writing sales and promotional letters - khareen's...

Writing Sales and Promotional Letters

Business Communications

Objectives

• Explain the steps involved in writing sales and promotional letters

• Differentiate the types of sales and promotional letters

Steps in Writing Sales and Promotional Letters

• Know the product’s selling point and related benefits so that you know which ones to highlight

Determine the main idea

• Choose a specific target audience

• Age, gender/sex, occupation, income and education, etc

Define the audience • Expensive products and

hard-to-accept propositions call for a more elaborate campaigns than low cost ones

Plan the approach and format

Types of Sales and Promotional Letters

Reminder that a Sale is About to

End

Announcing a Sales Campaign,

Promotion, or Incentive Program

Announcing a Sales Campaign to

Preferred Customers

Announcing a Price Increase or Price

Adjustment

Announcing New Products to Select

Group of Customers


• Remind a customer that a sale or a sales campaign is about to end.

Reminder: Sale Is About to End

Announcement: Sales Campaign,

Promotion, Incentive Program

Announcement: Sales Campaign to

Preferred Customers

Announcement: Price Increase / Adjustment

Announcement: New Products

Hylences Ice Cream Shop Roxas Extension, Digos City, 8002

July 12, 2016 ATTY. JOHN RONNEL LABAJO Going Strong Restaurant Rizal Avenue, Digos City Dear Atty. Labajo: Hylences Ice Cream Shop will hold its First Quarter Sale on September 8 to 12, 2016. As one of the most important clients, you are invited to attend a pre-food tasting on September 6 with discounts up to 95% on specially marked iced cream flavors. We feel that this is one small way to repay you for your business transactions with us for over the years. Our enclosed flyer shows more information about this event. Thank you for your continued patronage. I look forward to seeing you on September 6. Cordially, Hyacinth A. Arangoso


• This type of letter informs clients of an upcoming sales promotion, incentive program, or special sales packages that are available. It is followed by a personal call from a salesperson.





Preferred Customers



ALGONES Optical

Roxas Extension, Digos City, 8002

July 12, 2016

FRANCES ALDAYA

Director of Sales

Almonia Omni-Optical Vision Company

Rizal Avenue, Digos City

Dear Ms. Aldaya:

Algones Optical will start its Third Quarter sales campaign on October 1.

In the past, this campaign has enabled Almonia Omni Optical Vision to offer to its customers a wide selection of products at very competitive prices. It is an outstanding way to attract new customers and build traffic for your business. I have enclosed a sheet explaining all the particulars along with our latest catalogue.

I will call you within the next 10 days to answer any queries you may have about the program and take your order. All orders have to be by Septembers 15. As always, it is a pleasure working with Almonia Omni-Optical Vision.

Very truly yours,

Nove Jean Cabuntagon

Sales Representative


• Announce a sales campaign to preferred customers to give them a head start in purchasing or offering them further reduced prices.





Preferred Customers



Red Mont Rare Antiques Roxas Extension, Digos City, 8002

July 12, 2016 CHARIS JOY CALAPRE Camingawan Antiques Rizal Avenue, Digos City Dear Ms. Calapre: Red Mont Antiques will hold its First Quarter Sale on February 12 to 16. As a preferred customer, you are invited to attend a presale showing on February 11 with discounts up to 50% on specially marked items. We feel that this is just one small way to repay you for all of your business transactions with us over the years. Our enclosed flyer shows some of the outstanding values available. Thank you for your continued patronage. I look forward to seeing you on February 11. Very truly yours, Chelly Casayas


• Announce a price increase and soften the blow to the customer. A price adjustment lowering/reducing the price, on the other hand, is a welcome news among the customers.





Preferred Customers



Hamsain’s Greetings, Inc. Roxas Extension, Digos City, 8002

July 12, 2016 ARTEMIO GADIER, JR Gealon Card Distributors, Limited Rizal Avenue, Digos City Dear Mr. Gadier: Your satisfaction is our primary consideration. In order to continue the production of this high-quality product, we have recently installed new high-speed, high definition printing presses. This, along with the increased price of paper, has forced us to increase our prices by 10% effective March 15. I have enclosed a brochure with the new prices in it for your benefit. Please be reminded that orders received before March 15 will be filled at current prices. Thank you for your understanding in this matter. We feel that these increases will still allow you to sell these superb cards at competitive prices. We will be more than glad to hear immediately from your end if there is any way we may serve you better. Please do not hesitate to let us know. Very truly yours, Harold Lines


• Announce new products to a select group of regular customers. It may be seen as a sales pitch.





