- When you contact a prospective customer through a mutual acquaintance, you should use a less formal tone. Use this opportunity to refer to your mutual friend. Tell the reader what he/she liked about your product or service. Also, list the benefits the reader can get by purchasing your product or service.
- State the name of the person who told you about the reader. Also, mention why you wrote this letter.
- Promote your products by giving some information that will interest the reader. Either you can give a few details to spark the prospective client's interest, or you can choose to provide detailed information.
- Discuss what the mutual acquaintance liked about your product or service.
- Ask the reader to contact you or offer to communicate with him/her yourself. Also, invite to answer any questions.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I would like to congratulate you on your new car! I am sure that you are very excited to be a new car owner. You may not be aware, but we have serviced your friend's car needs, Ms. Rebecca James, for over three years now and heard about you and your new purchase from her.
We would love to have you as a customer and feel that if you want to keep your vehicle properly maintained, signing up with us to get the job done would be your best option. I have attached our business' latest brochure for you to get more information on the type of services that we have to offer.
If given the time, we'd also like to invite you over to our shop located at 107 Crisman Road so you can see our workers in action. If you have any questions, you can also call us at 444-4444. We hope to hear from you soon. Thank you!
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Use of old customers references in car service pitch letter.
Further things to consider when writing miscellaneous letters to customers
Miscellaneous are letters that are sent in series to cover different situations related to business. Miscellaneous means "various types," and therefore, these are usually a group of letters. In most cases, miscellaneous are used to announce unpleasant news such as terminating or rejecting a business relationship, reminding people of unpaid balances, etc. The letters can also be regarding donations, job search, credit management, or even retaining professional advisors. The best example of miscellaneous is the collection letters.
When writing miscellaneous, you need to be careful not to hurt the relationship that exists between you and the recipient. Be polite even when you feel the recipient is delinquent. Be clear about all the facts and figures. If you are writing to ask for payment, for example, know the exact amount the recipient is supposed to pay. Do not overlook minor details such as making sure the recipient's name is written correctly or the date of the last payment. If you realize that the recipient has not responded to any of your previous letters, write the next letter in a more demanding way that compels him/her to respond. Always close these letters with a call to action.
Letters to Customers
Letters to customers are letters written by businesses to people or organizations who buy goods and services from these businesses. These letters can be addressed to specific customers or to all customers, depending on the issue. If you own a business, there are many times you may find it necessary to write to your customers. For example, you may want to send apology letters for billing errors, collection letters to those who owe you money, follow-up letters after initial customers' visits, marketing letters to promote conference events, etc. Constantly writing to your customers is essential as it makes the customers feel valued and strengthens the company-customer relationship.
All letters to customers are formal. Therefore you should maintain a professional tone. Address the customer by his/her name instead of "Dear valued customer". Thank the person for being your customer. Convey your message clearly and concisely without mixing information. Separate important information and label it with subheadings. Avoid putting off the customer with detailed terms and conditions. Instead, put these on a different page. Tell the recipient how to contact you and how to stop receiving letters. Conclude with a positive remark. Write your name and hand sign the letter.