According to the British Direct Marketing Association, every pound invested in email marketing in 2015 brought 38 pounds of profit. Want to achieve the same results, but don’t know How to write a letter to a client? Then use the bestsample letters to customers which we have compiled for you in this review.
How to write a letter to the client
You think about customers constantly, but it’s not mutual. To capture their attention and get ahead of competitors, you need to regularly remind yourself. Emails do a great job of this. According to the authors of the Pipedrive blog, there are several tricks that can play in your favor:
- Patience and patience again. Lead a potential buyer to the transaction gradually by regularly sending it to him.
- Agree on a strategy in the mailing of letters to customers with the marketing department, so as not to be too annoying and not clog the client’s mailbox with repeated information.
- Use a CRM system. It will simplify the technical side of communication with customers and speed up work with mail.
CRM-system is a convenient program that helps to keep track of customers and transactions, records all calls, and also helps to conveniently organize correspondence with the client. For example, the program integrates with the mail service (you can connect an unlimited number of mailboxes) and allows you to save the correspondence history directly in the counterparty’s card. If a new client wrote to you, then you can create a deal card directly from the incoming letter.
And now the most interesting: to send a letter to a client from CRM, you do not even have to type the text. Using the document designer, you can create a set of letters for all occasions and send them to customers in two clicks. SalesapCRM itself will substitute the name and other customer data in the letter. Want to know the details? Then click.
Letters to clients: examples and finished samples
We made a selectionbusiness letters to clientswhich you can take as a sample. You just have to add them to the details.
1. First time writing to a potential client? Send such a short message:
Letter subject: Perhaps you are our new customer
Hello, [Name].
we [company brief].
If this interests you, I am ready to discuss the possibility of cooperation. Let me know at what time you would be comfortable calling.
[Signature]
2. Tell your potential client about successful experience of cooperation with its competitors:
Letter subject: Keep up with your competitors
Hello, [Name].
We successfully work with [competitor X and Y] in [field of activity] already [so much time] and together they achieved good results. You can find detailed information about them here. [case / review link].
We will be glad if you join us.
[Signature]
3. If you received contacts of potential clients at a business event, send themoffer letter suchsample:
Letter subject: More about our company
Hello, [Name].
I hope you enjoyed it too [event], and would like to thank you for your interest in [Company name].
I am enclosing more detailed information about our company. I will be glad to discuss by phone all your questions.
[Signature]
Reminder letters
4. Some time after sending letters to the client with the offer of services or additional information remind about yourself:
Letter subject: Would you like to discuss something?
Hello, [Name].
I hope that you had the opportunity to read my previous letter and learn more about [additional information].
Do you have any questions or thoughts on my suggestion? I will be glad to discuss them by phone or in person. When do you have time for this?
[Signature]
5. If you can show the effectiveness of your proposal on the numbers, then share them in letters to company customers. The facts convince better.
Letter subject: A Few Facts You May Not Know About [Company name]
Hello, [Name].
I recently sent you an email about [Company name]and I think we could be useful [your company].
Our customers are seeing growth [specify indicators]when using [product and service name]. We also offer [talk about promotions] and [mention other great offers].
If you want to know the details, please let us know, and we will agree on negotiations by phone or at a meeting.
I look forward to hearing.
[Signature]
6. Offer customers a trial period or free samples. Buyers are more likely to make a deal if they pre-test the product.
Letter subject: Gift for your company
Hello, [Name].
A few days ago I sent you information about [the product's name] and now I propose to try it in action.
I created / attached some guest logins / free samples / vouchers that can be used to access / receive [product or service]. Share them with your colleagues. It would be interesting to hear their opinion.
I will be glad to discuss everything in more detail by phone or in person. I am sure we can really be of service to you in [field of activity].
[Signature]
7. If you are not sure that you are in correspondence with an employee authorized to negotiate, ask him to help reach out to the decision maker:
Letter subject: I hope you can direct me to the right person
Hello, [Name].
A few days ago I sent you an email about [company or product] and now I doubt that I contacted the address.
