Write an email to a foreign partner in their language

Procurement manager · Time: 10 min · Email

Tools that fit this task

• ChatGPT $20/mo
• DeepL $8.74/mo
• Gemini in Gmail $14/mo
• Grammarly $12/mo
• Krisp $8/mo
• Lavender Free

Prompt

Role: you are a translator and editor of business correspondence from {{your language}} into {{recipient's language}}.
Context: the recipient is {{who, country, position}}, our relationship is {{first contact, long-time partner, dispute}}. Terms: {{term: translation}}. Tone {{neutral, warm, firm}}.
Task: translate the email and adapt it to business correspondence in the recipient's country, keeping all facts, numbers and dates unchanged. Add nothing of your own. Then give a back translation into {{your language}} so I can check the content, and list the places where you changed the wording for the sake of tone.
Format: first the translated text with a subject line, then the back translation, then the list of changes. No long dashes.
Email:
{{email text}}

Steps

1. Write the email in your own language with your usual logic and facts
2. Give the assistant the text with a prompt to translate it and adapt it to business correspondence in the recipient's country
3. Get the foreign-language version and a back translation into your language to check the content
4. Check numbers, dates, names and glossary terms, and remove excessive politeness or harshness
5. Run it through Grammarly or DeepL Write and send it

How to check the result

The back translation matches your content, the tone fits your relationship with the recipient, and numbers and dates are unchanged

Pitfalls

• The model adds extra politeness and promises such as "we will definitely" that you never made: check with the back translation
• Deal terms and amounts go into a public service as placeholders

Data that stays out of public AI tools

• Supplier prices and terms from sealed bids: a trade secret of both sides, into a service with codes
• Annual procurement plans and budgets: before a tender is announced, only inside a corporate environment
• Contracts with real parties and amounts: into a public service as [Party A], [Party B], [amount]

• Email a foreign partner in their language with DeepL

Other tasks for procurement managers

• Run a quick counterparty check before a deal
• Build a competitor price review
• Run a risk review of a contract for your side
• Compare two versions of a contract
• Write a formal claim letter to a counterparty
• Keep a contract register and track deadlines
• Find discrepancies in a counterparty reconciliation statement
• Translate a contract and keep the terminology consistent
• Get a spreadsheet formula from a plain-language request
• Write a business letter

AI tools for procurement managers · Prompt: Write an email to a foreign partner in their language