GUIDELINES

  1. If a client decided to stop your business contract before, you could use this letter to revive the account. If you recognize your mistake before, you may offer an apology to settle the problem. However, if you have no idea why the client stopped doing business with you, the letter can aid you in examining what happened. Use a positive and honest tone in writing the letter.
  2. Tell the client that you are thankful for his or her previous contract with you.
  3. Explain why you wrote a letter, this is to get back or acquire once more a contract with the client. You may ask him or her why she stopped using your services. If you know that you are at fault, it is a good time to make an apology.
  4. Encourage him or her to reply.
  5. Provide sales presentation. If possible, include new brochures or other details that the client has not seen yet.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

It was a profitable and successful year for us last year because you gave us the chance to supply you with all your office needs. However, for the past five months, you have not called us for any order, and this is getting us worried. We would just like to know if there was anything we did that might have disappointed or offended you.

Customer satisfaction and outstanding service are our foremost priorities. It would be morose on our part if you decide to cut our business partnership and friendship for that matter. So, in this regard, we hope we could have an appointment with you to talk about any concern you might have with our service. When would be the best time for you? Just let us know whenever would be convenient on your part.

We would also like to inform you that our products have consistently been awarded and recognized for its superior quality at the most reasonable price range. With that, I hope you will still retain us as your supplier for your office needs. Thank you.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Example of a sales letter to inactive clients.

Further things to consider when writing direct marketing letters to clients

Direct Marketing Letters

Direct marketing letters are letters written to persuade the recipients to purchase products or services in the absence of salespersons. If drafted correctly, direct marketing letters can be one of the most effective marketing tools for your business. They have been used by businesses to cut the cost of advertising and to inform their loyal customers about discounts and special offers. In most cases, they usually advertise single service or product line, especially one that is considered to generate great profit to the business. Direct marketing letters allow you to reach prospective customers and generate business.

Direct marketing letters should be sweet and to the point. Begin the letter with a provocative idea that captures the recipient's attention and makes him/her want to keep reading. Clearly state the top benefits of the product or service you are selling, giving practical and real life examples. If necessary, include testimonials from customers who have used the product or service. Write in a conversational style and use short paragraphs. Use an active voice too and interesting phrases that encourage the recipient to continue reading. Conclude the letter with a strong statement or argument that compels the recipient to respond or take the necessary action.

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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