- If you get a request, you should respond to it even if you don't have the required information. Answer in your words or refer to the information you are sending in your letter. Apologize if you cannot supply the information.
- If you get a letter requesting information about your service or product, a quick response is excellent. Thank that person for writing the letter.
- Give a satisfactory answer to your prospect's question. You can also refer to other sources of information.
- Express your regrets if you can't provide the information.
- Finally, offer extra help.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We thank you for making an inquiry about Xin corporation. We are enclosing the major tenets and details.
We have been the manufacturers in the USA for the past 30 years and established a strong presence in the market. The same applies to our computer manufacturing components as well. We provide you the best expertise and service in the whole of US. Do tell us if you have any more queries by ringing on the number 222-2222.
We shall be looking forward to your patronage.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample sales letter to answer an inquiry about a corporation.
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.