GUIDELINES
- Inform the customer about a change in the policy or the fee amount. Thank him/her for doing business with you. It is important to give the news about an increase in the price in a sympathetic and gracious tone. Don't use this letter to make a sales pitch.
- Start by telling the customer about a change in the policy or fee amount. Provide the details: date of entry into force and how will it affect the client. You can also go into the details of why this change is necessary.
- State what advantages this change offers to the customer.
- Thank the reader for being your client.
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],
Lowden Properties is finding it necessary, to maintain the standard and beauty of our common areas and exteriors, to raise the condo association fees from $412 to $434 a month, as of June 1. We did postpone the changes for as long as we could, but maintenance costs have been on the increase persistently, and the increase was eventually inevitable. We will, of course, maintain the same high standard of service and support as you have come to expect in the past. We'd like to apologize for the challenge that this places on your budget and we will continue to do all that we can to keep costs and low as possible.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Announcement letter about an increase in the fee amount.
Further things to consider when writing announcement letters to clients
Announcement Letters
Announcement letters are letters that notify or give information about a certain occasion, special event, or occurrence that people are required to be aware of. They could be for a concert, a special sale, or even a graduation party. Announcement letters are usually informal and state clearly and concisely what the event/occasion is and what further actions the recipient should take. Announcement letters can be used in many personal and business situations. In personal situations these letters may be used, for instance, to announce a birthday, death, wedding, or graduation. In the business world, such letters may be used to announce a new policy, change in management, financial summaries for investors, grand sale, or actions against a customer due to nonpayment.
Announcement letters should be written in a straightforward manner stating all the necessary facts. Clearly state why you feel the occasion is important. If you are delivering bad news, be optimistic for the future. Bold and highlight the points that need focus so that the content is clear to the reader. Add any information which you think your reader might want to know and do not miss out any important detail. End the letter on a positive note.
Letters to Clients
Letters to clients are letters a person or organization writes to other people and/or organizations that benefit from the senders' products or professional services. These could be welcome letters to welcome the clients to the organization, introduction letters to introduce a product or service to the clients, or thank-you letters to appreciate clients for their continued support. They could also be response letters to respond to clients' queries or inform letters to notify the clients of important matters like discounts on products and services, relocation of offices, etc. Basically, a letter to a client can be just about anything, as long as whatever you are communicating is business-related.
Letters to clients are business letters, and therefore, they should be formal and professional. Start the letter with a proper salutation. Clearly state the purpose of your letter. If a client is required to take a certain urgent action, make sure to specify exactly what he/she is supposed to do. Be brief and straightforward and avoid adding irrelevant details. Close the letter by warmly inviting the recipient to respond or to take the necessary action. Sign the letter and provide your contact details. Print the letter on the company's letterhead.
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