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Sales letter Format and sample

 [Business Logo]

Name and Address of the Firm

Date: ________

Dear Mr./Ms. __________,

The Offer:
(Briefly introduce the product/service and explain its benefits using 4–5 bullet points.)

• __________________________
• __________________________
• __________________________
• __________________________

The Proof:
(Mention assurance such as guarantee, warranty, testimonials, or positive customer feedback.)

The Call to Action:
(Clearly state what the customer should do next—call, visit, reply, or place an order.)

Sincerely,
(Sender’s Full Name)
(Designation)

P.S.

(An attractive, encouraging closing line with a limited-period offer or discount.)


Sample: 

Your dog – groomed with love and care!
Logo
Canine Paradise
123 Dell Street
Pune 22

14 July 2021

Dear Ms Lucy D’Souza,

Starting from just ₹500, you can have your beloved canine friend perfectly groomed, without any strain or stress on your part! We are committed and trained to ensure a pleasant, caring and complete grooming experience for your dog. Our services are unique because:

  • We use only organic products to ensure that your dog gets the healthiest care.

  • Our staff are professionally trained and experienced, and are dog lovers! This means your pet will enjoy the best service.

  • We are specialists in dealing with delicate health conditions – we will treat your pet in a personalised and caring manner.

We are confident that you will be delighted with our services. If you are not happy with the service, we promise you a full refund. Our long-time customers say, “Canine Paradise is our first and last choice for dog grooming services!”

Call us at 123-555-6789 or email us at info@canineparadise.net or visit www.canineparadise.com to book an appointment of your choice.

Yours sincerely,
Mary John
Assistant Manager,
Canine Paradise

P.S. We are offering a twenty percent discount to customers till the end of July 2021! Call us now to avail of this offer!

2. 

Customer Service E-mail Template

Company Name and Logo
Full Postal Address
Date

Subject of letter – not too formal; clear, exact and brief

Reference/s – to previous documents, meetings, records, events, etc., if any

Dear Mr/Ms – title and full name or last name of the customer

Body of the Letter

  • greeting/salutation; start with a thank you

  • get to the point directly; state your purpose

  • use short and simple sentences; keep one idea to one paragraph

  • use 4 to 5 bullet points to highlight important points; use semi-formal language

Summing Up and Call to Action
– give clear directions about expectations from the customer / your solution to a problem

Further Reassurance
– give clear guidelines/details for getting more information or contacting in case of any future requirements

Best regards,
Sender’s Full Name and Designation

Sample Customer Service E-mail

Canine Paradise (Logo)
123 Dell Street
Pune 22

14 July 2021

Subject: Response to Your Service Query

Reference: Your enquiry dated 10 July 2021

Dear Ms Lucy D’Souza,

Thank you for writing to us and for showing interest in our grooming services. We appreciate you taking the time to contact Canine Paradise.

We would like to inform you that our professional grooming services start from just ₹500 and are designed to provide a stress-free and comfortable experience for your pet. Our aim is to ensure complete care and satisfaction for both pets and their owners.

  • We use only organic and pet-safe grooming products.

  • Our staff are professionally trained and experienced dog lovers.

  • We specialise in handling pets with delicate health conditions.

  • Each pet is treated with personalised care and attention.

We hope this information answers your query. To book an appointment, please call us at 123-555-6789 or visit our website at www.canineparadise.com.

If you require any further assistance or have additional questions, feel free to contact us. We will be happy to help you.

Best regards,
Mary John
Assistant Manager
Canine Paradise

3.


EconlyCash Limited

123 Dell Street
Pune 23

14 July 2021

Our response to your complaint

Ref: Your letter dated 12 July 2021

Dear Mr Ajay Sinha,

Thank you for informing us about the issue regarding your credit file. We have investigated the matter and our findings are stated below.

Background
You have written to us because you believe we have registered ‘default’ or ‘repossession’ labels on your credit file.

Your Credit File Details
We have checked your payment history from January 2021 to June 2021 and found that each payment has been made on time. Further, your final payment of ₹50,000 (fifty thousand only) is clearly reflected, thereby settling your account early.

Current Status
We can confirm that we have entered all your payments, including the final settlement, as ‘paid on time’, and have not registered ‘default’ or ‘repossession’ labels on your credit file.

We hope that this addresses your complaint. We could not get you on the phone, though we tried calling you twice on 13 July 2021. We would be happy to discuss this with you over the phone, at a mutually convenient time. You will find our number in the letterhead.

Yours sincerely,
Dilip Kumar
(Manager, Accounts)

P.S. We are offering a twenty percent discount to customers till the end of July 2021! Call us now to avail this offer!



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