A Friendly Payment reminder letter is one of the many tools used by a commercial invoice software application. A friendly reminder means that the recipient will not be notified that you have sent a check or money order to them, and they will not be charged for it. Your reminder letter is designed to ensure that your customers receive and properly use your service.
When designing a friendly reminder letter, consider all of the different recipients who may benefit from receiving your information. Your reminder letters are applicable to all kinds of people, even if they do not meet your definition of “customer”.
Customers can range from a current employee, a prospective client, a client you just started working with, or even a patient in your hospital. For a new employee, try to include personal information and a profile page about the company. This way, when the employee receives a friendly payment reminder letter, he or she can readily use that information to process your transaction and come to your business. From there, the employee will have an idea of what your business is all about and can make a choice about whether or not to continue using your services.
If a current employee knows that you provide a great quality service and they’re looking for ways to get something for nothing, they will likely provide you with referrals. You will then have a new customer. If you have a new employee, try to include a complimentary gift in the form of a discount coupon or special discount for referrals. When your employees receive a reminder letter, they can pass it along and others will see it and use it to get some free stuff at work.
Once you’ve determined who will benefit from your Friendly reminder letter, design a specific template. Make sure that it is easy to read and clearly represents your company’s brand. If you don’t know how to design a template, do it yourself. There are many templates available on the internet for free. Make sure that your template is clear and complete.
Consider including your company’s logo and slogan in the Friendly reminder letter. If you run a restaurant, put the logo of your restaurant in the letter and give your customers the opportunity to redeem it for a free meal. The restaurant logo is usually very appealing to customers and will encourage them to use your coupon redeeming portal to save on their next meal.
The point of a Friendly reminder letter is to encourage your customer to refer friends or family to your business. So include a special URL where they can redeem their coupon.
Now, if the customer doesn’t need anything right now, simply say thank you and request that they call back later. If you choose to offer a discount, include it in the letter.
If you are building a relationship with a current customer, create a new, personalized and brief Friendly reminder letter to remind them of your company. The date, time, and envelope are critical in a great reminder.
Whenever you send a reminder, include a time frame for the recipient to call you or complete the reminder. On a website, you can set up automatic reminders for a certain amount of days or hours. Ask your customers to call you, as well, if they have any questions or concerns.
If you are sending out a company friendly reminder letter, be sure to spell check and proofread your materials. If you simply pass the material off without checking it, you could cause trouble for your company.
Lastly, be sure to have all your business records ready before sending out a company friendly reminder. In most cases, the company checks will not be returned. Therefore, this type of reminder will be one of the best ways to be sure that your customer will be able to easily get what they want, when they want it.