- Begin by thanking the customer for getting in touch with you, if appropriate.
- Introduce your company and the work you do.
- Request for a meeting to elaborate your services.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Thank you for getting in touch with us. Before proceeding, I would like to introduce our company.
MarketingComm is an advertising agency in business for 15 years, and we have a highly skilled team dedicated to providing you with the best marketing communication to connect with your target audience. We cater to every marketing collateral required with a lot of insight and thought.
We would like to meet you for a quick presentation on what we do. Please let me know a convenient time to do so. Thank you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Introduction letter to a prospective client.
Further things to consider when writing introduction letters to customers
Introduction letters are letters written to establish contact, outline new products or services or request information. Such letters are used in business communications. They can be to introduce a connection to people you already know or to people you have never met. The primary objective of introduction letters is to introduce yourself, your business, or another person to another party. In any scenario, introduction letters should be readable, concise, and effective in delivering the information you want. Introduction letters are a great networking tool and an effective way to get what you want from people you have not met physically.
One of the most important tips to remember when writing introduction letters is to keep them brief and to the point. First, state who you are and your role, and where necessary, mention how you got the recipient's name. Then, briefly explain the purpose of your letter and what you hope to accomplish - be as clear as you can. Include any other details that you think could be helpful. Establish a personal connection and an appropriate tone of the letter. Conclude with a brief description of how the recipient can get in touch with you.
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.