Written encouragement can be very powerful. It gives the reader something to keep, share and review. The tone is always positive, focusing on things have been or can be done. Avoid direct or implied criticism.
1. Explain the new opportunity you want your reader to look into.
- I just read an article in the trade journal today about some of the new developments at Doe Inc. I think now is a good time for you to call them to see if we can reopen our account with them.
- I clipped the enclosed scholarship information from a newsletter that I receive. This scholarship looks as if it were tailor-made for you.
- If you have not already done so, I think the time is right for you to contact Doe Inc. and explain the advantages of our delivery service. Here is their address and phone number:
- You mentioned the other day that you have always wanted to study French. Did you receive the community schools brochure? They're offering a beginner's French class this spring.
- On the flight to Springfield yesterday, I met a retailer who expressed an interest in our line of coffee machines. I gave her your number as our sales rep in her area. If you wish to contact her, her e-mail address is Jane@Doe.com. She would prefer e-mail to faxes or phone calls.
- The auditions for "The Importance of Being Ernest" are next Saturday.
- Good News! We have managed to obtain 50 tickets for the Springfield vs. Centerville game in November. Please distribute these among customers and prospective customers.
- Enclosed are the display materials for you to use at the convention.
- a terrific opportunity for
- a window of opportunity
- are sure that you will
- as you may be aware
- be prepared for
- be sure to
- can expect a
- climate may be right for you to
- explain the advantages of
- expressed an interest in
- happy to inform you
- have always wanted to
- have enclosed information about
- have no doubt heard that
- have you considered
- is a good time to
- know that you are interested in
- read an article about
- some new developments in
- time is right to
- to take advantage of
- will be pleased to hear that
- wonder if you have heard
2. Offer any other relevant information or instructions that may help your reader approach the situation. Offer assistance, if appropriate.
- Call John Doe, who is already acquainted with the situation.
- You will need to act immediately because the deadline is next month. I will gladly supply a letter of reference if you need one.
- You may have heard through the grapevine that they have been having problems with late deliveries. This is a great opportunity to get a new account, but we need to act fast.
- I will also be signing up for the class, and would be very happy if you would join me. After all, there's no time like the present!
- If you can't contact her immediately, please let me know by tomorrow so I can pass her name on to someone else. I think this is an excellent opportunity to secure a new account.
- Call me for further details. I do hope you will audition--you have great talent.
- Rather than handing these tickets out to friends, use them as incentives to close sales. We encourage you to call now so your clients will have time to plan to attend the game.
- This display has been proven to produce outstanding results, and we strongly urge you to use it. On Friday, John will hold a workshop on how to use the display to its full potential, and will be available to answer any questions you might have.
- answer any questions
- as we discussed
- attend a workshop on
- call me if
- can fill a need
- could establish a
- discuss this further
- encourage you to
- excellent opportunity to
- has been proven to
- has been a change in
- have an excellent chance of
- having problems with
- if you need help
- if you are unable to
- is well acquainted with
- in a position to
- jump on the bandwagon
- let me know
- must act fast
- need to act immediately
- need a polished presentation
- no time like the present
- please go ahead with
- will help you with
- will be open to
- will be happy to
3. Express anticipation for success.
- I look forward to hearing your report.
- You have my best wishes, now and in the future.
- I'll be watching your reports to see how this turns out. I am sure you will do your usual excellent job.
- I look forward to seeing you there.
- I am eager to see how this turns out. Please let me know what happens.
- Keep up the good work!
- We are sure you will find the materials useful on your trip to Springfield. Please let us know if we can help.
- a great opportunity to
- am sure you will
- am confident that you
- best wishes for this venture
- if you have any questions or concerns
- if we can be of help
- keep in touch
- keep me posted
- keep up the good work
- let me know
- let's plan to
- look forward to
- make a real difference to
- now and in the future
- take advantage of this
- this unusual opportunity to
- to receiving your report
- trust that you will
- will follow your progress
- will do a great job
- wish you the best of luck
- your usual excellent
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