- The purpose of the letter is to encourage buyers. It shows gratitude for the time of the reader, highlights the pros of making business with the sender, and suggests a next step.
- Tell the reader that you appreciate his/her time allotted for you. You can either write it after your greetings or before closing your letter, or on both.
- Review your discussions using few words and stress the need of the customer to use the your product or service.
- Encourage him/her to ask questions and answer them, now or in the future, and show your zealousness to have a business with the reader.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Thank you for seeing me last Monday. I am confident that you too will say that the meeting was successful.
We discussed that your company would require deliveries twice a week. We also discussed that my business is fully competent to provide these services. The key points of the meeting are as follows:
*twice a week deliveries
*discount policy offered
In the coming week, I will make a formal proposal that will talk about these points. When it is ready, I shall contact you to make an appointment and an official presentation. For further inquiries, please call 111-222-111.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Example of follow-up letter promising a formal proposal.
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.