Business Correspondence: How To Make The Recipient Your Future Client

We are surrounded by information, and our consciousness exploits all five senses of perception to analyze the maximum amount of information, regardless of whether it is useful or not. It is irrefutable that since the invention of book printing, information has become more and more strong as a kind of currency standard that is mutually beneficial to exchange. Today, the volume of valuable information permeates all business correspondence along the entire vertical of employees: from the ordinary manager to the CEO. Are you willing to accept the fact that your inbox is overwhelming and hurting your productivity? Are you satisfied that the correspondence turns into constant communication, and the problem of finding a common language with the client is delayed?

Today we will touch upon those aspects that will provide all possible assistance in making your correspondence with the client correct, and communication concise and specific.

Structure information

The leading feature of our mind is the automatic ordering of everything that surrounds us. This quality manifests itself very well in the desire to correlate the sequence of objects that appear together in separate subgroups, connected logically. If you see a logically structured message, then it is more comfortable and pleasant for you to get to the point and understand the crux.

Write short letters

Try to follow the rule: one message for one subject. Thus, you exclude situations in which the recipient will show a desire to cover each topic with a separate message, thereby adding the amount of unread to your inbox. Also, try to keep a message within three to five sentences, because this is the optimal amount of information that is processed by our minds as efficiently as possible.

Do not forget to acknowledge receipt of the message from the client

Even if you do not have the opportunity to respond to the client immediately, take a minute of your time and notify the sender of the receipt of the message. If you cannot develop a dialogue, on the contrary, the phrase "received" or "accepted, thank you" will be enough. Thus, you inform the sender about the fact of receiving the request and accepting the information in full. Otherwise, you leave a certain understatement for the sender, prompting him or her to conclude that the message was not received by you for some reason. Most likely, this will encourage the sender to send another message asking for confirmation of receipt of the previous one or to involve another support person. Extra employees are involved, the volume of received messages increases, although this can be easily avoided.

Give complete answers instead of links

Even if your website has excellent delivery terms, prices, and product characteristics, customers will constantly request this information in the chat. Be patient and do not throw only links - instead, chat openly with complete answers and offer help. This will increase loyalty and trust in your brand because the client will see an expert in the online consultant who can explain difficult things and make them easy.

Use templates

More than a dozen times a working day, your managers will be asked how to pay, is there a guarantee and for how long is the delivery offered at your website. It takes a long time to think over and type the same message every time. Prepare answers to every popular customer question ahead of time and change the template depending on the context.

Direct the communication in the right direction yourself

The task of an online consultant is not just to answer questions, but to independently conduct a conversation according to a direct sales scheme: to establish contact, identify the needs of a client, present an exactly suitable product and close the deal.

If you still have not chosen a chat messenger for communicating with clients: we usually recommend the NEEO Messenger to our clients - it is the most functional and quickly responds to market innovations, offering convenient solutions for users!