CORRESPONDENCE

Correspondence, communications and messages come in many forms including text messages, e-mails, “tweets”, Facebook posts just to name a few. While these may be appropriate for personal contact they should not be deemed suitable for business correspondence. As business professionals there are times when we need to send correspondence to a customer or prospective client. This may be necessary as a follow up, a proposal or dealing with a problem or other issue. Writing letters may or may not come naturally to people. In fact, some view the possibility with extreme dread. We often times expend many hours a week on the phone talking to customers about various issues. So, if you find talking on the phone fairly easy, why not transfer your phone techniques and etiquette into a letter? The reason for a letter may exist for a variety of reasons. Is it an apology? Is it an answer to a question or multiple questions? Is it a followup to a proposal? Whatever the purpose of the letter, there should be an opening salutation addressing the person to whom the letter is intended and the reason for the letter. The body of the letter should then address the subject matter of the letter. If there was a problem or issue, then a solution should be outlined with all the necessary and pertinent information and a time line for completion. Avoid being vindictive or assessing blame even though that is quite the popular trend these days. Whatever the purpose of the letter is, the information and the response should be kept as simple as possible avoiding any unnecessary words or descriptions. Normally in correspondence, the more said may be too much and the less said may be just the right amount. The correspondence should be proofed, thus allowing for the correction of any spelling or grammatical errors. Additionally, all correspondence should be reviewed and scrutinized before sending. Finally address and send the correspondence via “snail mail” as this will add that personal touch for the recipient. Related Articles and Information: Customer Service in the Carpet Cleaning Industry Phone Courtesy Telephone Etiquette in the Carpet Cleaning Business The Customer Is (Still) Always Right Related Carpet Cleaning Business Products: Just A Reminder Postcard Thank You / Reply Card Thank you for reading Bane’s Blog® Please read the latest issue of the Clene-Times® at www.baneclene.com/publications/. Please visit our web site at www.baneclene.com. The Bane-Clene® Team. Free Bane-Clene Information Package Free packet of information about Bane-Clene can be obtained by calling toll-free 1-800-428-9512 (U.S. ONLY!). Your information packet will include a full color catalog and price addendum. Packets will arrive in approximately 2 weeks through standard United States Mail. You can also order the packet at the Catalog Request Form. Bane-Clene Home Page Articles, Videos and Products for Professional Carpet Cleaners On-Line Spot & Stain Removal Guide & Procedures for the Professional Carpet Cleaner