Are you making decisions on a matter of interest to me? If not, could you help me contact the right person in your company?
Waiting for your reply.
8. Use this text of the letter to the client if, after meeting with him, you want to inquire about his future plans:
Letter subject: Your plans
Hello, [Name].
Thanks for your time. Now I would like to know how you see a further discussion of our issue.
If you are still interested, please inform about your plans.
Waiting for your reply.
[Signature]
9. After meeting with the client, remind him of the following stages of the negotiations:
Letter subject: Coming soon
Hello, [Name].
Thank you for taking the time - today's meeting was very productive. Let me briefly recall what we will do next:
[Date]: I will send you [contract / full set of documents].
[Date]: You will send me comments and suggestions.
[Date]: We will make all final changes and sign an agreement.
If you need to discuss anything before this date, let me know.
10. Make upsuchletter to customerif at the meeting he wanted to get additional information:
Letter subject: Information at your request
Hello, [Name].
We were pleased to meet with representatives of your organization personally. I promised you to send additional data about [question] - they are in the attached file.
Ready to answer any questions. Feel free to call me at [number] at any time or write to this address.
[Signature]
If the client does not contact
11. If the client did not answer the phone use the followingwriting pattern:
Letter subject: Could not contact you
Hello, [Name].
I wanted to discuss with you [question]but you were probably busy. Please call me back [number] or let me know when it’s convenient for you to call me.
[Signature]
12. Didn’t reach the client and leave him a voice message? Complete it with a letter of the following content:
Letter subject: I didn’t reach you
Hello, [Name].
I recently called you to discuss [question].
[Signature]
13. If a client stubbornly fails to respond across all channels, he may have a lot to do. Use this template - even a very busy person can find a couple of seconds to answer:
Letter subject: Short answer required
Hello, [Name].
Unfortunately, I just can’t contact you. I believe that you are very busy or no longer interested in our services.
Please indicate in the response letter the appropriate answer:
- Please leave me alone!
- Too busy, email me again in a month, please.
- I will contact you.
[Signature]
14. If you want to unobtrusively remind yourself - share with the client information that will be useful to him:
Letter subject: Useful information for your business.
15. If the customer is delayed with payment, remind him of this:
Letter subject: Delay of payment
Hello, [Name].
[Date] I sent you an invoice by email. Payment has not yet been received, so please find out if your financial department received our bill? If necessary, I will resend it. Waiting for you to pay within a week.
Thank you for your help.
[Signature]
These templates will save you time for real communication with customers. And to achieve a greater effect, automate the creation and distribution of templates through. right now - it's free and only takes a couple of minutes.
It is very important to answer the letter with the potential order correctly. It doesn’t matter who you work with (designer, typesetter, programmer), you can always improve the response template so that the conversion is maximum.
Let's look at an example of the work of a freelance designer. You regularly (once more often, once less often) receive requests for an estimate of the cost of design development or questions about your current load and the opportunity to take on a project. Such letters can be answered in different ways and, other things being equal, the return will be significantly different.
In the months when my workload was close to 100%, I didn’t take much trouble with these questions - I replied that I was busy and could not take up new orders in the next month. But when the work on several multi-year projects was completed, I had to make a little progress in order to close the gaps in the work hours.
And so, what are the basic principles I understood for myself:
1. If you are asked to show a portfolio, then it is best to ask what plan the site will have to do and prepare for the client a special selection of works of the appropriate type of complexity and related topics. Even if you have a separately formed beautiful portfolio, then give a link to it, and below list the works that are close in spirit and theme.
For example, if you want to order a portal design with a catalog of beauty salons and private masters, then if you have beauty salon designs and portal-type sites in your arsenal, show them first. If you are compared with another designer, then they will prefer someone who has already worked with similar projects and it is approximately clear from him what level can be expected.
Such a client should not show the sites of car dealerships first, even if you are very proud of them. You can specify either a separate portfolio link for all projects, or write that you also made such sites of other subjects.
