GUIDELINES
- Make use of the exchanging of letters to elaborate the pros of your products and service, plainly endorse to your prospect customer to take the next step in your business transaction which is the negotiation of sale. Also, do not forget that the client already showed interest in your offer, so give him a strong sales tone, focus on the good side of your products or services, with exaggerating or putting too much stress on the client.
- Express gratefulness to the target client for his/her time and presence during the interview, presentation or exhibit.
- Elaborate the good points and use of your product or service offers.
- Advise the target client to take the next step in acquiring the product and the service.
- Explain other extra support.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I appreciate you for taking the time to look at the plans for the condominiums that we are going to build at Radisson Avenue in a few months' time. These condos offer more room as compared to the others. They are also very affordable considering that they are located in a very upscale area within the city. As a condominium owner, you are entitled to full use of the amenities offered such as the swimming pool and the gym. For only a $450 reservation fee, you can already reserve the room of your choice and choose your payment plan. Also, if you find that you do not want to push through with the buy, this is a 30-day money back guarantee, and so get the full amount when you cancel within the 30 days allotment. With the economy today and the extremely high prices for prime lots, you will find that this is already an excellent offer. So, call us now before all the vacant slots run out.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample follow-up letter to potential condo buyers.
Further things to consider when writing follow-up letters to customers
Follow-Up Letters
Follow-up letters are letters you write after business contracts, job interviews or business meetings to show that you are still interested in the recipients and that you are willing to build a relationship. Follow-up letters provide a platform for continued communication and are an effective way of consolidating a real relationship between you and the recipients. A follow-up letter is important in the early stages of a business relationship as it gives you an opportunity to reintroduce yourself and reconnect with the recipient. It also gives you a chance to address a concern that was raised at the previous meeting or give additional information to the recipient.
Well written follow-up letters can make a great difference in your success. These are letters sent during the early stage of the relationship, and therefore the writing style should be fairly formal. Make sure to write the letter as soon as possible after the meeting to keep things fresh. Explain your point clearly and avoid making unnecessary assumptions. Try as much as possible not to convey any negative sentiments. Where necessary, remind the recipient of any deadlines as well as date and time for the next meeting. Close the letter positively.
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.
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