- The letter is sent to remind both the customer and the target customer of your unending desire to serve him/her. Do not repeat previous offers but present him or her new ideas, like additional facts about the product or a special discount. You may opt to send her two letters, one after the meeting and another few weeks later for follow-up purposes.
- Thank the customer for his or her time and interest during the presentation of the product and service. If you plan to follow-up, you can ask the client whether he successfully received the materials and if he enjoyed reading it.
- Highlight the qualities that are most attractive to the customer, or those that will best fit his necessities.
- Show the customer the ease of placing an order. Explain the steps very well and encourage him/her.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I appreciate that you let me give a demo of the Joe cleaning system last Monday. It is an enormous improvement over the other models. I am sure you are impressed by how it cleans and helps keep the carpet look new.
I have put in a pamphlet that gives information about our options for payment. If you buy the Joe vacuum cleaner and give us referrals in the month of November, we will give you a free Joe shampooer. Call us at 111-222-111 for any queries or order placement.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Example of a follow-up letter after a cleaning system demo.
Further things to consider when writing follow-up letters to business partners
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 Business Partners
Letters to business partners are letters you write to people with whom you have some degree of involvement with their business dealings. A business partnership is a legal relationship formed when two or more people agree to run a business together are co-owners. When you make such a partnership, you need to write a letter to your business partners to convey your message clearly and strongly, and to keep a legal record of the partnership. The letter should be formal and must contain the partnership offer, names of all the business partners, and the terms and conditions of the partnership.
Letters to business partners should be written with a professional tone. They should conform to all the accepted business letters standards. State the purpose of the letter. Give all the necessary details regarding the partnership as outlined in the contract. Include the name and title of the recipient. Employ the appropriate formal salutations and closings. State the date clearly and mention any document that is enclosed with the letter. Close the letter on a positive note and sign it off with your name and title. Letters to business partners should be printed on the company's letterhead.