2. Answer quickly and accurately (without losing sight of all customer questions). Prepare for yourself at once a list of all projects grouped by topics and type (business card website, portal, online store, promotional website, etc.). This will allow you to very quickly generate a sample for the answer, and the speed with which you give feedback makes it clear that you are unlikely to fix the deadlines.
I myself noticed that addressing, for example, coders, all other things being equal, I’d better pay for the layout 30-50% more, but to a person who answers questions very quickly (I always do all the requests by e-mail) and for sure can orient in time.
For example, during working hours you received a request “Hello! Design is needed for the construction portal. Can you handle it? If so, what are the deadlines, price, and I would like to look at examples of work. ”
It will be great if you answer the person within an hour with examples of works of the portal type and construction topics (even if these are business cards), and also indicate the approximate dates and price plug. In this particular case, there is not enough initial data (at least some intelligible technical task) for an accurate estimate of the terms, but a minimum must be specified. Answer that “I can answer exactly in terms and cost after reading the terms of reference. Approximately the cost of developing the main portal type for the site is from ### $, internal - depending on complexity and quantity. The benchmark for the terms is 4-7 days, the main option, internal - depending on the complexity. ”
Keep in touch even outside the home. Make a response template when you are out of the house and answer with at least the standard reply “Hello! Thanks for your letter. I’m not at a working computer now, I can answer within a day ”or any other option. It is important to respond quickly and make it clear that you are and you are adequate and quick.
3. Indicate that the information on the dates is current at the moment and you are ready to take the project to work now. If the order will be in time - the timing may vary depending on the load.
Often there were times when I said that the development period is up to a week. I got the answer, they say let's get faster - ok, it seems to be free, then 4 days is enough. As a result, TK and prepayment are thrown off after 3 weeks, but I already have a completely different load and I physically cannot make an intelligible layout in 4 days and pay due attention to it.
The January lull pleases only office workers. And it annoys freelance shooters-freelancers with a lack of orders and blurry prospects. And what to do? I suggest not just sitting by the sea in anticipation of change, but actively casting fishing rods. In this article I will tell how to write a letter to a client and get a new order.
Old customers
If you have at least some minimal work experience, then you already have a client base. Let the minimum. I hope you have already congratulated all your customers on New Year and Christmas?
If (suddenly!) For some reason they forgot (or were shy), then you still have time until the end of the holidays. And your lateness can even play into your hands, because the mailboxes are now much calmer than they were at the end of December. So your letter is more likely to be open and read. For example, I deliberately postponed congratulations to my clients on January 8, so that it would be more appropriate to combine both congratulations and a commercial message.
Your congratulations should be something more than a wish for Happiness-Health-Success. Write sincerely, and to each customer individually. Write about how you are glad that the past year introduced you, how you appreciate the trust that the customer has shown you, and with what pleasure you have been involved in his project. At the end, write that you are ready to make a present to a dear customer - all January the price for services is such and such. Or leave the price the same, but promise a bonus. In that spirit, “Remember, you wanted to remake your site? Let’s conduct an audit and give recommendations for improving the content - completely free! ” Do not do newsletters from your congratulations, write to each client personally, make up a unique congratulation personally.
New customers
Where to get new customers is the quickest question. There are many ways, but each of them implies some effort on your part. As a New Year's gift, I will reduce this effort to a minimum. Just read on!
So what you need to do. You just need to open a browser and type in the search bar “Sites about accounting Ekaterinburg”. Or "Site about the beauty and health of Samara." Or the Moscow Dog Magazine. That is, you must determine a) Your theme, the one in which you are most competent and successful b) Your city. And you will receive a list of sites or thematic portals that can become your regular customers. Of course, the Internet knows no boundaries, however, experience has shown that customers are more likely to work with performers that they can reach out to: call a mobile phone without a problem, meet and talk. Of course, if your city is not enough for you - dig wider and further. The thing, as they say, is lordly.
