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],
A few weeks ago, I wrote to request a pamphlet about your institution, but I did not receive any reply. Perhaps my letter was lost in the mail, or you sent a response to the wrong address. I am writing again to follow up on my request.
I would like to get a pamphlet about your school and the facilities that you offer. I would like to determine if your institution could meet my son's needs. He will soon start school, and I cannot wait to choose a school that can offer him a great education. Maybe if I have seen your pamphlet, we can schedule a visit to your school.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Follow up letter after receiving no answer to earlier letters.
Further things to consider when writing follow-up letters to customer service
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 Customer Service
Letters to customer service are letters sent to the person in charge of offering assistance and advice to customers or clients in a company. The recipient of these letters could be the customer service manager or any other person in the customer service department. There are many types of letters written to the customer service. The most common ones include inquiry letters to inquire information about products and services, complaint letters to file a complaint, and thank-you letters to thank a company for quality services. For any reason you may want to write to customer service, your letter must be formal.
The best letters to customer service are short and straightforward. Make sure to address the letter accordingly. For instance, if you know the customer service manager, address him/her by name. However, if you don't know his/her name or anyone in the customer service department, address your letter as "To whom it may concern". State your name and the reason for your letter. Convey your message clearly. Provide necessary information such as contact details. Be polite and professional even if you are filing a complaint. End the letter positively or by calling the recipient to action.
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