Follow-up after sales letter is written to trace out the status of business dealings, pending tenders, after sales services, etc. Given the nature of businesses and other procedures, it isn’t uncommon that certain tasks may be put on hold or have other tasks take priority. Hence, it is important to inquire to the client the status regularly, so it doesn’t get ignored in favor of other tasks. Writing a follow-up letter will act as a reminder to complete a pending task.
A Follow-up Sales Letter is a formal letter like any other and hence must adhere to the required guidelines. The subject matter, however, can differ on a case to case basis. The letter must be courteous and polite in its tone, and the wording should be such that it doesn’t antagonize the recipient. The contents of this letter must be precise and brief, delving into minimal details and inquiry about the task. One must be sure to use the correct information and encourage the person to complete the task at the earliest.
Follow-Up After Sales Letter Writing Tips
- The letter should be clear, simple and easy to understand.
- The content should be up to a point, simple and short.
- The tone of the letter must be courteous and antagonizing must be avoided.
- Once you are done writing the letter, please recheck the same for any spelling or grammatical errors.
Follow Up After Sales Letter Template
Use our free Follow-Up After Sales Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
___________
___________
___________
___________
Date: ___________(date of writing letter)
To,
___________
___________
___________
___________
Subject: ___________
Dear Mr/Ms__________ (name of the customer),
You have been one of our most valued customers. You bought our company’s product, __________ (name of the product) on _________ (date of purchase).
In this regard, we want to remind you that your ___________ (name of the product ) is due for renewal of the annual maintenance contract. We hope that you have not encountered any problems with our service during the past few years. Under the annual maintenance contract, any repairs arising during the period will be performed free of charge. If you opt for renewing our annual maintenance contract, we shall send our company representative to you at your convenient time. It has been our constant endeavor to satisfy our customers, and we are confident that we have been successful in our efforts.
Customers such as yourself give us the motivation to work more efficiently. We value your suggestions and complaints in the same manner. We hope to continue or association in the coming years as well.
Thanking you,
Yours Sincerely,
___________
(your name and designation)
Sample Letter
From,
Vijay Sharma,
Eureka Forbes
25th September 2013
To,
Bharat Kumar,
78, Link Road,
Andheri
Mumbai
Subject: Follow up letter related to the transaction – Sales Invoice no.87790
Dear Sir,
You are one of our valued customers who purchased an Aquaguard water purifier on 7th October 2012. We want to remind you that your annual maintenance contract will expire on 7th October 2013. If you are pleased with our services, we request you to opt for the renewal of the annual maintenance contract.
We assure our full cooperation during the contract period. Our trained technicians will attend to your complaints immediately. There will be timely maintenance of the machine. If any repair problem arises, it will be done free of cost under the annual maintenance contract.
We shall send our company representative at your convenience. We hope you will renew our services and continue our relationship.
Thanking you,
Yours Sincerely,
Vijay Sharma
Email Format
The following is the Email Format to be followed for a Follow-Up After Sales Letter.
To: name@email.com
From: name@email.com
Subject: Follow up letter related to transaction
Dear Mr/Ms__________ (name of the customer),
You have been one of our most valued customers. You bought our company’s product, __________ (name of the product) on _________ (date of purchase).
In this regard, we want to remind you that your ___________ (name of the product ) is due for renewal of the annual maintenance contract. We hope that you have not encountered any problems with our service during the past few years. Under the annual maintenance contract, any repairs arising during the period will be performed free of charge. If you opt for renewing our annual maintenance contract, we shall send our company representative to you at your convenient time. It has been our constant endeavor to satisfy our customers, and we are confident that we have been successful in our efforts.
Customers such as yourself give us the motivation to work more efficiently. We value your suggestions and complaints in the same manner. We hope to continue our association in the coming years as well.
Thanking you,
Yours Sincerely,
___________
(your name and designation)
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