- If a written appreciation is given to the reader, it gives a documented proof of his or her efforts. Keep in mind that the reader could share this letter. Mention about the positive things about the past or the future work. Do not include any kind of critical comments.
- Give some details about the new task you want your reader to do.
- Include any instructions or information that may be required by the reader.
- Offer to respond to any queries by the reader if necessary.
- Mention your confidence about the reader in performing well in the task.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
If Mark from purchasing is to be believed, then it is true that John Corporation has ended all its connections with Red Advertising. John thought that Red's approach was a bit too modern. It is a perfect opportunity for us to initiate new business. Our firm is a nationally reputed company, and we take pride in our stability and effectiveness as advertisers. I would be very pleased if you contacted Mary Anna, the head of advertising in our firm, at 111-222-000. I am confident that you will manage this chance with the energy and expertise expected of you. Do keep me updated on your progress.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample introduction letter to potential client.
Further things to consider when writing encouragement letters to clients
Encouragement letters are letters you write to give someone confidence, support, and hope. Such letters are written to motivate people to do something that seems impossible or give them hope during difficult times. The objective of encouragement letters is to put a smile on people's face and help them have a positive outlook when facing a difficult situation. If drafted honestly, and passionately, these letters can have a powerful impact on others and encourage them to do greater things.
Encouragement letters are often prompted by circumstances that need to be endured. Therefore sincerity is important when writing them. Be truthful and practical. If you do not believe that the recipient can get through the situation, do not tell them that they can. Maintain a positive tone and focus on what can be achieved. Avoid strong language that may discourage the recipient. Mention the required suggestions or instructions for such situations. Clearly express your support and encourage the recipient to go ahead with his/her decision. Motivate the recipient and inspire him/her to reach his goal. Keep the letter short and to the point and avoid adding unnecessary details. End on a positive note and offer to give assistance if needed.
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.