Guidelines : New Services/Products

Announcing New Services or Products

Guidelines and Alternate Phrases

• Arouse interest immediately–with a provocative question, a startling statistic, a pithy quote, a problem statement, a dream or a promise.
• If you’re like most marketing professionals, you’re probably finding it increasingly more difficult and expensive to reach qualified prospects.
• You should be able to cut your check-processing time in half with a new ___.
• We’ve already proven we can help you eliminate malfunctioning ___ in your large offices–and we think we can now do the same thing for your home. We now have ….
• Do you know where you plan to be in your organization in five years? Do you want to know? We want to help you answer that question. We’re looking for qualified representatives in your area to …
• Have you noticed that budgets and goals often contradict each other? We understand. And we think we have a promising solution.
• You can now purchase ___ directly from us. No more waiting and paperwork delays.
• Thank you for asking about our new consulting services. We’re pleased to say we can now provide ….
• We’ve just completed a landmark study–the results of which should have an impact on the way your organization ….
• If you’ve ever tried to learn a software package without benefit of an excellent learner’s guide, you’ll appreciate knowing that ….
• By now, you’ve read numerous news stories and journal articles about ongoing problems with …. We can help.
• Why should you go through the usual hassle of changing insurance carriers? Two reasons: one is ….
• Are you prepared to answer some tough questions? What are you planning to do next year about…? And about….?
• When you responded to our recent telephone survey about …, you confirmed the need for more …. As a result of your comments about how we can improve and expand our services, you may be interested to know that ….
• As the owner of a small business, you know how much effort it takes to succeed. We congratulate you. And we’d also like to help you. I think you’ll be interested to know about ….
• We want to introduce you to a product that in its first six months on the market has captured attention in the most-respected industry journals such as ___. Here’s why….
• Did you see the recent article in ___ about a new method of …? If not, I’ve enclosed a copy of that article and noted in the margin something that should mean direct dollars to you.
• Cost-of-living increases are a benefit that most of your employees expect. Relocation assistance and medical benefits are also key issues with them. But how much is too much? How much is fair?
• If you own a home, please take a minute to read why you might be interested in protecting that investment against ….
• Consider the convenience of having all your insurance with one company. You’d have only one agent to handle all the paperwork and hassles–along with the biggest advantage of all, an objective look at your real needs.
• Please call us at our new toll-free number (1-800-444-7777) to get your free copy of … This is the first such listing you can use immediately to contact ….
• I’m sending this to your home to alert you to a serious situation developing in the workplace. I’m referring to the recurring accidents during the last few months. We’re all fortunate that no one has been seriously injured, but the potential for injury and costly damage is there. You have two options with regard to your safety and financial protection: ….
• Explain the benefits of what you have to offer.
• We can take the risk out of evaluating new equipment for your factories. As part of our service to you, at no cost we will ….
• Have you heard of the Huffton line of copier supplies? If not, maybe you’re not aware that now you can ….
• We have four ways to help you reduce current operating costs and to capture savings on future equipment purchases. First, ….
• The most compelling reason this program works is that the framework design allows you to ….
• Almost every organization can benefit from the increased speed in … and the decreased chance of confusion in ….
• Our business has grown to serve more than 300 clients in 42 states. What that means to you specifically is the convenience of ….
• You will find this offer unique to our company. Only our customers have the option of ….
• Either ask for the order–by phone or mail–immediately, or tell readers how they can investigate further. If your product or service is not one they’ll make an immediate decision about, then identify the next step for them in the buying process. Should they see a demonstration? Attend a meeting? Ask for literature? Call some references? Visit your trade-show booth? Set an appointment with a local representative? Fill out a survey form for a customized analysis of their situation?
• If you would like to discuss alternatives available to you in manual design, I’d love to drop by and visit with you further (call me at ext. 4589). I can bring along several samples of manuals we’ve put together for other clients. At the least, you could pick up some ideas for new programs you plan to develop for the upcoming year.
• We will appreciate the opportunity to share with you our professional experience in making the decision you’re facing. May we help?
• We can set up a demonstration in your office so that all your staff will see the results firsthand.
• I invite you to take a risk-free look at the directory. We’ve copied and attached a few pages of entries so that you can see for yourself what kind of information you’d have at your fingertips. Call us today, and we’ll ship out the complete directory tomorrow.
• All you need to do is call 1-800-123-4455 and ask them to put you in touch with your local representative. He or she will be happy to meet with you at your convenience to outline a systematic approach to stocking your various locations.
• Simply return the enclosed response card, and we’ll put some additional information in the mail to you. For example, we have some statistics you can compare to your own in the area of ….
• If you’ll answer the six questions on the enclosed survey, we’ll send you information for your specific situation. Then if you’re still intrigued about the savings involved, we’ll send out one of our agents to sit down with you and go over the costs on an employee-by-employee basis.
• If you’ll just attach your business card to this letter and return it in the enclosed envelope, we can give you some information that will help you make that decision.
• For a copy of a special report that contains some of the key industry statistics, simply call us at 1-800-432-0000, and we’ll send it by return mail.
• We’ll offer you a free estimate on your move and answer your questions at no obligation. What do you have to lose?
• We have other similar events scheduled for the next quarter. If you’d like to be our guest at one of these seminars and learn more about …, call ext. 4889 to reserve a seat.
• Just jot us a note on the bottom of this letter and return it. We’ll be glad to add you to our mailing list for receiving updated information and prices.
• We have a video that will give you more details about the commitment involved if you decide to join us. Call me or Andy Reece at the above number, and we’ll put one in the mail to you immediately. Then you can really say you’ve made an informed decision.
• Whatever you’re introducing, get to the point quickly and be clear and specific about the new product or service. Too many readers finish an entire letter with only a vague understanding of what the writer has to offer.