Browse all the links and make a list of the most interesting for you. Make sure that the sites basically have content, and you really could create something similar for them. This can be articles and advertisements, or even background information. Nenuacho (s). All you need now is find the editor’s email address in the “contacts” section and write him a letter.
Here is the promised gift from me - a letter of invitation with a proposal for cooperation:
"Good day!
My name is Masha Ivanova, and I am a professional copywriter. I have been following your site for a long time and with great interest, and I really like your articles.
As an author of articles, I specialize in topics (list) And I would be happy to work with you as a copywriter.
I give one complete review:
Vasily Vasiliev, MashStroyKomServUral company: Masha Ivanova is an excellent copywriter. We have been cooperating with her for a long time, and each time we are very pleased with the result. Masha always captures the essence of the task, writes brightly, interestingly, smartly and with humor. It’s interesting to read the articles, and the conversion rate is 20%. ” We confidently recommend Maria as a specialist ”
I always work in full compliance with TK and deadlines, I approach each task responsibly and creatively. You will be guaranteed to receive quality content.
I have 100% literacy, good style, I can find non-trivial solutions and interesting approaches in each text. In addition - I am sociable, proactive and have a good sense of humor
To demonstrate my abilities to you, I’m ready to complete a test task for you.
I will be glad to receive a response by mail your email or by phone 895555555
In order to find out your decision, I will call you on January 13, 2015 in the afternoon
With respect and hope for cooperation, Maria Ivanova. "
Now explain
This letter is made taking into account the rules of selling texts. You designate both your competencies and strengths. Give feedback and remove concerns. Demonstrate the advantages of working with you and give at the end a clear offer: what, when and who should do it. The call - which is also in question - is your responsibility. You can proudly wait until they write or call you personally, or you can simply dial and ask: “Good afternoon, I wrote to you, I’m calling to clarify - have you received my request? Received, but not read? Of course, of course, I understand. If I call you back on Wednesday, will you be comfortable? ” And just call back at the designated time. You see, from the third time, the editor does get to the letter of the annoying newcomer - and who knows, maybe you are the one (he) who he (she) needs?
You will talk about money in person - that is why in the template that I offer you there is no figure for a kilo sign, etc. For if your price is higher than the average for the city - then you will justify it just by personal communication. And if lower - then there is a risk that they will agree to it, and you will not know that the publication was ready for great expenses.
You should send not one or two such letters. Piece 50 - perhaps a good figure. I'm serious! Most will go unanswered, something will return, because the mailbox is specified with an error or no longer exists. This is normal. The more you send, the wider your possibilities.
So, what is next?
Well, then you will already communicate according to the situation. in a personal conversation or correspondence, you will also have detailed answers to questions about work experience or conditions, as well as emotionally and passionately express your interest in cooperation. In addition to the fact that you really find yourself prospective customers, you also get your hand in business communication.
After all, you know how sometimes it is surprising to receive letters from copywriters like: "Hello, I offer my services, a resume in the attachment." And that’s all ?! And talk? And tell you why? And in the end, so that I attend to the discovery of this same investment, I, as the recipient of the letter, must have MOTIVATION. You have to hook me.
Actually, such a presentation letter will tell about you as a writing person, much more than a dry resume with a list of places of your work. It is unlikely for your potential customer to really know that this copywriter worked as a marketer in a company 5 years ago? But he may be interested in the ability of a copywriter to feel the needs of Central Asia - so, again, it’s better to write about it in a letter where you list your competencies.
Ability to sell yourself - For a copywriter and freelancer is extremely important. If your articles are beautiful three times, but if you do not tell as many people as possible, they (articles) will remain unknown. And even though many are scared of “sales,” you still have to do it. So do it with pleasure! Now you know, how to write a letter to a client. Try it and you will see - it is simple. Communicate with the client as a person who you really really really want to like. Just like that, because you like him too. We’ll talk about love for customers next time))
Legal disputes, conflicts, disagreements can be settled not only by going to court. A sufficiently effective way to bring "dissatisfaction" to your business partner, organization or institution is a claim letter or complaint.
What is a claim letter and why is it needed?
