Letters – Free Sample Letters

In business it is important to be in a regular contact with the client. Follow up letter is a good way of doing so. After sending quotation about your product it is the next step to follow up. The letter should be to the point and polite. Include the details of your previous letter and briefly explain about your company.

Here is a sample follow up after quote letter:

From:

Lily D’Souza

Marymine Apparels,

Queens Road,

Boston

To:

Alex Merchant

Leisured Fashionz,

Near Central Hall,

Boston

31^st May, 2010

Dear Mr. Merchant,

After sending the quotations for our new line of designer apparels and for our latest fashion accessories on May 5th, 2010, we have not heard anything from you about your next move to serve your requirements of latest designer attire. We think that you may need more information about the products before finalizing the orders.

In case of more information, we are here to help you, so that you will decide the best and with our innovative designers, market researchers and experienced staff, you can be rest assured that your requirements will be met in a better way. If there is any issue of pricing or any other factor which are preventing us from gaining your business, we can have a discussion about it so that we will know how we can possibly serve you.

As we have already mentioned that Marymine Apparels is among the top fashion export houses here in Boston with a high prestige among its clientele, so you can be rest assured about the quality as our motto is to provide nothing but the best to our clients.

We are looking for your positive and kind response to step ahead for a strong business relation.

Thank You,

Sincerely,

Lily D’Souza

Once you received an order and delivered it properly, the next move to pave your business relations with the client is a follow up after sales letter. A follow up letter shows your professionalism in your business. After sales follow up helps you to get a review about the client’s experience which is an important thing for a flawless business.

Here is a sample follow-up sales letter:

From:

Alex John

Soul Diamonds,

Feather Street,

Boston

To:

Mrs. Lisa Rick

Glitter Jewels,

Crescent Avenue,

Frankfurt

1^st June, 2010

Dear Mrs. Rick,

On behalf of Soul Diamonds, I want to convey our sincere thanks to you for giving us an opportunity to serve you. It was truly a great opportunity to do business with you and we really enjoyed all our conservations. I would like to say that you are very professional and it was our great pleasure that you chose us for supplying the diamonds.

We would like to bring it to your notice that your order has been shipped and it will be delivered to you in a couple of days. All the diamonds were assorted as you wanted and were seal packed properly in the boxes. Although we have checked your order properly even if after receiving the consignment you find any problem in diamond shapes, clarity, quality, weight or in any thing, please do inform us, we will try to resolve the problem with immediate effect. Our executives are at your services.

Soul Diamonds believes in making good and everlasting business relations and always wanted to serve the best to its clients. We hope that you will be glad with our service and will give us more chances in future to serve you. You will always be content with our services and product quality.

We hope to hear you soon.

Thank You,

Sincerely,

Alex John

Dear Sir,

We cordially welcome you to the __________ (dealer’s name) family.

We congratulate your excellent personal selection and ownership of our ________________ bike and graciously acknowledge your trust in our dealership.

________________ is the leading and most reliable automobile dealer in ________ from past 15 years and we have been known four our quality and service and customer satisfaction which we assure you will personally experience as well.

We are confident that your choice of vehicle will deliver the best riding experience, fuel efficiency and stead fast performance as well. We request you to visit our modern fully automated workshop for efficient swift and satisfactory service as and when the maintenance of the vehicle is scheduled. We will be sending you regular updates and maintenance tips to help keep your vehicle in good condition.

Kindly update us with your contact information to enable us to serve you better.

For any further inquiries for details you can contact our customer service team at _______________.

Your inquiries and valuable suggestion will be most welcome on the email id _______________.

We assure you the best of services through the years of our valued relationship.

Regards

Name

Your name and address

Date:

Name and address of recipient

Subject: Resume for the post of ___________ (details of post applied for)

Dear Sir/Madam,

I submitted my resume two weeks back for the position of (name position) advertised in (name of the news paper). I have not got a reply or any information about the interview. I would like to confirm receipt of my application and reiterate my interest in the job.

I am interested in working for (company name) and I believe my skills and experience exactly match the position that has been advertised. I enjoy resolving problems and taking new challenges. If you are looking for a person with excellent communication and customer handling skills and improve your service levels, then I would like to join the company

I would not like to miss the opportunity for the interview at your company. If required, I will send my application again and you can contact me at the phone number or the email address.

I look forward to hearing from you.

Thank you for your consideration.

Sincerely

Signature.

Your name

Your Address

Your City state, zip

Your Phone number,

Your Email

Date

Name

Position,

Department

Office address,

City, State, Zip.

Dear Name,

This is with respect to the complaint we got from customer about the faulty air conditioner .The letter is dated ______ and the customer’s name is ___________. According to the complaint she had purchased the air conditioner two months back from the ____________ out let. The details of the letter you can get from their letter dated. She had continued writing to us several times and the customer is very unhappy about all this.

I have full faith that you can solve the problem. Please look into the matter and follow up with the customer. I am sure you are aware that customer satisfaction is what we see. I want you to rectify this complaint as soon as possible. The customer is very disappointed and I have assured her that this will be solved within a week. Please call up the customer and inform her about the steps taken to resolve the problem and how soon you can give her a solution.