Example 1:Sample Letter for New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Engineering Executive:

Many of you have told us your problem in preparing quality maps, and now we’re ready with a solution. Our newest software package, MAPPON, allows you to.

What does that capability mean in your day-to-day operations? We think you’ll see three improvements in preparing client proposals:

• Faster turnaround time from initial draft to final map
• Improved clarity of blow-ups
• Impressive four-color layout of the proposed design

If you’ve lost some contracts lately that “should have been yours,” then I suggest we talk further. The least I can do is examine the maps you’re now using in your proposals, show you samples of what our software package can do, and give you some figures to help you determine the actual cost per map for your own operations.

Would you please initial the card I’ve enclosed and return it to me? When I hear from you, I’ll phone to see when we can get together. If your need is more immediate because of a more significant pending proposal and contract, you can always phone me at 234-5555.

Sincerely,

Example 2: Example Letters for announcement New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Howard:

We have some good news. We’ve talked with one of your staff members briefly on the phone about your volume of outgoing parcels and our shipping rates. Comparing what you’re paying versus what we charge, we think we can save you between 15 and 20 percent on your monthly shipping bill.

In addition to the lower cost, we can offer a convenient pick-up at your office. You won’t have to change anything or go through any long, drawn-out process. Simply call us at 334-4449, and we’ll schedule a stop at your office every day from now on. That’s all there is to it.

If you’d like to check with other satisfied customers about their experience with our dependability, the courtesy of our staff, and our record-keeping and parcel-tracking processes, we will be glad to put you in touch with several people in your neighborhood.

May we work together?

Sincerely,

Example 3: Example of New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Crocker:

Congratulations on your engagement! There’s no question you’re about to plan the biggest day of your life. As with any special event you’ve hosted in the past, you know the necessity of careful planning and hard work to ensure you and your guests that everything will run smoothly.

We think a perfect reception begins with a beautiful atmosphere. As you review our enclosed wedding brochure, you’ll see our creativity in decorating, our well-dressed staff, and our formal serving pieces will make your reception one to cherish. Of course, as you glance through the brochure, keep in mind these photos are suggestions only; we will work with you to customize any theme, setting, and service you want.

At your convenience during the next couple of weeks, I’d love to meet with you personally to give you a tour of our hotel in downtown Fairbanks. If you’ll phone 446-9987, I can even make arrangements to stay late one evening or have my assistant here to show you what we can offer.

I’ll look forward to sharing ideas and making plans with you for that special day.

Cordially,

Example 4: Example Letter of New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Shipley:

Kent’s Furniture is pleased to announce an exciting new service for our customers. Our main location now offers an interior design center, including an experienced interior designer to answer all of your decorating questions.

The center is open during regular store hours. If you have specific questions, our interior designer, Laura Sulley, will be available on Monday, Wednesday, and Friday afternoons from 1 p.m. to 6 p.m.

We are excited about our new design center. We invite you to stop by anytime and take advantage of this unique service.

Sincerely,

Example 5: New Services/Products Letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Miss Hawkins:

Sweet Tooth is happy to introduce a special treat for our customers — our new cake decorating service. We recently hired Cindy Hauser, a professional cake decorator with years of experience in everything from Snoopy birthday cakes to elaborate wedding cakes.

We are excited about this new service, because we are now able to fulfill all of your baking needs. Whether you need a dozen donuts or a wonderful wedding cake, we’re here to serve you. The enclosed brochure includes a product and price list, as well as Cindy’s cake decorating rates. Thank you for your patronage.

Sincerely,

Example 6: Sample of New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. DeSoto:

Victory Suites is thankful to all our corporate patrons. To demonstrate our appreciation, all corporate guests now have access to two new services. They will receive free pick-up and delivery of all dry-cleaning garments, as well as access to pay-per-view movie channels for a discounted fee of $2.00 per movie.

We make every effort to help our guests feel comfortable at a time when they must be away from their families. We hope these additional services will contribute to that effort. Thank you for staying with Victory Suites.

Sincerely,

Example 7: Document for changing New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Chase:

High Tech Distributors is booting up a new line of TechnoRobotics products. These products are automation components which can be assembled by your engineering departments to meet the specific needs of your manufacturers.

Don’t be concerned if your engineers are not familiar with determining their automation needs. TechnoRobotics will provide consultants to assist in the design as well as provide specific directions and guidance in the assembly process.

For more information, contact Leland Black at High Tech Distributors. Or come by a High Tech Distributors’ warehouse and we will be happy to give you a tour.

Sincerely,

Example 8: Letter for introduce New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Newhauser:

Williams Jewelers is pleased to announce our educational workshops starting February 1. We are offering this service to ensure our clients can make informed decisions in their purchases of all their jewelry products and services. The workshops include jewelry-making techniques, cleaning techniques, and jewelry appraisal methods.

The enclosed brochure outlines dates, times, and prices for these workshops. We hope you will take advantage of this new service.

Thank you for your continued patronage.

Sincerely,

Example 9: Letter of New Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Kennedy:

Robinson’s Grocery knows how hectic life can be. Finding time to do the shopping is sometimes nearly impossible. For this reason we are pleased to announce our new on-line shopping and delivery service.

