[tab name=’Guidelines’]

Guidelines : Announcements

Guidelines

• Announcing Changes in Terms, Price or Rate Increases
• Express your appreciation for a customer’s current and continued business.
• Include any explanations or reasons that will lend credibility to the increased rates, prices or changes in terms.
• Announcing New Services or Products
• Briefly and concisely explain the benefits of the new product or service you are offering or selling.
• Be clear and specific about the benefits and features of the new product or service you are selling. By the time the reader finishes reading your letter he/she should have a clear understanding of your new product or service.

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[tab name=’Example 1′]

Example 1: Sample Letter for Special Announcements/Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Wood,

Next month, DHP Recreational Products will launch a comprehensive advertising campaign for its new line of backpacking tents and accessories.

The primary target media will be special interest magazines (Back Packing Today, Camping Review, etc.), Sunday newspaper circulars and billboards. At the present time we have no plans for either radio or television advertising. However, some radio spots are under consideration.

The campaign kicks off in April and will run through October.

Reprints will be made available for imprinting and mailing to your customers. This campaign is sure to generate leads, and we are prepared to aid you in the closing of orders.

Best of luck and good selling.

Sincerely,
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[tab name=’Example 2′]

Example 2: Sample Letter for Announcements of Special Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Scott,

Can it be true? It certainly is. As one of our valued customers, New Dawn Communications Group would like to send you and a guest of your choice away for a week of relaxation and rest in the Virgin Islands. You’ll fly first class, stay at the luxurious Azure Hotel, and dine nightly beside the beach.

How can you win? It’s so easy! Just watch the New Dawn announcement channel on Cable 11 each Tuesday evening between the hours of 9:00 p.m. and 10:00 p.m. We’ll broadcast a series of code numbers. Be the first to call with the winning sequence of numbers and you’ll be registered for our Virgin Island vacation.

The vacation drawing will be held August 12 and broadcast on Cable 11.

Wouldn’t you like to spend seven wonderful days on the beaches of the Virgin Islands? Watch for your chance to win!

Sincerely,
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[tab name=’Example 3′]

Example 3: Example of Special Announcements/Events Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Tarnahan,

Enclosed please find one floppy disk containing your upgrade to version 1.2 of SpringBack. This upgrade provides the following improvements to your software:

• Improved compression
• Support for System 7 balloon help

To install your software, follow these steps:

• Insert the floppy into your floppy drive.
• Double-click on the icon called “SpringBack 1.2 Updater.”
• Follow the on-screen instructions.

Thank you for registering your copy of SpringBack. We appreciate having you as a customer.

Sincerely,
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[tab name=’Example 4′]

Example 4: Sample of Special Announcements/Events Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Breckinridge,

We are pleased to announce that the rates for many of our services have dropped! Improvements in scanning technology and additions to our staff have enabled us to review more manuscripts more thoroughly in less time. We are actually able to charge less and give you more.

Enclosed you will find a new pricing schedule for our scanning and proofreading services. Call me at 555-555-5555 and I will be glad to explain the changes we’ve made. I’m sure you will be as impressed with our service as you are delighted at our new prices.

Sincerely,
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[tab name=’Example 5′]

Example 5: Letter of Special Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Davis,

Effective May 1, our rates will increase by 0.5 percent. We have made every effort to postpone and avoid this increase, but the recent increases in gas prices and taxes on interstate shipping have left us no alternative.

Many of our competitors raised their rates in February when the changes in the tax code were first announced. I believe you will find our rates are still better than our competitors’.

A complete schedule of our new rates is attached. Please review it, and feel free to call me at 555-555-5555 with any questions you may have. Our commitment to serving you has not wavered. In fact, we will make every effort to justify our increased rates with improved quality.

Sincerely,
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[tab name=’Example 6′]

Example 6: Example of Special Events Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Harcourt,

This letter is to inform of conflicts you may encounter while using SpringBack 2.0. Some users have reported problems with SpringBack 2.0 when the following extensions are in use on Macintosh computers:

• METoolkit 1.1a
• UltrafaxMonitor 2.1 and 2.2
• TELinit 6.0
• ScreenZap 4.11

Of most concern is the apparent corruption of archives when TELinit 6.0 is in use. TELinit’s developer, Phase Glide Systems, has corrected the problem with TELinit version 6.0.1, which is available by calling (555) 555-5555. It may also be downloaded from either Phase Glide’s page on the World Wide Web at http://www.phaseglide.com/.

Other problems experienced by some users of SpringBack 2.0 include system freezes and/or crashes when verifying archives, non-recognition of backups on double-density 3.5 disks, and System Error #127 messages upon launch of application.

We apologize for any problems you may have experienced while using SpringBack 2.0. We are currently preparing an upgrade/fix for the application. Upgrade version 2.0a will ship next month to all registered users of SpringBack 2.0.

Sincerely,
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[tab name=’Example 7′]

Example 7: Sample Letter for Announcements of Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Larson,

We at Oven Fresh would like to take a moment to thank you. Because of your kind comments, Willamette Week has awarded us “Favorite Neighborhood Bakery in Portland.” We are proud to have won this award for the last two years.

We don’t want to be accused of buying votes after the fact, but we want to share our award with you. So if you’ll bring this letter with you the next time you visit our store, we’ll give you a blueberry muffin on the house.

Thanks again for the honor. Drop by soon and let us start working on your vote for next year!

Sincerely,
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[tab name=’Example 8′]

Example 8: Letter Sample of Special Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Brace,

I wanted to send you another quick update of Johnson Software’s progress with the retail channel.

Last week, CompUSA agreed to pick up all four of our products for shelf placement in July. I’ve enclosed a copy of our initial marketing insertion orders for your review.

Also, Barnes & Noble will be selling RouteWare and TestTrack beginning in May.

Software Etc. has said that they would like to carry our line, but as you know, they will only buy through Brock. We have a number of additional national accounts who have said they will be ready to carry the products this summer, so as you can see, we’re making a great deal of progress.

I sent you a request for a meeting May 16 or 17 , and hope these latest retail developments will persuade you to take a few minutes to discuss our plans. I understand that your schedule is extremely busy, but we really want your company as a our distributor.

Thanks for your consideration.

Sincerely,
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