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.
Feel free to bring any policies you would like to discuss or that you may have questions about and we can review them at this time. Please give me a call if you require further information.
I am looking forward to meeting with you.
Take Care,
Agent Name
Business Name
XXX Street
City, State ZIP
Website | Email | Phone
Appointment Thank You Letter!
June 012, 2020
Recipients Name
Recipient’s Street Address
City, State Zip
Dear Recipients Name:
Thank you so much for our meeting. I am confident I can help you get your (name of product or service) off the ground. I put a lot of effort into meeting your (service) needs in the most cost effective way. I would like to meet again and go over the policies I designed for you in more detail.
I think we’re off to a good start. I will call you soon to touch base. If you have any questions in the interim, please feel free to call or email me any time that is convenient for you.
I look forward seeing you again.
Regards,
Agent Name
Business Name
XXX Street
City, State ZIP
Website | Email| Phone
After you close your sale it’s also important to thank your new clients for their business. You should, of course, send a thank you letter or thank you card.
And after several weeks, send a referral request letter.