With this service, Robinson’s customers can enter their shopping list on the computer by selecting from over 15,000 items. Our expert shoppers will fill your order to your exact specifications and deliver the groceries to your door within two hours of your final click on the mouse. The attached sheet explains the details of acquiring the service and using it in the most efficient manner.

Robinson’s Grocery is happy to make your day a little less hectic. Make every day a great one with on-line shopping.

Sincerely,

Example 10: Sample Letter of introduce New Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Director of Special Events:

Tito’s Mexican Restaurant is pleased to announce the opening of our Fiesta Room. This room will be available for private parties of 15 or more persons. In the past, many groups have requested our services on special occasions. Until now we have not had the space to accommodate such large parties.

If you are interested in reserving the room, please call at least two-weeks in advance, as we anticipate that openings will be filled quickly. Special menu arrangements can be made to accommodate the groups.

Thank you for contributing to Tito’s ongoing success. We hope to see you and all of your friends soon in the Fiesta Room!

Sincerely,

Example 11: Samples of New Products Letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Eider,

We hope you are enjoying the deck Binford Decks built for you. With the beautiful view you have from your home, I can understand why you would want to spend as much time in your backyard as possible.

I think we have a way to make that time even more enjoyable. Binford Decks is pleased to announce that we are now an authorized installer of Bubbleblast spas. Bubbleblast offers hundreds of spas, saunas and pools–from two-person hot tubs to an above ground pool that can cool off the entire family.

With our expertise in deck design and construction, we can easily expand your deck to incorporate a family pool, or added a sauna on your existing deck. We can finance to fit almost any budget.

Please look over the enclosed brochure on Bubbleblast products. Please give us a call and we would be happy to give a free estimate.

Sincerely,

Example 12: Document for New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Brahm,

In January 19– DiscoTech released SpringBack 1.0, our automatic back-up and archive software for individuals and small businesses. Since then, our competitors have struggled to catch up.

On August 4 of this year, they’ll have to try even harder.

On that day we will release SpringBack 2.0. While maintaining the reliability and ease of use that you have come to expect from SpringBack, this new version offers many improvements that will allow it to grow with your needs. Improvements include:

• Support for larger hard drives – up to 16 terabytes
• Support for TCP/IP networks – so you can backup your laptop computer over the Internet
• Support for new removable media – including popular new drives from Iomega and Syquest
• Improved compression and security

SpringBack 2.0 will open archives made with Version 1.0, as well as those made by Retrosave and Autoback.

For more information about SpringBack 2.0, call us 1-800-555-5555, or visit our site on the World Wide Web at http://www.discotech.com for frequently updated information.

Sincerely,

Example 13:Example of changing the New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Weathers,

TestTrack has been upgraded! Version 2.0 includes close to 100 new features requested by people like you. Please take a look at just a few of the highlights:

• Scheduled Start Date Columns
• Scheduled Finish Date Columns
• Actual Start Date Columns
• Actual Finish Date Columns
• Automated “Slip” or “Early Start” Bars
• Durations
• Links and Dependencies
• Fit to Page Layout
• New Toolbox
• Unlimited Custom Columns
• Chain Activities
• Lock Activities
• New Scales
• Moveable Rows
• Global Move Tool
• Percent of Work Complete
• New Manual
• Many Many MORE!!

We understand that today Macintosh users are being bombarded with upgrade opportunities, and sometimes the few new features aren’t worth the cost of the new version. However, TestTrack 2.0 offers drastic improvements that have been applauded by some of our most demanding customers:

“I think it’s a fantastic improvement! The linking helps greatly.” Michael Brook, RTS, Inc.

“I find TestTrack 2.0 to exceed the capabilities of other programs to allow total functionality.” Vaughn Oliver, Fauxreaux Development.

The cost of the close to 100 new features and the completely rewritten reference and user manual is only $89 (plus shipping and handling) and will be shipped to you overnight via Airborne Express.

To convince you that TestTrack 2.0 is worth investing in, we’re offering a free demo kit plus the what’s new in version 2 booklet for your evaluation. To request the free upgrade evaluation kit call us at (555) 555-5555 or FAX us at (555) 555-5555.

This major upgrade came from requests from our users, we greatly appreciate the input that has driven development efforts and look forward to more ideas and suggestions.

Please don’t delay, you won’t be disappointed!