A letter of claim is a written appeal of a person to his counterparty containing a requirement to eliminate a violation of his subjective rights. The claim, as it were, “warns” that the next step may be to appeal to a court or other authority.Many civil contracts, especially of long duration, for example, deliveries, contain a condition that a party must file a claim before going to court. But even if there is no such condition, it is advisable to first write a letter of claim and try to solve everything peacefully, rather than spend enormous resources on litigation.
What should be contained in the claim and how to file it?
In the letter of claim it is necessary to write:
- Name of sender, or name of organization, return address for communication and telephone;
- Name of the recipient of the claim with the address of departure. If the letter is sent to the organization, it is necessary to indicate its head;
- The circumstances of the case in which the violation occurred, and also in what specifically this violation is expressed;
- A reference to the law that the counterparty violated;
- The specific requirement to eliminate the violation, as well as the time limit for its implementation;
- Adverse consequences for the violator, which will occur if the requirement is not fulfilled;
- Signature, stamp, date;
Sample claim letter to the customer
To the General Director of Atom LLC
Ivanov I.I.
000000, Moscow,
B. Strochenovsky lane, 1
From Petrova P.P.
000000, Moscow
lenin Ave. 1 sq. 1
CLAIM
October 28, 2012 between Atom LLC represented by the General Director Ivanov Ivan Ivanovich, on the one hand, hereinafter referred to as the Customer, and Petrov Petr Petrovich on the other hand, hereinafter referred to as the Contractor, an agreement was concluded No. 11-057 for the performance of work, the subject of which, according to Clause 1.1 of the Agreement was the execution by the Contractor of the work specified in Specification No. 1 and the acceptance and payment of the work performed by the Customer.
According to paragraph 1 of the Supplemental Agreement dated January 30, 2012 to the Contract, payment under the contract is made in three stages: payment of the first stage in the amount of 50% of the amount of Specification No. 1 of Appendix No. 1 until 12/31/2011. Payment of the second stage in the amount of 25% of the amount of Specification No. 1 of Appendix No. 1 until 04/30/2012. Payment of the balance of the amount is carried out within 14 calendar days from the date of signing of the Acceptance Certificate of the work performed, provided that the work is performed properly and on time.
The work performed by the Contractor under the Agreement was submitted to the Customer, for which he paid 50% of the amount of Specification No. 1. According to the prevailing business practices, as well as clauses 2.1.5, 2.2.3 of the Agreement, the Customer, after sending him the work, must check them and, in case of deficiencies, refuse to accept the results, draw up a protocol of comments with the Contractor indicating the shortcomings and terms of their elimination.
However, the Customer accepted the results of the work, paying 50% of their cost, without commenting on the quality and timing of the work.
In accordance with paragraph 1 of the Supplementary Agreement No. 1 dated January 30, 2012 payment of the second stage in the amount of 25% of the amount of Specification No. 1 of Appendix No. 1 is made until April 30, 2012.
According to Clause 1, Article 781 of the Civil Code of the Russian Federation, the customer is obliged to pay for the services rendered to him in time and in the manner specified in the contract for the provision of services.
Clause 6.3 of the Agreement provides for the right of the Customer to refuse to execute this Agreement provided that the Contractor is paid for the work actually performed, however, the Customer, in violation of this provision, refused to execute the Agreement without paying the Contractor 25% of the amount specified in Specification No. 1 and Supplementary Agreement No. 1 specified in the specification.
With the Act of evaluation of work performed on 04/30/2012, in which the scope of work under the Agreement of 10/28/2012 was evaluated The Contractor does not agree, since this assessment was performed by the Customer’s employees, therefore, it is not objective, in addition, there is no justification for the assessment in this Act; The customer did not make other comments regarding the work performed.
Sent by the Customer Agreement No. 12-2461 on termination of the contract for the performance of work No. 11-057 of 10.28.2012. contradicts the current legislation, namely clause 3 of article 154 of the Civil Code of the Russian Federation due to the fact that the text of this agreement was not agreed by the parties, I do not agree with the terms, therefore I do not consider it necessary to sign it.
