Appointment Follow Up Letters!

If you are setting appointments with prospects and not using letters to confirm the appointment and thanking them for the meeting you are missing a good opportunity to make contact and build your professional relationship.

Using appointment follow up letters will result it better business relationships which result in more referrals and sales, and you’ll have fewer no-shows and cancellations which is a huge frustration and a waste of your time.

Many sales reps use the phone to confirm appointments, which is fine. But you should also send a letter. It shows that you are professional and that you take the extra time to care for your clients and your business.

You can also use it as an opportunity to include a promotional item that can be of use to your potential clients like pens, cups, usb drives, magnets etc. These promotional items will have your company name or your name on them and you’ll keep your brand top of mind.

Confirming The Appointment Follow Up Letter!

June 01, 2020
Recipients Name
Recipient’s Street Address
City, State Zip

Dear Recipient’s Name:

Recognizing your busy schedule, I’m sending you this note as a reminder of our appointment on August 21 at 2pm at my office. Continue reading Appointment Follow Up Letters!

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How To Mail Your Sales Letters!

The best way to mail your sales letters is as follows:

Send them 7-10 days apart and follow up on the phone (to businesses) after the million dollar bill letters is sent, or whatever grabber you choose as your final letter.

You will make a bigger impact if you send the final grabber letter by priority mail or fed ex.

The way I mail sales letters

  • If I were just starting out I would send just 20-100 letters per week. I would send a series of three letters, and then follow up. I would send the letters 7-10 days apart and send the last one priority mail, fed ex, or dhl. Your costs will be high but if you do a good job on your letters and follow up, one new client could pay for it all and more.
  • Test small at first. Maybe do 10-20 if you use the more expensive approach. Test calling or showing up in person. Getting a hold of local business owners is a challenge. I know because we own to spa’s. We get calls, emails, and letters every single day. And it’s annoying.

A Better Idea?

Another idea is to mix up your sequence and include email in it which is easy and free.

I have a program we are marketing to local business owners. We walked door to door (my wife did), and also did cold emails. We did get a decent response to the email! But it took weeks in some cases to actually connect with some business owners, so you have to be persistent with your marketing and follow up. One sequence will not do the trick.

The way I will do it next time is follow up with a personalized video with you on it using the business owners name as you speak about the benefits of your program. A guy did this to get me interested in his program right at the time I was wondering about whether it was a good lead generation technique. But of course you have to take into consideration your margins and time. So if you are going to net quite a bit from one client then it is probably something to explore.

So here is how I will send my letters and emails:

  • Send Letter 1
  • Send Letter 2 (7 – 10 days later)
  • Email – Video 1 (7 – 10 days later)
  • Phone call or walk in as described in my letter to the prospect.

If they do not convert or I can’t get a hold of them I will…

  • Send Letter 3 with promotional item (pen, magnet, something unique).
  • Send a postcard 2 weeks later.
  • Send an Email – Custom Video 2

If they do not convert I will mail a monthly newsletter that has success stories, tips, and ideas.

If you are on a budget and cannot afford direct mail then send a custom video sequence. Send two or three videos and then follow up on the phone or walk into the business.

Getting Interest

The best way to get a business owners INTERESTED is too keep your unique sales proposition simple and easy to understand.

For example, ask yourself the following questions: What is it? and How Will It Benefit Me now? How Much Is It? Is It Proven?

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How To Mail Your Sales Letters (Just Direct Mail) In 4 Simple Steps:

The following steps should be followed to the “T”. Don’t change anything or make assumptions you are not sure about.

  • Write two letters prior to sending the letter on the next page. The first letter should be an introduction letter. The second letter should be a harder hitting sales letter that is close to the language in the last letter (on the following page). OK, you don’t have to write two letters, but if you want maximum results it’s highly recommended.
  • Use a high grade of paper (watermark is great).
  • Send your letters in a regular white envelope.
  • Don’t put your business name or logo on the return address; use your name and address, or just your address.
  • Don’t use address labels. Hand address your envelopes or use laser printed addresses directly onto the envelope.
  • Use a first class postage stamp.

Follow up with a call and reference the million dollar bill first (or use some other type of “grabber” like coins, foreign currency, a magnifying glass, a dollar bill, etc.). Then reference your service, then set tons of appointments or make gobs of sales!

Note: If you are using a ‘money-saving approach’ where your unique sales proposition is that you will save your prospect X%, do not expect a big response. This is basically product marketing – like selling life insurance or car insurance…

Product marketing is very difficult because you are perceived as marketing a commodity, which in turn lowers response and may create lower quality leads. Also, I can’t guarantee this will work for you because frankly, I don’t know how enthusiastic you are about your career, how hard you work, and if you follow directions well.

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Trade Show Follow Up Letter Sample

tradeshow passTrade show marketing can fun lucrative if you do it right. And having a sound, proven trade show marketing plan is key to your success in generating leads and closing sales.

One of the tools you’ll need is a trade show follow up letter with prospects you met and gathered contact information from.

I’ll leave all the details on how to properly generate qualified leads for a later date. But for now I want to show you a sample follow up letter for a salon and spa tradeshow. Keep in mind that you can model this letter for any industry. And also keep in mind that you should have a sequenced follow up. Don’t just send one letter. Use a sequence of letters and postcards (and phone and email followup as well) until they buy.

Trade Show Thank You Follow Up Letter Example! Continue reading Trade Show Follow Up Letter Sample

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Follow Up Marketing System: Your Plan!

Now it’s time to kick back and relax, right? NOT! It’s time to get organized. On average, a new sales lead needs contacted about five times before a sale is closed. So you need to plan a long-term strategy of follow up.

If you’re already an organized person, great. If not, check out planner systems like Franklin Covey or Day Runner supplies at a local office supply store or online. You’ll want to set up a 3-ring binder with specific day-to-day organized follow up campaign space. Continue reading Follow Up Marketing System: Your Plan!

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