GUIDELINES

  1. While presenting a suggestion in this letter, keep your tone helpful. Don't sound critical. Make it clear that the reader will gain a personal from this proposal. Mentioning this benefit will urge the reader to take your advice seriously.
  2. Start the letter with a statement that will persuade the reader to keep reading. Make some remarks about the benefit the reader will get.
  3. Briefly offer a suggestion in a helpful tone.
  4. Keeping the reader's situation in mind, provide additional information about how to follow your advice.
  5. In a friendly way, ask the reader to respond. Motivate him/her to follow your advice.

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 blessing that I had my break from the Computer Expo and had lunch with you. I informed our president about your proposal that our company will represent your business's computer products. He is pleased with the idea and requested me to contact you about it.

I attached some pertinent data about our company as well as our history with other similar products. I believe that you'll find it remarkable. If you are amicable with the idea, I wish to arrange a conference call this coming Tuesday, April 10, at 10:30 AM, so that I, you and our president can discuss this matter further. As of now, I will draft a proposal and send it to you ahead of time.

Kindly call me and confirm the above give schedule.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Sample follow-up sales letter to potential 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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