1. Delayed opening – find a positive opening that will place the message in its correct communication context.
2. Explanation – explain clearly to the reader the benefits associated with your Business system.
3. Resale – inclued the same kind of resale material as you would in refusing a request for a favor, which will help retain your reader’s interest in your products or services.
4. positive close – end the letter by telling the reader exactly what to do and where to go to complete the purchase.
Dear Mr. Lockett
It is a great pleasure to receive your first order for 60 dozen #889 Panda toys. We are eager to have your name included into the list of our loyal customers.
In an effort to minimize shipping and office costs, we have established US$8,900 as the minimum account for every order. The savings that result from this regulation are passed on to our customers. We are sending you a copy of our current catalog under separate cover. When you go through the details, we are sure that you will find many cost-saving items which sell fast in your local markets.
Provided that you supplement your original order so that the minimum figure is US$8,900, we will be delighted to process it immediately and ship it as required.
Looking forward to your favorable reply.