GUIDELINES
- If a client decided to stop your business contract before, you could use this letter to revive the account. If you recognize your mistake before, you may offer an apology to settle the problem. However, if you have no idea why the client stopped doing business with you, the letter can aid you in examining what happened. Use a positive and honest tone in writing the letter.
- Tell the client that you are thankful for his or her previous contract with you.
- Explain why you wrote a letter, this is to get back or acquire once more a contract with the client. You may ask him or her why she stopped using your services. If you know that you are at fault, it is a good time to make an apology.
- Encourage him or her to reply.
- Provide sales presentation. If possible, include new brochures or other details that the client has not seen yet.
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],
For eight years now, we have been having the pleasure of supplying you with all your printing needs. Lately, though, we realized that we have not received orders from you. It has been five months already, and we are getting apprehensive about this. Have you been disappointed in any way by our service or our staff? If so, we would like to extend our heartfelt apologies. If you were not satisfied with a particular service or product, please do bring it to our attention right away so we could make the needed corrections. We truly hope we could still do business with you in the years to come.
Included herein is our latest catalog where you will find our new products and printing accessories. Our clients are always of high value to us, and since we have been of service to you for several years, we will be happy to offer you our new products at special rates. We assure you that all our products are of significance to your company. Thank you, and we hope for your response.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample sales letter to contact inactive customer accounts.
Further things to consider when writing direct marketing letters to customers
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 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.
These articles may interest you
