- Your response to the reader's refusal to your business offer should be confident and persuasive but not overbearing. You should emphasize on the possibility that the reader may have overlooked your offer. Explain that the reader doesn't fully understand the value of what you suggest. Be sympathetic if the reader refused because you may have hurt his/her feelings.
- Persuade the reader to reconsider your proposal by presenting evidence. Tell the reader that you understand his/her situation.
- Express your desire to begin a business relationship. Ask for the reason for his/her refusal if you don't know about it.
- Request a response.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We have received your letter explaining why it is not possible for you to purchase the extended warranty on the Slim laptop you have recently purchased. Since we believe that this guarantee will help you save more money in the long run, we encourage you to take advantage of it. We are willing to extend the discounted rate offer for another two weeks, after which it will only be available at the regular price, which is 40% higher than what we are currently offering. Do feel free to contact us at any time, just in case you change your mind. Thank you for giving us a chance to serve you!
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to encourage a customer to buy the product.
Further things to consider when writing response letters to customers
Response letters are letters written to provide answers or information requested in letters of inquiry. The main purpose of such letters is to satisfy the recipient with an action that fulfills his/her request. A response letter can be used to respond to a query about company's products and services or just to respond to a complaint. It makes the recipient feel valued and helps maintain strong relationships between the parties involved. A response letter also gives you an opportunity to clear up any misunderstandings with the recipient or ask questions. Response letters should be sent promptly, and all issues must be addressed courteously (even those that seem irrelevant).
When writing response letters, it is advisable to keep the message short and to the point, taking into account that the recipient may lack your expertise. Make sure to address the letter to the person who made the inquiry and mention that this is a response to that inquiry. Maintain a positive tone even if the letter contains negative information. Make your response as clear as possible. If you are responding to multiple questions, for instance, consider putting your answers in bullet form. Close by offering to give further assistance.
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.