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Customer correspondence can be used to thank a customer for your business to promote fast payment to track a transaction or respond to a request or a complaint. Correspondence such as letters and e-mails, if you are compiled and delivered with appropriate conditions, can help your business increase its customer service level.
Sit on the place of the reader. Address the reader personally with the second person, with the active voice, with the active voice to bring the reader to feel him that the letter is written specifically for him. A letter that "makes you successful," has much more effects than a letter that "we are successful for our customers". Use the proper grammar, but write in an informal sound if you would like to thank a customer for your business or follow a customer interaction. Feel the customer as if they had a conversation with her.
Before you write a letter to a customer, organize your thoughts and determine the goals you want to achieve with your correspondence. If you write a letter to promote the products and services of your company, you would like to include specific highlights from what you offer, and how the customer will benefit from it. If you write a letter to pursue a proposal or a complaint, make sure you know what the resolution is before the letter is composed. If you write to request the payment, you collect the information you need in terms of possible payment plans and the impact of the customer to not pay the required amount. Prepare an outline that creates the points in detail that you need to cover, and follow the outline when you start writing to leave important information.
Your letter stands for you and your company. If it contains spelling or grammatical errors, it reflects you and significantly affects your message. As soon as you have written the letter, correct it carefully for errors and then read it for the content. Make sure you have covered the relevant information you have prepared in your first outline. Read the letter as if you were your own customer. Determine if this is the kind of letter you would like to receive from a company that calls you a customer.
E-mail became more acceptable communication with a customer. Treat each e-mail message like a printed letter. Create your message with the care, with proper grammar, punctuation and salutation. Do not click on "Send" until you correct it, just like you a normal letter. Consider the technology of your recipient if you send an e-mail to a customer. HTML messages can not always be read from any e-mail system so that it may be safer to send a simple text message. E-mails are best used for short messages. If your message is long and detailed, a printed letter could be the better option. For shorter customer service communication that needs to be delivered quickly, e-mail may be a good solution.
Pat Fontana began her career in 1981. Their extensive experience includes work in small businesses, entrepreneurship, marketing communication, adult education and training. She wrote for the entrepreneur, Atlantic Publishing and other customers.Fontana earned a Master's degree in English with a concentration in technical and professional communication of the University of East Carolina.
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