- Inform the customer about a change in the policy or the fee amount. Thank him/her for doing business with you. It is important to give the news about an increase in the price in a sympathetic and gracious tone. Don't use this letter to make a sales pitch.
- Start by telling the customer about a change in the policy or fee amount. Provide the details: date of entry into force and how will it affect the client. You can also go into the details of why this change is necessary.
- State what advantages this change offers to the customer.
- Thank the reader for being your client.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Here's some good news for your day! Chad's Video has lowered all of its prices! From today onwards, all movies including all new releases will rent out for the same insane price of just $1.50 for two nights running. To celebrate the new reduced price, we would love to have you drop in and receive a free popcorn and soft drink with every rental of two movies or more. Simply bring the coupon that is attached to the bottom of this letter. Hurry through our doors today and browse our incredible selection - we've got the largest collection of classics in the city!
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter announcing a decrease in the fee amount.
Further things to consider when writing announcement letters to customers
Announcement letters are letters that notify or give information about a certain occasion, special event, or occurrence that people are required to be aware of. They could be for a concert, a special sale, or even a graduation party. Announcement letters are usually informal and state clearly and concisely what the event/occasion is and what further actions the recipient should take. Announcement letters can be used in many personal and business situations. In personal situations these letters may be used, for instance, to announce a birthday, death, wedding, or graduation. In the business world, such letters may be used to announce a new policy, change in management, financial summaries for investors, grand sale, or actions against a customer due to nonpayment.
Announcement letters should be written in a straightforward manner stating all the necessary facts. Clearly state why you feel the occasion is important. If you are delivering bad news, be optimistic for the future. Bold and highlight the points that need focus so that the content is clear to the reader. Add any information which you think your reader might want to know and do not miss out any important detail. End the letter on a positive note.
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.