How To Write a Sales Visit Follow-Up Note
For a sales representative that normally peddles products to companies and businesses, closing a deal or a sale can be a gruesome task to accomplish, requiring the use of various strategies and persistence. Almost always, a sale will never be closed on the first visit. Businesses normally have to think every purchase through and will have to find the funding for such a purchase.
For instance, say you are selling inventory software to a business; you will never come close to a sale on your first appointed visit simply because there are a lot of factors that the prospective client will have to consider before signing the papers and paying you the money. They will have to look at other suppliers. They will have to look if their budget allocated for it is enough. And, they will have to determine if the software you are peddling is really necessary for them.
Now, since that is the most often the case, as the sales rep, it is your responsibility to keep following up your proposed product to the client. This will include calling up the client a few days or a week after your first visit. It may even require you to send a follow-up note to the client as well. Taking the follow-up note as an example, here are a few things to keep in mind when writing one.
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Figure out the objective of the note
The follow-up note is not necessarily used to persuade the client to purchase what you are selling outright. However, it does lead to that. A follow-up note could merely be a recap of the meeting you had and the next step in the process of finding and answering the needs of the client. For instance, say in your first meeting, you discussed the needs of the client.
Taking the inventory software example, say that you both agreed that the client will be sending you specifications and customizations needed for the software is the next step. If that is the case, then your note should be about that specifically, following up and reminding the client that he needs to send you some documents pertaining to that.
As you can see, it is a clear objective for a follow-up note. Having this clear objective will allow you to simplify the note, focusing on that particular objective.
Write an informal greeting
A sales follow-up note need not be too formal, especially if you have built a rapport with the client. Basically, you will want to address the note properly. In this case, you can use the first name of the client. Now, if the relationship maintains some kind of formality, then you should definitely address the proper name and stature of the person you are negotiating with. The proper salutation and the last name of the person will do nicely.
After addressing the note correctly, you can add a simple statement regarding your first meeting. An example of that is “Thank you for meeting with me the other day. I had a blast chatting with you about your business.” Then, continue on with something like this: “I am really looking forward to doing business with you”. This will not only remind the client about your meeting but will also strengthen your bond with him.
The next sentences should be straightforward. Tell him that you will be waiting for what you agreed upon and explain that this is an important part in the process as it will allow you to tailor fit the product you are offering towards his needs. Keep it simple and sweet.
Finally, end the note with a statement saying that you are looking forward to a prosperous business relationship. You may add the next step of the process should he fulfill the requirement on his end as well. A simple “Thank You” and “Best Regards” as well as your name and signature should conclude your note.
Bear in mind that your note can either be handwritten or computerized. The note can be delivered through snail mail, email, or through a courier or messenger.