- This letter announces a price increase, so use a soft tone. Justify this change and appreciate the client's understanding while giving this unwelcome news. Tell the customer that you had to take this step but customer satisfaction is important to you.
- Deliver the news of the price increase in a soft tone.
- Appreciate the customer's understanding.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
To my most valued clients,
I am very sorry for my inability to be available to you during the past week. Some personal issues have prevented me from doing so, and I fervently apologize for any inconvenience my absence has caused you.
I am announcing that effective immediately; I may be reached only by appointment since I currently have issues to resolve which may affect my work. Hopefully, all of this will blow over soon, so I may resume my regular office hours again. Meanwhile, I shall be hiring my nephew, Stephen Adams to temporarily take my place in the office. He has considerable experience working with one of the top-ranking corporate offices in the city, and I have full confidence in his abilities to help you in all your needs.
My warmest thanks for all your continued support and patronage.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter announcing availability by appointment only.
Further things to consider when writing announcement letters to clients
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.