Sincerely,

Guidelines : New Rates/Price/Terms

Announcing New Rates, Prices or Terms

Guidelines and Alternate Phrases

• Show appreciation for the customer’s business.
• We thank you for your long-term business association with us.
• Thank you for your recent order; we are eager to ship your merchandise immediately. We have had a price increase, however, since you last ordered. The price on the items you have selected is now ___.
• We value your business and are continually looking for innovative products that will help you run your operations more efficiently. And, as you know, such state-of-the-art technology is expensive. We’ve found it necessary to increase the price of our ….
• Thank you for choosing to do business with Horton Parts. We strive to maintain a complete inventory for your every automotive need. But the cost of maintaining such a variety of stock is going up. Because we’ve had an increase in our leasing costs, we’re being forced to raise our prices on several lines of standard equipment, specifically the ….
• Thank you for being such a prompt-paying, loyal customer.
• State the new rates, prices, or terms, along with any explanation you think will make the changes understandable or acceptable.
• It’s always with reluctance that we have to announce a price increase to cover our increased cost of equipment, supplies, and staff. We trust that our 10 percent increase, effective March 1, will still allow you to enjoy the services you’ve come to expect from an advisory group such as ours.
• The enclosed billing for January through June reflects an increase in our collection rates. This rate increase has become necessary to retain the most experienced maintenance staff to service your equipment properly.
• Today, we are announcing a six percent increase for our products and services contracted on or after February 14. We always hate to raise our prices, but unfortunately our cost of doing business has also risen accordingly.
• The unsettled state of the economy and the difficult times many of our vendors are experiencing in their own businesses have made us rethink our own credit terms and decide to bring them more in line with current reality. Effective March 1, the terms we can now offer are full payment at the end of 15 days. Of course, we still are pleased to offer a 1 percent discount for payment at the time of purchase.
• Rather than increase our annual membership fee to add new services that our members have requested, we have added several minimal fees for activities and privileges we now provide. The enclosed list of fees will allow you to send your children to the center with the appropriate money. Please be assured that these minimal charges will be much less than the expense you would incur were we to raise the annual membership fee. This “pay as you go” plan, we think, will be more amenable to everyone’s budget.
• Remind the customer of the benefits of doing business with you and express confidence that the business relationship will continue.
• As always, please note the enclosed list of our official work holidays and mark your calendars accordingly for the remainder of the year. We’re looking forward to continuing our service to you–fast, efficient, dependable.
• At Hurstford Ltd., there’s only one thing we value more than our new customers–and that’s our established customers who depend on us year after year. Thank you for being one of that loyal, long-term group.
• This increase will allow us to continue to lead the industry in developing new products to help you run your business more efficiently.
• We value you as a long-time customer–and a friend.
• Call on us whenever you think of anything we can do to improve our service to you.
• We invite you to stop in from time to time and chat with one of our senior executives to let him or her know of any new needs you have in the field. Who knows? Together, we may just come up with a new product that will change the way we all do business.
• Thank you for the privilege of providing this service to you.
• Thank you for coming to us with all your product needs.
• We will never take your business for granted. That’s why we are continuing to improve our service to you.
• We pledge to you that we will continue to improve our service in all the ways that count for you.
• A quality product is our reason for being in business. Thank you for buying from us.

Example 1: Sample Letter for New Rates/Price/Terms

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Customers:

We’re pleased to announce new terms on discounts for our premium gift items. You can purchase any item in our catalog at 50 percent off the retail price from now until March 5 if you order directly from our warehouse.

To take advantage of this new discount, please submit your order on the form provided with the enclosed catalog. Pre-payment is required, and we do accept all major credit cards.

We hope these new terms will make our gifts even more attractive to you and more conveniently accessible. When you’re happy, we’re happy.

Cordially,

Example 2: Letter of New Rates

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Friends:

It gives us great pride to know our staff can provide the counseling that makes a difference in a marriage, in a family, in a career. Thank you for your ongoing confidence in our services.

Despite our intention to keep our services as reasonable and affordable as possible, we will have a price increase for appointments scheduled after June 1. The new hourly fee of $___ is certainly in keeping with established rates of other clinics and will allow us to retain the most qualified professionals to help you in your time of crisis.

We hope you continue to depend on us for the help that can save a marriage, save a family, or save a life.

Sincerely,

Example 3: Example Letter for New Rates/Price/Terms

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Forney:

It is that time of the year for us to review and retain services at the Fullerton location in accordance with our ongoing contract.

Currently, your annual payment is $100. As we have agreed, we are renewing the agreement with Bayden Associates, at a seven percent increase. This increase covers our additional expenses from suppliers involved in producing our security products.

Your new contract fee for this year will be $107. We appreciate your having chosen us as your supplier of alarms. We intend to continue building the quality into our products, not trying to “add it on” when difficulties and inefficiencies of operation occur. Thank you for your continued confidence in our company and in our quality products.

Sincerely,

Example 4: Sample Letter for New Price

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Friends:

Russell’s Fine China is announcing a new purchasing program for our fine dining items. The new program will allow you to have the perfect china for all of your special occasions.

An overwhelming number of brides register their china patterns with us and do not receive as many sets as desired. We would like to announce new terms which will help you acquire an adequate number of complete dining sets after the wedding. To complete your fine china set, all you have to do is make a down payment (at least 10 percent on the remaining sets) and then select from the various payment agreement options.

We hope this will ease your anxiety in acquiring your valued china patterns. If you have already registered your patterns with Russell’s Fine China, simply call and we’ll set up the program by phone.

Cordially,

Example 5: Announcement for new terms on service Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Resource Director:

Your corporate account has been reviewed. We have determined your prompt payments make you eligible for our new payment terms.

By returning the enclosed card you are allowed to choose the best day of the month to receive your bill. Likewise, you are allowed to choose one month out of the year to skip your payment with the condition that at least the minimum payment will be made the next month. Interest charges will accrue during this month.

These payment terms were designed to allow you some flexibility in paying your monthly account. We hope you will take advantage of the offer. Thank you for responsibly maintaining your account.

Sincerely,

Example 6: Example letters for Announcing the New Price/Rates/Terms

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Valued Customer:

Quick Delivery is announcing new rates effective January 1. Changes in both intrastate and interstate deliveries will better accommodate our customer’s changing needs.

Please see the enclosed pamphlet for details of the rate changes. You will note a decrease in rates for small packages and special letter deliveries with a slight increase in air delivery services.

Please contact our office if you have any questions concerning our services or the new rates.

Sincerely,

Example 1: Sample Letter for New Hours of Operation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Clients:

Therapy Services, Inc. is pleased to announce new hours of operation, effective July 1. The new hours are from 10 a.m. to 7 p.m. The change, which includes a later work day, will help to accommodate after-school appointments for students.

