Copilot (licence) - Formulate a Request for Pricing Conditions via Email Tutorial

Unlock the secret to effective business communication in our latest video, 'Formulate a Request for Pricing Conditions via Email.' Watch as we demonstrate how to leverage Copilot for drafting a professional email that precisely outlines your product selection and budget. Discover tips on ensuring clarity in your requests, including payment terms. Don't miss this chance to enhance your email writing skills!

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Available in AI - Artificial Intelligence

Objectifs :

This document aims to provide a comprehensive guide on how to effectively use Copilot chat to draft a professional email for discussing pricing options with a supplier, ensuring clarity and adherence to budget constraints.

Chapitres :

Introduction
In this guide, we will explore the process of utilizing Copilot chat to draft a contextual email for reaching out to a potential supplier. The focus will be on how to communicate effectively regarding pricing options while adhering to budget constraints.
Selecting Tech Items
Previously, I used Copilot chat to analyze a PDF supply catalog, selecting specific tech items for my team. The items included: - Headsets - Mice - Mouse pads These selections were made to enhance our team's productivity and comfort.
Reaching Out to the Supplier
After selecting the items, the next step is to reach out to the potential supplier to discuss pricing options. This is crucial as the selections have slightly pushed the budget over the limit.
Drafting the Email
To draft the email in Outlook, I start by copying relevant parts of my Copilot chat discussion from my chat history. This information serves as the basis for my email prompt. The steps to compose the email are as follows: 1. Open Outlook and create a new email. 2. Fill out the recipient and subject fields. 3. Access Copilot directly within the email body or from the toolbar. 4. Request a professional tone that details expectations for favorable pricing options.
Specifying Budget and Expectations
In the email, I specify my budget and ask the recipient for a prompt response. Before sending, I paste in the list of items of interest that I copied earlier from my Copilot chat. The generated email is concise, detailed, and tailored to my needs.
Adding Payment Terms
I realized I forgot to mention payment terms, so I ask Copilot to add a paragraph about my preference for a bank transfer with net 30-day terms. The paragraph is seamlessly integrated into the email.
Including Contextual Information
To provide context, I mention at the beginning of the email that I am Eloy, Assistant to Julie, who tasked me with sourcing this equipment. Copilot quickly incorporates this detail, enhancing the professionalism of the email.
Final Review and Adjustments
The result is an email that meets my expectations. I decide to keep Copilot's version, make a few adjustments, and prepare to send it out. It is essential to review any AI-generated content thoroughly, as I am ultimately responsible for the content I produce.
Conclusion
In conclusion, using Copilot chat has allowed me to achieve both the tone and detail needed for this task efficiently. The process demonstrates the effectiveness of AI tools in enhancing communication and productivity in professional settings.

FAQ :

What is Copilot and how can it assist me?

Copilot is a digital assistant that helps users draft emails, analyze documents, and generate content based on user input, making communication and documentation tasks more efficient.

How do I create a professional email using Copilot?

To create a professional email using Copilot, start by drafting your email in Outlook, then use Copilot to generate content by specifying your needs, such as tone and details about the subject matter.

What should I include in my email to a supplier?

Your email to a supplier should include a clear subject line, details about the products of interest, your budget, payment terms, and a request for a prompt response.

Why is it important to review AI-generated content?

It is essential to review AI-generated content thoroughly because, as a user, you are ultimately responsible for the accuracy and appropriateness of the content produced.

What are net 30 day terms?

Net 30 day terms refer to a payment agreement where the buyer must pay the full invoice amount within 30 days of the invoice date.

Quelques cas d'usages :

Sourcing Equipment for Teams

When a team leader needs to source equipment, they can use Copilot to analyze product catalogs and draft emails to suppliers, ensuring they communicate their budget and expectations clearly.

Negotiating Pricing with Suppliers

A purchasing manager can utilize Copilot to draft emails that negotiate pricing with suppliers, incorporating specific budget constraints and payment terms to facilitate favorable agreements.

Streamlining Communication in Procurement

Procurement professionals can leverage Copilot to streamline communication with vendors by generating concise and professional emails that detail product requirements and payment preferences.

Efficient Email Drafting for Project Management

Project managers can use Copilot to quickly draft emails to stakeholders, ensuring that all necessary details, such as project budgets and timelines, are communicated effectively.

Glossaire :

Copilot

A digital assistant tool that helps users draft emails, analyze documents, and generate content based on user input.

PDF supply catalog

A digital document in Portable Document Format that lists products available for purchase, including specifications and pricing.

Budget

An estimate of income and expenditure for a set period of time, used to plan financial resources.

Outlook

A personal information manager from Microsoft that includes email, calendar, task manager, and contact manager functionalities.

Professional tone

A formal and respectful style of communication that is appropriate for business correspondence.

Bank transfer

A method of transferring money from one bank account to another, often used for payments.

Net 30 day terms

A payment term that requires the buyer to pay the full invoice amount within 30 days of the invoice date.

00:00:09

and selected specific tech items for my team including headsets,

00:00:12

mice and mouse pads.

00:00:16

Now, I need to reach out to my potential supplier to discuss pricing options.

00:00:21

As the selections have pushed me slightly over budget

00:00:25

to draft a contextual email in outlook.

00:00:28

I start by copying relevant parts of my

00:00:30

copilot chat discussion directly from my chat history.

00:00:34

This will be the basis for my prompt in outlook in outlook. I compose a new email.

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I fill out the recipient and subject fields.

00:00:43

Copilot is accessible directly within the email body or from the toolbar

00:00:50

for the prompt.

00:00:51

I request a professional tone that details

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my expectations for favorable pricing options.

00:00:56

I specify my budget and ask the recipient for a prompt response

00:01:02

before sending I paste in the list of items

00:01:04

of interest copied earlier from my copilot chat.

00:01:14

The email generated is well suited to my needs,

00:01:17

concise, detailed

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and filled in with my selected products from the catalog.

00:01:22

However, I forgot to mention payment terms.

00:01:25

So I ask Copilot to add a paragraph about my

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preference for a bank transfer with net 30 day terms.

00:01:33

The paragraph appears perfectly in line with my request. Great.

00:01:38

It would also be helpful to mention at the beginning that I'm

00:01:41

Eloy Assistant to Julie who tasked me with sourcing this equipment.

00:01:48

Copilot quickly incorporates this detail. The result is spot on.

00:01:56

I decide to keep Copilot's version,

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make a few adjustments and prepare to send it out.

00:02:01

Remember, it's essential to review any A I generated content thoroughly

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as a copilot user, I'm ultimately responsible for the content I produce

00:02:11

from my perspective.

00:02:12

Copilot and I have successfully achieved both

00:02:15

the tone and detail needed for this task

00:02:17

all in record time.

Mandarine AI: WHAT YOU SHOULD KNOW

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