GUIDELINES

  1. You should quickly send a brief response to a formal invitation. Give attention to detail in that one or two sentence reply. Acceptance letter should copy the format of the invitation letter. For instance, if the sender wrote the message in the center of the page, your response should also be drafted in the middle of the page. Use third person. But if you are using personal stationery that contains your name in the letterhead, use first person "I".
  2. Announce your acceptance and appreciate the host's kindness in inviting you. Then copy the date, time, and location of the event from the invitation letter.
  3. If it is necessary, express your regrets about something at the end.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

Thank you for the order via telephone on the 16th of August for 573 TV/VCR cables (coaxial). Items ordered from our catalog usually take less than a week to arrive. Bigger orders like yours can take up to two or three weeks. We're glad to let you know, though, that your larger order allows you to quality for our brand new bulk discount of 30%. This discount is applied to every order over the amount of $200. (As you can see from the invoice attached, we have deducted your bulk discount from your total order price already.)

From July and August, Jerry's will be opening 42 new regional outlets and showrooms across the nation. We anticipate becoming your neighbor, and you are warmly invited to visit the new outlet/showroom that will soon open in your area.

After 16 years in business, our superior reputation for quality service speaks for itself. However, even though many of our customers are aware of the excellent warranty we provide, less of our clients know about our old service guarantee on large electronic appliances. You're invited to scan over the enclosed fliers for more details about this.

Once again, thank you for your custom at Jerry's for all your electronic needs.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Sample sales letter to respond to a telephone order.

Further things to consider when writing direct marketing letters to customers

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.

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