Your therapist will meet with you to discuss direct changes to your therapy schedule. If you have any questions or concerns, please contact our office between 10 a.m. and 7 p.m. We will be happy to assist you.

Sincerely,

Example 2: Example of New Hours of Operation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Patrons:

Due to road construction on Highway 39, our delivery trucks will be forced to use an alternate route. This will cause several changes in our delivery schedule.

Customers located in the Washington area will be reached first and will receive deliveries from 8 a.m. to 11 a.m. For those in the Fort Hope area, deliveries can be expected between noon and 5 p.m. This schedule will be maintained for the length of the construction.

We regret any inconvenience. Please contact us if you need to set up personal delivery arrangements.

Sincerely,

Example 3: Letter of New Hours of Operation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear:

Sunnybrook Women’s Clinic regrets to announce that a shortage of physicians will affect our days and hours of operation. Effective immediately, the clinic will be open four days a week: Monday through Thursday, from 10 a.m. to 4 p.m. Our sincere apologies for any inconvenience these changes may cause you and your family.

Sunnybrook Women’s Clinic is committed to providing quality health care services on a sliding-scale basis. Your cooperation and patience is very much appreciated as we search diligently to increase our staff of qualified physicians at the clinic.

Sincerely,

Example 4: New Hours of Service Letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Valued Customer:

At Ginger’s Natural Remedies, we attribute our healthy success to our open-minded customers who seek natural alternatives to synthetic medications. As a gesture of appreciation, we are extending our hours of operation to make shopping at Ginger’s as convenient as possible.

In addition to our regular weekly hours of 8 a.m. to 5 p.m., we will be adding Saturday hours from 9 a.m. to 4 p.m. and on Sunday from 1 p.m. to 6 p.m. We hope these business hours will accomodate your schedule. Thank you for your patronage.

Sincerely,

Example 5: Sample of New Hours of Operation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Students:

The end of the fall semester is just around the corner. Soon you will be “burning the midnight oil” in preparation for your final exams. You will need quick, inexpensive food to fuel you through those long, grueling hours of studying.

That’s why Americana Ranch Cafe wants to help you with your studies. During the two final weeks of the semester, as well as the week of final exams (Nov. 25 – Dec. 13), American Ranch Cafe will be open until 4 a.m. to cater to your late-night munchies while you prepare to ace your tests!

Visit our drive-thru for a quick pick-up or come in and enjoy the casual atmosphere. Whether you’re in the mood for a frosty milkshake or our famous “King Burrito” plate, come join us! And best of luck in your studies.

Sincerely,

Example 6:Letter for changing the service timing

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Ewell,

Because of increased customer demand, Oakmarque Decorators and Furniture is pleased to announce expanded hours of operation.

Starting next Monday we’ll be open from 9:00 a.m. to 9:00 p.m., Monday through Friday, and from 10:00 a.m. to 7:00 p.m. on Saturdays. Our Sunday hours will remain 1:00 to 6:00 p.m. We hope these new hours will make it more convenient for both our regular and new customers.

As always, our professional home and office decorator staff will be available to assist you and answer any questions you may have.

We look forward to serving you during these new hours.

Sincerely,

Example 1: Sample Letter for New Business Relationship

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Customers:

We at Southside Catering are pleased to announce our association with Jill’s Flower Shop in an effort to provide top-of-the-line reception services. After working with Jill’s Flower Shop on various assignments, we have found that our collaborative efforts exceeded the expectations of our clients.

As of August 9, we will be combining our creative efforts on all assignments requiring both of our services. Experience has taught us that clients typically save money and are more satisfied when Southside Catering and Jill’s Flower Shop work together.

We look forward to providing your reception food and flower needs. Thank you for your past patronage.

Sincerely,

Example 2: Announcing new business relationship Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jones:

Keyboards, Etc. is joining Soundtronics, Inc. in announcing a new business relationship. Keyboards, Etc. will now be the sole distributor of piano keyboards and synthesizers for Soundtronics, Inc. In exchange, Soundtronics, Inc will receive a 20 percent discount, which we will pass on to our local franchise owners.

This discount will give you a competitive edge, as you will be able to provide better prices on a variety of name brand musical instruments.

We hope you will be as pleased as we are with this new relationship.

Sincerely,

Example 3: Example of New Business Relationship

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Lange,

The Menard Group is pleased to announce a recent contract with Crafty Kitchens. Crafty Kitchens is a group of home economists who test market a products’usefulness in the kitchen. The Menard Group, as a manufacturer and distributor of aluminum foil products, is pleased that the Crafty Kitchens team will be researching new ways to use our products.

The results of their research will be compiled in a “Recipe Book” of innovative ways to make the most of our products. The book will be offered to our consumers at no charge with the purchase of any Menard Group product. You will receive more information about this special program in the near future.

We hope you will join us in welcoming Crafty Kitchens aboard.

Sincerely,

Example 4: Sample of New Business Relationship

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Edwards:

Midtown Mechanics is excited about joining forces with High Power Towing. This agreement creates a business relationship which will benefit customers of both businesses.

Here’s the deal: every Midtown customer who is referred to and uses High Power Towing will receive a 10 percent discount on towing services. Likewise, every High Power Towing customer referred to Midtown Mechanics will receive a 10 percent discount on labor.

As always, our customers are welcome to choose any towing service. However, our recent agreement with High Power Towing allows us to ensure your auto needs are being met. We value our customers and want to provide the best service at the lowest prices.