Please keep me informed about the developments.

Sincerely,

Your Name

From:

Your name

Your Address

Your City state, zip

Your Phone number,

Your Email

Date

To:

Name

Position,

Department

Office address,

City, State, Zip.

Dear Sir,

Thank you for buying the car from our showroom. I hope the car is in good working condition and to your satisfaction. I understand that there was a delay in the delivery as the color you had ordered was a new one and took some time to get from the ware house. But we were aware that you bought it as a gift to your wife for your anniversary.

I hope all the accessories attached are as per your directions. There are two accessories which we are still to get from the warehouse as soon as it comes in we will send our technician and get it fitted for you.

In case of any clarification our customer service person will guide you. As you must be aware the first two servicing is free of charge and if you are not able to come on your own our person would come and take it to the service centre and it takes one whole day for servicing.

We would like to assure if you are completely satisfied with the service and the car.

Thanking you,

Sincerely

Your name,

Designation.

Company name.

Follow up letter plays a significant role in any business. It is important to send a follow up letter after sales to show your gratitude towards your client. After sales follow up letter shows that you truly value your customers and always want to serve your best.

Here is a sample of Follow up after Sales Letter:

To:

Mr. Kavin Senderson,

CEO,

Zedeck Inc.,

12 Reparto Monterrey,

Puerto Rico

19^th April, 2010

Dear Mr. Senderson,

We would like to thank you for your consideration and for purchasing our software. It was a great pleasure working with you and we hope for strong business relations in future. We assure you that you will be content with our product and service. Our software will enable you to keep the complete check on all the system activities of your staff computers and help you to increase your business productivity and efficiency.

In case if you find any problem in operating the software or any other technical problem then please feel free to contact us. Our customer service executive will be there at your service. We will always be there to fix your problems and will try to serve you at our best.

We insure you that you will get the complete service and true value of your money.

Thank You!

Sincerely,

Amit Joshi

Sales Head

Cyclotron WebMania

Follow up letter is a key element in getting a new business. Whenever you sent a quote you should follow up with the client to know if he need more information before fixing a deal with you. A follow up letter thus gives an impression of your interest in the client and he gives a serious thought to your proposal.

Here is a sample follow up after a quote letter:

From:

Hopeful Jewelry,
Plot No. 82, Carter Road,
Chennai

To:

Sales & Marketing Head,
Global Trade Import & Export
Spain

19^th April, 2010.

Dear Mr. Richard,

As discussed, we have sent you the quotation for 1000 pieces of diamond engagement ring on April 2^nd, 2010 and we wanted to confirm if you have received the same. We would like to if you need more information about the product or if you need a sample to review the quality and the craftsmanship.

We assure you that our product itself, will speak about the quality and with our experience and expertise in the field of diamond jewelry, you can be rest assured that your requirements will be met in a better way to the top of your satisfaction.

We are looking forward for your kind response so that we may serve you the best quality and sensible prices.

Thank You!

Sincerely,

Ramit Purohit

Marketing Head

Hopeful Jewelry

A Follow up is when someone has been informed or reminded about something but has not taken any action on it so there is need to remind her/him once again. The follow up reminder can be for renewal of contract, follow up sales call, follow up on after sales service, follow up on a resume sent for a job, etc. A follow up can be from the organization’s side or from the individual’s side depending upon the situation that each one is in.

A Follow Up Letter is written to revisit a reminder that had been sent earlier. These days since customer is considered king and is always right, most companies ensure that there are a few follow ups before the deal is considered fallen through. Even though a Follow Up Letter is the repeated reminder for something, it cannot be taken for granted that the deal will still go through. It all depends on the customer’s experience with the organization.

DOS AND DON’T’S OF FOLLOW UP LETTER

• A Follow Up Lettershould be sent only after the first letter was not responded to
• It should always mention the date when the first letter was sent to convey to the reader that this actually is a Follow Up Letter
• The letter should be short and brief
• The tone of the Follow Up Letter should not sound threatening
• If a deadline needs to be met then that too should be mentioned in the letter to create the urgency of the letter with the reader
• To reconfirm the urgency of the letter it should ideally be sent by courier or hand delivered
• A Follow Up Letter apart from giving details of what it is following up for, it should also give reference to contexts of any invoice or bill number, etc
• There should be no grammatical or punctuation errors

SAMPLE FOLLOW UP LETTER

________________ (Name and address of reader)

________________ (Date)

Subject: Follow up letter for AMC renewal of water purifier

Dear Sir or Madam

This is in continuation to our letter dated _________ wherein we had informed you that the AMC number ________ of your water purifier model number _________ is expiring on __________ (date).

Since we have not yet got a confirmation from your end to renew the AMC, we are writing this follow up letter. We would urge you to please treat this intimation as urgent and renew the AMC latest by ________ (date) failing which any fault with the water purifier will be repaired on payment as per actual.

Please feel free to call our representatives at the numbers given below for any clarifications.

We look forward to hearing from you at the earliest.

Best regards,

(Name of sender)