Writing Letters for Your Customers? 5 Scripts for Handwritten Notes

On an average day, any one customer can interact with dozens of companies. Between the apps they use and the places they visit, there are many different companies trying to get the attention of the average customer. How do you stand out from the crowd? The answer to your problems could lie within handwritten notes. Handwritten notes are creative, elegant, and personal. Interested in seeing what kind of handwritten craft you can manage? We have some examples down below. 

Writing Letters for Your Customers? 5 Scripts for Handwritten Notes

The Basics of Handwritten Notes

All text on handwritten notes should  be handwritten. From the address  on the envelope to the letter itself. You want this to show the reader the effort you are putting forth. Machine printed letters can give the reader an impersonal feeling. Personalized stationery can help. Secondly, keep the greeting and closing relaxed and sincere. Instead of hello, try hey. Instead of sincerely, try best or warm regards. The last thing to remember is to keep it as personal as possible. This means using personal names as much as you can. Writing to a business? Find out the manager’s name who you are directing the letter  to.

  • 1. The “Answering a Sales Question” Script

When a customer, prospective or otherwise, contacts you about an important question about your product or service, it helps them feel wanted to respond with more than help. A letter for this could read, “Thank you so much for getting in touch with us. We hope we answered your question fully and I hope you are eager to contact us again in the future. We appreciate you as a customer.” You can tweak this for answering a problem or an issue that is still in the process of resolution.

  • 2. The “Welcome Aboard!” Script

New customers are always a fantastic time! You want to always put your best foot forward, and that means a welcoming and sincere handwritten note. A letter for this could read, “It is an honor to have you aboard [NAME]! We are brimming with excitement for you to join us and hope this partnership excites you as much as it does us.” Be careful with seeming too eager, but don’t hold back from expressing sincere happiness.

  • 3. The “Thank You Resolution” Script

Whether it is a resolution of a complaint or a great success of a transaction, you want to celebrate milestones in your relationships with your customers. A letter for this could read, “We thank you so much for working with us. Your support and concerns have strengthened us as a company. We hope this experience has improved your status as a customer!”

  • 4. The “Special Occasion” Script

There are plenty of moments that deserve a bit of celebrating. Whether it is the joy of the holidays or a specific anniversary, a quality note can bring a bit of extra cheer to the moment. A letter for this could read, “Happy [SPECIAL OCCASION]! The celebrations have been warm and happy because of dear customers like you. We hope you are enjoying yourself as well.” If you are very in touch with your customers, you can even do this for special events in their lives, like birthdays.

  • 5. The “Saying Hi” Script

Writing a handwritten note for special occasions or specific events is easy. It can feel like another step in the process. What can stand out the most is a random greeting from you to your customers. A letter for this could read, “We all here at [COMPANY NAME] are happy to have you with us as we push forward day after day. It is customers like you, [NAME] that make it all worthwhile. Thank you for being with us!”

Marketing with A Handwritten Flourish

Handwritten notes are a unique spin on getting in touch with your customers. The surprise at getting such a personal touch will make you memorable at the very least. Making sure you get the right dose of personalization can be tough. We here at ITI direct mail are happy to guide you through every step of the way. Contact us today for more information!

How to Write Direct Mail Letter Copy that Wins Sales

Knowing how to write a direct mail letter that generates leads and sales is at the core of most traditional marketing positions. Whether you are working for an ad agency or a political campaign, direct mail is essential to your overall strategy. Read on to see some of the most effective techniques and tactics that you can use to write high-conversion sales copy.

How to Write Direct Mail Letter Copy that Wins Sales

Keep the Mail Letter Short

The last thing you want to do is drown your audience in text and images. Direct mail that is too busy will increase the chances that your mailing will simply be thrown out. Keep sentences short, with only three to four sentences per paragraph.

Make Use of Images

Another thing to keep in mind is that you want to break the text up with images. Images can create a lot of meaning and make the overall tone of your direct mail piece seem less formal and easily digested. Picking the right image is a whole other process. You want the visual element to convey the same themes as your writing: a direct mail piece marketing food, for example, will want high-quality close-ups of the food, and people enjoying themselves while they are eating. Also, make sure that you fade or edit the photos so that they don’t sit jarringly against the text.

