- State the purpose of your letter.
- Say something about the terms of sale.
- Express thanks.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I am writing to you regarding your recent purchase of 200 desktop computers from our company last week.
As per our agreement, we were supposed to deliver the first batch of 100 machines in the first week then the next batch of 100 computers this week. I am writing to inform you that we released the last batch yesterday. Kindly confirm receipt and let us know of any defects or problems you may encounter.
It has been an utmost pleasure serving you. I am looking forward to more business in future.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Professional business letter.
Further things to consider when writing direct marketing letters to companies
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 Companies
Letters to companies are formal letters written by individuals or companies to other companies, commercial businesses, or organizations. Such letters are usually business letters whose contents are formal and professional in nature. There are many types of letters sent to companies, and each has a specific focus. For example, sales letters to promote products and services, order letters to order goods and services, or inquiry letters to request information. They could also be transmittal letters to accompany a package or recommendation letters to recommend employees. In any of the mentioned scenarios, a letter to a company must be addressed to the right person and closed with a proper signature.
All letters to companies are official and require professionality and specificity. Therefore, the letter you produce must reflect this ideology. Know who you are addressing the letter to and how to respectfully address him/her. Make your information accurate and specific so that the recipient can quickly make his/her way through it and understand what is expected of him/her. If you are sending any attachments, mention what they are as well as their importance within the letter. End the letter by asking the recipient to respond or contact you directly.