Sincerely,

Example 5: Prospecting for new business relationships

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Valued Customer:

Lone Star Therapy is always pleased to acquire qualified therapists to serve our valued clients. Therefore, we are happy to announce our association with Texas Physical Therapists (TPT). TPT will now provide our new home-based physical therapy services on a PRN basis.

You can look forward to home-based services with the same high quality you have come to expect of Lone Star Therapy’s center-based services. Please call our toll-free number at (800) 555-8282 for more information.

Sincerely,

Example 1: Sample Letter for Discount Opportunities

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Customers:

Jasper Shoes is announcing an unbelievable special offer for the month of July. For the entire month, any purchase made between 1-3 p.m. will be discounted 30 percent off the lowest ticket price.

You can save on purchases of all the latest Italian footwear, including Gigiccio and Milan. This is the perfect opportunity to stock up on summer sandals, evening pumps, and professional footwear. Don’t miss this opportunity to step out in style!

Sincerely,

Example 2: Example of Discount Opportunities

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Cowboys Fans:

Do season tickets on the 50-yard line sound like a dream? Let your dream become reality this Sunday when season tickets go on sale. If you are the 50th, 100th, 200th, or 1000th customer, your season tickets will be FREE and will get you the hottest seats in Texas Stadium—right on the 50-yard line.

Even if you’re not one of the lucky fans, you can still expect a great deal. On Sunday from 8 a.m. to 10 a.m. only, season tickets will be discounted 10 percent off the original price! This is the first time such a discount has been offered. See you this Sunday!

Go Cowboys!

Sincerely,

Example 3: Letter of Discount Opportunities

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Students:

We at High Ten Cinema know what its like to live on a student budget. Living on macaroni and cheese is sometimes the only way to have enough money to go out and have some fun.

Our new student discount rate may help to improve both your eating habits and your social life. Show your ID card at any High Ten Cinema theatre and you will receive a $3 discount on any movie, any time of the day. With the money you save, you may be able to add a decent side dish or dessert to the mac and cheese!

Visit our three locations around Houston. We are on the number 7, 11, and 15 bus routes.

See you there!

Example 4: Example Letters for Announcing the Discounts on Commodities

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Cardholder:

How does 6.9 percent financing for one year strike you? This super low interest rate can be yours when transferring outstanding balances on other accounts to your Americana Mastercard account by July 10. You will receive this low rate on previous and new balances, along with the quality service you’ve come to expect from Americana.

Enclosed are personal transfer cards. Your balances can be transferred quickly and effortlessly by simply following the directions on the cards. Then mail the cards today to Americana Mastercard. We’ll do the rest. You have nothing to lose!

Sincerely,

Example 5:Samples Letter for Getting Discounts

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Golfer:

The excitement of Tiger Woods and the Master’s Tournament is still alive as thousands of youngsters are putting up their basketballs and reaching for dad’s golf clubs. Why not raise your own Tiger? You can start by purchasing your sons or daughters their own clubs.

Now is the best time. Title I Golf Clubs is offering three complimentary half-day lessons with the purchase of a full set of golf clubs. This offer is good only until August. You can take advantage of this opportunity at any of your local sporting goods stores that sell our Title I golf products.

See you on the Links!

Sincerely,

Example 6: Discount Opportunities Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Samuels,

As a result of the recent acquisition of Overland Transport Co. by Brock Distribution, Inc., the Overland’s distribution division is to be eliminated. Hartford already operates its own fleet of trucks and has no need of Overland’s.

We’ve secured the rights to resell Overland’s truck fleet on the open market. But first we’re please to offer it to our valued customers. A complete listing of the vehicles available is provided on the enclosed brochure.

We will be offering these vehicles, at a substantial discount, to only our most valued customers for the next two months. After that we will open it up to everyone. Do not miss this opportunity!

For further information, give me a call.

Sincerely,

Example 7: Sample of Discount Opportunities

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Johnson,

If you are like most computer users, the only storage device that is not stuffed to the point of bursting is your wallet. To help you find room for today’s huge data files on a limited budget, we at DiscoTech, Inc. are committed to providing fast, reliable and affordable hard drives. The latest result of that commitment is the Speedstore 4G.

The Speedstore 4G is a 4 gigabyte IDE drive with all the right numbers:

• 9 ms access time
• 2 MB disk cache
• 200,000 MTBF

And perhaps the best number of all: $1,850 (suggested retail).

But we’ll do that last number one better. We are offering these drives for a limited time to our present customers for only $1,600. To take advantage of this offer, call us at (800) 555-5555 before May 1. You can learn all about the Speedstore 4G on DiscoTech’s website (http://www.discotech.com).

Thank you for your business,

Example 1: Business Community Involvement Letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Friends:

As L.A. Office Supplies begins its second year of business, we would like to thank the community by becoming involved with the local United Way. We will donate 4 percent of every dollar spent at our retail stores to the United Way.

Shop with us for all your office needs, and remember that every purchase is also an act of donation. Together, we can make a positive change in our community.

Sincerely,

Example 2: Community Involvement Program Letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hayfield:

Newscircle magazine has proudly provided its readers with accurate, timely stories for 15 years. These stories and reports help our readers gain both knowledge and an understanding of world events.

We are pleased to have a positive impact on our readers, but we don’t want to stop there. We are interested in being an educational tool on all levels. Our editorial staff has developed educational programs for teachers to work into their lesson plans. These programs are available in magazine form and on CD-ROM. They include special “youth” issues of Newscircle which follow a central theme on topics of interest to younger adults. Curriculum guides and other teacher resource materials are also available.

