GUIDELINES
- The purpose of the letter is to build or strengthen the relationship. Thus, the tone should be uplifting and nice rather than grumbling or hard to understand.
- Present the objectives of the letter, referring to the exchange of letters, and giving the recipient an excuse for not replying or sending back a message. Do not use an angry tone.
- Highlight the significance and urgency of the letter and elaborate the need for his/her immediate response. Let him feel at peace in writing a reply.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Christmas is the best time of the year. There are many get-together and gift-giving among friends and families. The malls will be full of shoppers who are trying to look for great gifts to give. There will be a long line of the counters and most especially the gift-wrapping section. Think how wonderful it would be if you do not have to go to buy your gifts at the mall. Think how much you can save and how happy your loved ones would be if you were the ones who made your donations. The Arts and Craft Organization offers the chance to make incredible gifts without spending too much. It is unfortunate that you were not able to join our invitations earlier this year. However, you still have the chance to be part of this amazing group. All you have to do is to put three check marks on the boxes beside the crafts that you wish to learn on the enclosed list for only $2. Slots are limited, so hurry and join now before it is too late.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter following up earlier offer from organization.
Further things to consider when writing follow-up letters to consumers
Follow-Up Letters
Follow-up letters are letters you write after business contracts, job interviews or business meetings to show that you are still interested in the recipients and that you are willing to build a relationship. Follow-up letters provide a platform for continued communication and are an effective way of consolidating a real relationship between you and the recipients. A follow-up letter is important in the early stages of a business relationship as it gives you an opportunity to reintroduce yourself and reconnect with the recipient. It also gives you a chance to address a concern that was raised at the previous meeting or give additional information to the recipient.
Well written follow-up letters can make a great difference in your success. These are letters sent during the early stage of the relationship, and therefore the writing style should be fairly formal. Make sure to write the letter as soon as possible after the meeting to keep things fresh. Explain your point clearly and avoid making unnecessary assumptions. Try as much as possible not to convey any negative sentiments. Where necessary, remind the recipient of any deadlines as well as date and time for the next meeting. Close the letter positively.
Letters to Consumers
Letters to consumers are letters sent to people who purchase goods and services in retail for their own use. These could be response letters from companies to respond to claims, requests, or queries from consumers. They could also be inform letters to notify consumers of the best products on the market or about the termination of a previously offered service. Letters to consumers are formal and are usually printed on the company letterhead. Depending on the issue and the nature of the content, the letters can be addressed to specific people or generalized for all consumers.
Letters to consumers usually follow all the rules of formal letters. First, the senders' and the recipients' addresses must be well stated and placed properly in the letter. Then, the subject of the letter must be clearly stated so that the recipient can quickly know what the letter is about even before he/she reads it. When it comes to the content, be concise but thoroughly discuss the subject. Mention any action the recipient is supposed to take and why this is important. If there are any enclosures, explain them briefly in the letter. Close the letter with your name, signature, and job title.
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