Always Include a Call to Action

The whole point of a direct mail piece is to get your audience to do an action. You can’t simply compile a list of benefits and hope that your readers will convince themselves. Clearly spell out what you want them to do, and how to do it – no beating around the bush and nothing hidden. To do this, choose actionable words like “order” or “call,” not everyday words like “get” or “receive.” It’s also important to create a sense of urgency. Words like “hurry” or “limited time offer” can encourage people to act soon – and can make it clear that promotions are time-sensitive

Make Specific Takeaways Skimmable

You should make sure that your direct mail piece is fully skimmable. This means that if you simply glance at your copy, you should be able to remember a few key points. Important facts – like the price, timeframe, location, and tagline – should be featured prominently, with bright colors and graphics and a larger font size. Writing specific takeaways in brightly colored boxes to the side of your main body of the text is an effective way to call attention to longer sentences that are still important. Use this for phone numbers, important background information, or secondary calls to action. 

Always Test Your Direct Mail Letters

You should always test minor tweaks before you implement them. By sending out two versions of a direct mail letter with only a single change between them, known as A/B testing, you can see the impact of implementing the above tips. For more information about marketing and direct mail specifically, feel free to check out our blog!

Direct Mailing for Donations: Best Practices for Your Non-Profits’ Next Direct Mail Campaign

Direct Mailing for Donations: Best Practices for Your Non-Profits’ Next Direct Mail Campaign

Many non-profit organizations want to add direct mail marketing into their fundraising efforts. The most successful non-profits understand that it requires investing enough time and money to achieve the best results from their campaigns. While some organizations depend solely on phone calls and emails, others have better access to other types of marketing options.

Direct mail fundraising involves a lot of calculated costs. Some organizations are hesitant about whether or not they should invest in direct mail. And if they do use direct mail letters, many often worry about if it actually works.

Good news: direct mailing does work. But there are things you need to know about it first. Here’s how to use some of the best practices to transform a direct mailing campaign into a group of informed donors.

Non-Profits Benefit from Mailing to Current Donors

The two most popular mailing markets for non-profits are to current donors and prospective new donors.  

Mailing to current donors is a great way to stay in touch and to encourage more donor participation.  

Prospecting mail gets sent to a purchased list of people who have never donated to your non-profit organization. These lists can be more challenging to see results from simply because the people on the list are often unfamiliar with your organization.

No matter the size of the non-profit, direct mailing should reach the current donor more often. In fact, mailing the list a solicitation letter at least once a year will make a big difference.

Direct Mailing Takes Practice

To have successful direct mailers, organizations should treat it as an art. Prospecting mail takes time and a lot of testing to find the perfect mailer that yields the greatest returns. One of the goals would be to show enough profit to pay for the marketing with the majority going to the actual cause. Once the current donor list is built up, the direct mail marketing efforts becomes more profitable. Sending out an inappropriate prospecting letter can waste a lot of time and money. Therefore, organizations should consider using a professional and experienced team.

Hiring an experienced direct mail consultant can help non-profits who are struggling just to break even.

Treat the Mailing List Like Gold

An organization’s target audience should be people who have already donated through the mail. Hence why current donor mailings are so successful. The direct mailer’s donor file is as good as gold when treated respectfully.

The only thing working against this is over-soliciting a mailers list. Organizations should avoid sending a direct mailer every other week, for example. Instead, they should be sending cultivation mailings, such as newsletters. These can keep a list fresh and let donors know that they are valuable.

Treating donor files with respect can welcome continued support to non-profit organizations.

Bottom Line

The most successful direct mail fundraising stems from a foundation of testing things. Non-profit organizations that continue testing, measuring and analyzing their direct mailing win. And for those seeking more guidance, our services can help!

Call us today and we can mail your letters so that you don’t have to hire a separate mailing house.