Preferred Customers



Monsing Appliance Center Roxas Extension, Digos City, 8002

July 12, 2016 HONEY JANE PARAISO Rizal Avenue, Digos City Dear Ms. Paraiso: Monsing Appliance is please to announce its new line of Amazing Work Appliances. We are now the authorized Wonder Work dealer for Ft. Dodge. Amazing Work Appliances, established for three decades in Southeast Asia, is now expanding and we are excited to be a part of its growing network. It specializes in small appliances that are known throughout the industry for their quality and durability. So that you may have a chance to see the appliances at work, we have arranged a demonstration this Saturday, November 3, at our store from 9 am to 5 pm. Special discounts are available if you bring this letter. Thank you for your continuing business partnership with us. It is always our pleasure to be of service to loyal clients like you. We look forward to seeing you this Saturday. Very truly yours, Ellen Jane Paz

Additional Types of Sales and Promotional Letters

Letters Calling Attention to

Missing Enclosures

Letters Arranging Appointments

Letters Making Hotel Reservations


When you received a letter that someone has neglected to include an enclosure, notify the writer with the following important details:

• Identify the incoming letter and enclosure;

• State that the enclosure was omitted, and;

• Ask that the enclosure, or a copy of it, be sent to you.

Calling Attention to Missing Enclosures

Arranging Appointments

Making Hotel Reservations

Dear Mr. Robles:

In reference to your letter of June 6, you mentioned that you were enclosing the vicinity map of the Tagalog’s Pavillion, however, no enclosure was attached.

Since the gathering is already fast approaching, could you please email it immediately to my work email [email protected]? Thank you for the usual assistance and kindness.

Very truly yours,

Marichou Hilaga


Letters arranging for appointments usually follow a definite pattern:

• Refer to the purpose of the appointment;

• Suggest the time, place, and date. If that is not possible, be sure to ask the person to whom you are writing to indicate his or her preference, and;

• Ask for a confirmation of the appointment if time and place are specified.




Dear Mr. Labajo:

Dr. Corazon, our Human Resource Officer, confirms that your interview will be on Friday, February 6 at 9 o’clock in the morning in her office, Room 314.

Please bring with you your authenticated transcript of records, service record from previous employment, and your comprehensive resume.

Very truly yours,

Hyacinth A. Arangoso


For hotel reservations, the ff details should be emphasized:

• accommodation desired;

• name of person for whom reservation is requested;

• date of time of arrival;

• probable or expected date of departure, and

• request for confirmation




Ladies and Gentlemen:

Please reserve a single room with bath for Mr. and Mrs. John Ronnel Labajo, beginning Monday, February 6. They plan to leave in the afternoon of February 10.

They will be coming around 6 pm by Monday. Kindly hold the room for late arrival.

I would highly appreciate your confirmation of this reservation soonest.

Very truly yours,

Jesseca Ubungen

March 18, 2016 The Manager Benguet Pines Tourist Inn Roxas Extension, Digos City Sir: My friend and I will spend our summer vacation on April 11-15 2016 in Baguio. We agreed to occupy Room 310 of your hotel, including the services on our meals. We will be using the room in the afternoon of April 11 and will be leaving in the afternoon of April 15. May we know how much you would charge us for the accommodation and meal services within the duration of our stay? Your prompt response will be highly appreciated.

Very truly yours,

Hyacinth A. Arangoso

Group Writing Activities

Assume that you are the Marketing Head of a mall/ department store/ shop / any business center. Write a sales letter on the following: 1. Announcing a sales campaign, promotion, or incentive

program. ALDAYA, ET. AL 2. Announcing a price increase – GEALON, ET. AL Assume that you are involved in the situations before, write a letter of reservation for the ff: 3. Make a reservation for your birthday celebration in one of

the resorts in Digos City / Davao City. PAZ, ET. AL 4. Reserve a room for your guest at Paradise Hotel, Digos

City. - CALAPRE, ET. AL

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