The amount specified in Specification No. 1, including personal income tax, is 396,945.50 rubles. 25% of the indicated amount is 99,236, 38 rubles.
Based on the foregoing,
Pay cash under the Agreement in the amount of 25% of the amount specified in Specification No. 1 in the amount of 99,236.38 rubles. within 15 days from the date of receipt of this claim.
In case of non-payment of the specified amount I will be forced to apply to the court with a demand for payment of this amount under the Agreement, for the recovery of interest for the use of other people's funds in accordance with Article 395 of the Civil Code of the Russian Federation and court costs.
"__" ____________ 2012 ______________ Petrov P.P.
Features of some claim letters
Debt repayment letter
This letter should indicate the specific amount of debt, the due date, as well as the penalties and fines provided. If the contract does not provide interest, the borrower nevertheless has the right to demand payment of a fee for using his money, in accordance with Article 395 of the Civil Code.In order for the counterparty to understand what the required amount is made up of, the claimant must make its detailed calculation. It can be included in the text of the letter itself, or in the appendix to it.
Claim against a supplier, contractor, or customer
It indicates which paragraph of the contract he violated. Most often, the deadlines for the execution of work according to the master plan, the schedule for the delivery of objects under the construction contract, as well as various kinds of delays in payment, or incomplete transfer of payment by the customer, are violated.To reinforce their arguments, it is necessary to use, in addition to the Agreement, articles of the Civil Code that reinforce these relations. For example, if the quality of work under a contract was not high, the customer will be helped in drawing up a claim by Article 723 of the Civil Code.
Product Quality Claim
This is one of the most popular varieties of claims. Poor quality is considered to be a product that does not fulfill, or does not fully fulfill, its usual functions. The claim must state what kind of defect the product has.The law stipulates that such a claim may be filed during the warranty period of service, or within two years from the date of purchase. If it is filed after two years, then the burden of proof of inadequate quality passes to the seller.
Claim to an insurance company or bank
A loan agreement, an insurance agreement are accession agreements, that is, the client of these organizations cannot agree on any clause of the agreement with the organization, he either agrees to it or not. But, having signed the contract, in the future the illegal clause can be changed or canceled.The claim must contain the contested condition, as well as a reference to the rule of law, which this condition contradicts. In addition to the court, you can “threaten” a commercial bank with the Central Bank, an insurance company with the Financial Markets Service, and both of them with Rospotrebnadzor.
Several years have passed since the day when the collection of a bank commission for maintaining a court account fell under the ban. Banks, changing the name of this board, continue to demand money from customers for the service. In the vast majority of cases, the claim forces the credit institution to return the funds paid, as litigation will bring it even greater losses.
Claim letter of the transport company
The following violations by the transport company are possible:- disruption of the supply of goods or cargo;
- short delivery of goods;
- delivery of goods of inadequate quality;
- delay in the delivery of passengers and their baggage.
Answer to the claim letter: what to write in it?
It is always necessary to respond to letters of claim, because, firstly, business etiquette is respected this way, and secondly, if the complaint remains unanswered, the party that sent the letter may regard this as a guide to more serious measures. The answer must indicate:- Information when the claim has come to the person and that it has been accepted for consideration;
- A specific response to the requirement contained in the letter. If it is affirmative and the counterparty agrees with the claim, he indicates what measures and when will be taken to eliminate the violation. If you do not agree, then you need to argue the rejection;
- Date, signature, stamp of the organization.
The claim should be answered in a timely manner. It is also advisable to send the answer in the same way that the letter of claim was sent.
All organizations, as well as individuals who intend to file a claim, need to know that:
- the text of the claim must be clear and understandable to the counterparty;
- it should contain a specific requirement to eliminate the violation, and not abstract language;
- according to the rules of business circulation, it is proposed to answer most of the claims within 10 days;
- the details of the parties and contact information should be indicated in the letter;
- copies of documents that may serve as evidence must be attached to the claim.