Product prices are supplemented by a special Newscircle fund; therefore, the cost of these items is minimal. Call our toll free number at (800) 555-2595 to receive your free catalog.

Sincerely,

Example 3: Involvement Community Letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Lindo:

Travis Brewery is announcing a full-scale campaign to deter drinking and driving. As part of this effort, we have developed billboards, store/club signs, product warnings, and radios spots. We are hoping you, the store and club owners who carry our products, will join in our efforts.

Your involvement would include posting pre-printed signs in your establishments. These signs encourage the use of designated drivers. We have a fund set up for local clubs to provide designated drivers free of charge to those customers in need of the service. With your help, we can save lives.

We want adults to enjoy our products safely and responsibly. Travis Brewery believes it is our duty to lead the community in helping to keep the streets safe for everyone.

If you are interested in joining our campaign, please call us at (414) 555-4141.

Sincerely,

Example 4: Inviting Business Community Letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Black:

The first-class engineers and technicians at Robots, Inc. are making wonderful technological breakthroughs. We are excited about sharing our recent developments with the community, as it is you who will eventually decide how these developments are implemented into society.

We are holding an open house Monday, April 23, at 6 p.m. The open house will include demonstrations of robot simulations as well as robots performing designated tasks, such as manufacturing an airplane wing. In addition, some demonstrations will specifically target high school students who may be interested in entering this exciting field of technology.

We hope you will join us at our open house. We are certain you will share in our enthusiasm over the new developments.

Sincerely,.

Example 5: Sample Letter for Community Involvement

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Walker,

Every time you shop at Reese’s Mart and Deli you’ll be helping out with the education of your children. That’s because we’re donating 2 percent of our gross sales every month to the Terry High School reading program. Additionally, all employees of Reese’s will volunteer to serve as guest readers in the program.

This is part of our commitment to the community and part of our duty as the only locally-owned grocery store and authentic deli in town. We believe in the future of our community and the children are part of that future. Help us make this better place for all of us.

Sincerely,

Example 1: Sample Letter for Closing of Facility/Location

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Marcus:

Jordan Waters and Associates would like to announce the temporary closing of our East Park branch. The building is undergoing major renovations to make it more accessible to clients with physical disabilities.

All employees, accounts, and client files are being transferred to our main branch on Fifth and Winters Avenue. We will continue to serve you from this location until remodeling of the East Park branch is completed. We regret any inconvenience this may cause.

Sincerely,

Example 2: Letter of Closing of Facility/Location

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Davis:

Acme Hardware has faithfully served the Green Oaks area for 25 years. Due to the changing needs of the city and of our company, we have decided to close our South Main Avenue location. Our locations at 101 Cartland and 543 North Hedgewood will remain open for business.

We regret any inconvenience this may cause for our Green Oaks customers. Please visit our other locations for the same high quality hardware with an even greater selection. Your continued patronage of Acme Hardware is appreciated.

Sincerely,

Example 3: Example Letter of Closing of Facility/Location

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Dodson:

Times are changing and so is our company. Our focus has shifted over the years from product design and manufacturing to retail sales. Therefore, our West Mayberry location will be closing June 1. We will no longer be dealing with large scale production and do not need the huge space or equipment. The retail shop on the bottom floor will also be closing.

You can still find high quality merchandise at a great value at our downtown location on Main and Trinity. We regret the inconvenience of our closure and hope you will continue to patronize our retail shop.

Sincerely,

Example 4: Announce the temporary closing Letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Jennings:

Recent changes have forced Columbus Rehab to close its doors at the San Angelo location. We regret this necessity but are happy to place you on the priority list as a client in either the San Jacinto or Marcelo Bend locations.

The last day of service at the San Angelo location is April 10. Your therapists will contact you for scheduling purposes.

Thank you for entrusting Columbus Rehab in providing your rehabilitation needs. We have enjoyed serving you and hope to continue to do so at our other locations.

Sincerely,

Example 5: Letters of shifting area &Location

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Customers:

Grand Cafe is announcing the closure of its Airline Highway location. Since the relocation of the Jamestown airport, traffic in our area has decreased considerably. We have decided that our resources would be put to more efficient use in expanding the existing Grand Cafe near Central Park.

We are grateful to our loyal customers who made us the successful restaurant business that we are today.

Sincerely,

Example 6: Closing of Facility/Location letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Conner,

As you probably have read in the newspaper or heard on the television, the Numbers location at 6065 W. Manchaca will be closed December 1. All other Numbers locations in the greater metropolitan area will remain open for business.

Last month’s string of burglaries made continued operation of the Manchaca location unfeasible. We apologize for any inconvenience this may cause our regular customers. Please feel free to visit our other locations throughout the city.

Sincerely,

Example 1: Sample Letter for Change of Address

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Harvey:

We are pleased to announce that Jamestown Publishing has relocated its offices to 1717 S. Lambert. Located in the historic downtown district, the new building has a free parking garage. We hope you will visit our new location soon. You will recognize our Jamestown logo, the faithful “log cabin,” at the front entrance of the building.

Please note our new mailing address and new phone/fax numbers at the top of the page.

Sincerely,

Example 2: Sample letters for announcement of change of address

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Leland:

Thank you for your faithful patronage to UpScale Furniture on South Oaks Boulevard. The lease at our present location expires at the end of this month. We will not renew the lease due to circumstances surrounding a change in ownership of the building.

We have made arrangements to temporarily move to the old Mansfield Warehouse across the street. You will be notified when permanent arrangements are made.

We are attempting to make this transition as smooth as possible so as not to interfere with day-to-day business activities. Our showroom hours will remain the same: 8 a.m.-6 p.m., Monday-Saturday.

