many of us have a hard time saying no.  However, from time to time, we all have to say it – and with practice, we can get better at it.  Oh yes, we can say no in a way that lets us feel more comfortable … and makes the other person more comfortable and less upset.

Here are a few techniques that might help you.

• “No, but…”

Go from the particular request (which you can’t do) to a general contribution (which you can do).  For example: “No, I really can’t organize the holiday party.  But I’ll be very glad to come early to help set up.”

• “I’d like some time to think about it.”

Remember, you don’t have to answer immediately.  By taking time to consider the request, you can take emotion out of the situation.  Also you gain the option of saying no in writing or perhaps by voice mail.

•  “Thank you for thinking of me. It’s just not possible for me to do right now.”

This is a particularly graceful way to say no.  Another variation, “I’m so flattered you thought to ask me.  It’s just not possible for me to volunteer right now.”

•  “I can’t, but these folks…”

If you can’t do it, at least you can recommend others who might help in some way.  For example: “I’m not the person to run your charity fund drive this year… but I do have good contacts at the local newspaper who could give you valuable publicity.  I would be happy to make those calls for you.”  Then, of course, follow through with your promise and make those calls.

Be sure to watch our English Speech Tips videos and Accent Reduction Tip videos  for more English pronunciation and accent reduction exercise.

Check out our new advanced weekly speech tip program, our new subscription called ClearTalk Weekly, www.subscription.cleartalkmastery.com

Rerun from Nov 18, 2015

Acknowledgments and Confirmations- Other Tips

Sometimes a letter of acknowledgment also serves as a “thank you.”  Or it says you received the message or materials, but will respond later, or that you passed them on to the appropriate person.

Sometimes, also, “acknowledgment” letters are really marketing letters that use the excuse of acknowledging something (an order, a payment) to present an additional sales message.

Rerun from Nov 23, 2015