- This letter aims to request a face-to-face meeting to introduce your product or service to a target customer. In sending out the invitation, give the brief explanation about your product or service you are offering to the reader, however, do not reveal the details yet. Leaving the details out is a nice way to make the reader interested in asking questions of a series of leading questions about the product or service that you offer.
- If possible, mention to the reader your previous contacts or of any other referrals.
- Provide a sales pitch. However, do not offer all the details yet at this point. Make your reader interested about your offered product or service.
- Request the target customer to have a meeting in order to discuss further the product or service.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
You no longer have to continue your tedious search for the perfect Home Audio system that will provide you with the best quality sound because Smith Audio Systems has what you need!
We have just received stereos and components with the latest audio technology in our stores, which we are set to make available to our loyal customers by next week! Before that, however, I will be demonstrating the amazing capabilities of these products on Sunday, February 6 at 5:00 in the afternoon so you can take a glimpse at the excellent qualities of the products we have to offer! Do visit us on the said date and experience the next generation of sound with us.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Audio demonstration invitation letter to a prospective customer.
Further things to consider when writing invitation letters to customers
Invitation letters are letters you write to request people to meetings, formal occasions, or events. As the name suggests, the first and primary purpose of invitation letters is to request the presence of the recipient and the second is to confirm that the recipient will be present. Although invitation letters are mostly used to invite people to social events, they can also be used when applying for visas. Depending on the event, these letters can be formal or informal. Regardless, all invitation letters must be sent in advance to give the recipient enough time to respond or plan ahead.
Great invitation letters are brief and easy to understand. Start by introducing yourself and write a sentence or two about the host. Provide the necessary information regarding the event such as the date and time of the event, venue, dress code, how to accept or decline the invitation, etc. Mention some of the activities that would be taking place during the event and which ones the recipient would be taking part in if any. Provide your contact details in case the recipient needs further information. End by expressing anticipation of the recipient's attendance to the event.
Letters to Customers
Letters to customers are letters written by businesses to people or organizations who buy goods and services from these businesses. These letters can be addressed to specific customers or to all customers, depending on the issue. If you own a business, there are many times you may find it necessary to write to your customers. For example, you may want to send apology letters for billing errors, collection letters to those who owe you money, follow-up letters after initial customers' visits, marketing letters to promote conference events, etc. Constantly writing to your customers is essential as it makes the customers feel valued and strengthens the company-customer relationship.
All letters to customers are formal. Therefore you should maintain a professional tone. Address the customer by his/her name instead of "Dear valued customer". Thank the person for being your customer. Convey your message clearly and concisely without mixing information. Separate important information and label it with subheadings. Avoid putting off the customer with detailed terms and conditions. Instead, put these on a different page. Tell the recipient how to contact you and how to stop receiving letters. Conclude with a positive remark. Write your name and hand sign the letter.