Thank you for your patience during this period of transition.

Sincerely,

Example 3: Example of Change of Address

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Finch:

The days seem long past since I sold oak furniture out of my garage. Because of your loyal patronage, Ray’s Solid Oak Furniture continues to expand its business in the Seattle metropolitan area. In order to accommodate our increased stock, we are moving our main location at Third and Denton to a larger, more modern space at Third and Whitefield—just two blocks north of the old location.

When you’re in the neighborhood, stop by our new location and see our expanded showroom. You will find a wide selection of oak furnishings for every room in the house. We look forward to seeing you!

Regards,

Example 4: Example of Change of Address & Request for Visit the New Location

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Burger Heaven Restaurant Managers:

We are pleased to announce that our corporate headquarters is moving to a more convenient location . After years of managing the southern chain of Burger Heaven restaurants from our northeast offices, we are moving to Dallas, Texas. This move will create a more accessible executive center for our restaurant managers.

The move is effective June 9. Our new street and mailing address is 7272 N. Shores Blvd., Dallas, TX, 74790. Although most of our high-level managers will be making the move, we will be filling many mid-level positions. You are invited to apply. Call our office at (555) 555-5555 for more information.

We hope that the move will have a positive impact on our company at all levels.

Sincerely,

Example 5: Letter of Change of Address

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Jones:

Ginger’s Lingerie is moving to a smaller, more intimate location, to create a better atmosphere for our lingerie products. The move is only a few steps away from our previous shop in the northwest corner of Oak Hills Mall to the southwest corner near Marie’s Flower Boutique. We will now be away from the hustle and bustle of the Food Court.

We will be closed from June 9 through June 11 to finalize the move, and would like to apologize in advance for any inconvenience this may cause you. We trust you will enjoy the new location’s warm and cozy atmosphere—fitting for our products and our customers!

Cordially,

Example 6: Sample of Change of Address

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Eno,

Carter Reprographics is proud to announce a move to a new, larger facility. Starting May 1, we’ll be located at 565 E. Davidson Parkway, in downtown Peoria. Our new telephone number will be (555) 555-5555.

In planning for our move we have taken the needs of our customers into consideration. Because of this there will be no interruption of service and no delay in the completion of any jobs.

We will close Friday, April 15, and remained closed through the end of the month. All current and new jobs will be routed to our sister company in Plainsfield during this time. Then starting May 1 we’ll be able to handle all your needs at our new location. From April 15-31, you can reach us at (555) 555-5555.

A grand opening and open house is scheduled for Friday, June 1. We hope you’ll be able to attend.

Sincerely,

Example 1: Letter for Change of Ownership & Merger

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Johnson:

As I am sure you are aware from recent news reports, First Bank and Dayton Credit Union are joining hands to better serve you. These two highly respected financial institutions officially merged March 9. Both institutions will now operate under the name First Bank.

Perhaps you are wondering how this change affects you — our valued customer. There will be no immediate effects on your accounts regardless of the institution with which you were originally affiliated. In the near future, however, you will receive information concerning new banking policies which will include: personalized banking services, increased number of ATMs at convenient locations, and lower monthly service charges.

Please continue to address inquiries and business transactions to the usual account representatives. Our new team is looking forward to serving you more efficiently.

Sincerely,

Example 2: Sample Letter for Change of Ownership & Merger

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Holstead:

Centennial Publishers was recently acquired by The Reed Group. The Reed Group is well known for its successful and innovative publishing companies throughout North America.

Although the ownership will change, the name will remain the same. We will continue to serve you under Centennial Publishers. The Reed Group has promised to maintain current operations while investing new dollars in educating employees, updating equipment, and upgrading computers to allow us to serve you more efficiently.

Sincerely,

Example 3: Example of Change of Ownership & Merger

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear M. B. Price:

J.R. Music Co. is changing hands, but we will be keeping our name. We are now owned by Musica Y Mas, a company with an excellent reputation in the music industry. Over the past 25 years, they’ve produced and distributed a variety of merengue, salsa, jazz, and classical Latin hits.

We expect this change of ownership will positively impact your record sales. If you have any questions or comments, please contact our office at (202) 345-3434.

Sincerely,

Example 4: Sample Letter for Acquisition & Merger

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Hancock:

Cut ‘N Curl Beauty Salons recently merged with Supreme Cuts Salons. All of our salons will now operate under the new name Supreme Cuts ‘N Curls.

This merger provides an edge on the competition. We will be able to save on overhead costs and purchase salon supplies in volume at lower rates. These savings will be reflected in the services and products offered to our customers.

Although the signs will change, you will see the same friendly faces providing great cuts, styles, perms, and colors. Your satisfaction is always our guarantee.

Sincerely,

Example 5: Example Letter of Merger & Change of Ownership

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Current Subscriber:

The Daily Stratford and Stratford Press have merged to form The Daily Stratford Press. With this business merger, we will also join efforts to bring you the positive aspects of both newspapers. You will receive the most up-to-date stories, as has been the hallmark of The Daily Stratford, with the creative approach to news and events, the claim-to-fame of Stratford Press.

The merger is effective immediately. If you are not completely satisfied with the new paper, you are free to cancel at any time and receive a full refund of your subscription.

You feedback is important to us. Please let us know if we are meeting your needs. We have set up a consumer hotline which allows you to leave a recorded message. Read your Daily Stratford Press today and call (800) 555-3434 with your comments, questions and concerns.

Sincerely,