GUIDELINES

  1. You can improve relationships with a customer in an easy way through this letter. For instance, if a client has trouble making payments, suggest a different policy or credit account. Such suggestions can ease the tension between you and your customer. This letter should be concise, helpful and sympathetic. In this way, the client won't be uncomfortable while contacting you.
  2. Explain the problem to the client.
  3. Offer alternative plans to resolve the issue.
  4. If you are dealing with a customer who is going through a financial crisis, mention that you might have made a mistake. Invite him/her to discuss the issue and rectify the situation. Your sympathetic tone should help the client feel comfortable about contacting you.

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],

I have read and reviewed all the financial data you sent me, and I brought it upon myself to compare them with last year's data. I am quite sure that your investments are not doing well. All your investments are performing poorly by a large margin. I believe that it is a good time to turn over your portfolio to a professional financial manager, as I suggested a year ago.

I am impressed with the fact that you are dedicated and successful in all your business dealings. However, your commitment to you own business does not allow you to spend an extra time to deal with your other investments. If you wish to discuss this matter more deeply, please don't hesitate to call me.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Suggest a solution to a customer's problem - example letter.

Further things to consider when writing suggestion letters to customers

Further things to consider when writing suggestion letters to customers

Suggestion Letters

Suggestion letters are letters written to give an option, recommend something or give a point of view on an issue. A suggestion letter can be written to either request for a suggestion or give a suggestion requested for. The letter can be formal or informal based on the setting. In a business setting the letter should be formal and professional while in a personal or private setting the letter can be informal and casual. A suggestion letter should be sent promptly and should provide the best advice to help the recipient solve the issue at hand.

When writing suggestion letters, you need to be genuine. State that the opinion you are giving is up to the best of your knowledge. If you have given any suggestions successfully in the past, this is a great opportunity to refer to the effectiveness of those suggestions. Be courteous and assure the recipient that you have carefully analyzed the situation and that the given recommendation is the best solution or settlement. Do not forget to mention any potential benefits of the given recommendation. Be polite and maintain a soft tone. Conclude by asking the recipient to contact you in case of any queries.

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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