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The Right Way to Write Email Responses to Customers.

The Right Way to Write Email Responses to Customers.

When it comes to sales, first impressions are everything. Since the beginning of AutoDeal.com.ph in April 2014, we have served more than 10,000 customer referrals to sales agents and car dealerships across the Philippines.

As our lives get busier, the need for effective digital communication is one of the most important factors of online sales, but removing the initial human interaction presents several challenges when trying to make the best first impression. As a sales agent who is incentivised to sell, your job is to make sure that you provide the best impact in enticing a prospective customer to do business with you - after all it’s much more desirable to connect with someone who seems professional and customer focused.

As a means to assist the hundreds of sales agents who receive our sales leads every day, we’ve taken the time to create a basic sample response template which you can copy and paste into your next communication. We’ve also broken down each element of the response to explain what we’re trying to achieve in every sentence.

Here is the sample:-

Dear [Client Name]

Politeness costs nothing and you’ve got nothing to lose by introducing basic common courtesy.

Thank-you for inquiring about purchasing a [Vehicle].

Let them know that you understand exactly what product they are interested in. (Note: be sure to fully read their inquiry before responding).

My name is [Your Name], sales consultant at [Dealership Name].

Introductions are important.

As requested i’ve attached a copy of the computation for the [Vehicle]. Please take the time to carefully review it. I’d also like to offer you the opportunity to schedule a meeting at our dealership located at [Dealership Address] so that you can have the chance to see the vehicle up-close and schedule a time for a test-drive. Should you have any further questions or concerns please do not hesitate to contact me on [Your Cell Phone Number]. 

Make sure you answer their specific questions and send them their requested quotation - but don’t leave it there, you want to get the prospective customer into the showroom so you can showcase in the flesh why they should deal with you and your dealership and not the dealership down the street. In particular be sure to provide an option for them to respond or to meet you in person.

This month is a great time to purchase a new [Vehicle] as we’re also offering [Incentive]

Let them know why it’s a great time to buy.

I will give you a courtesy call over the next few days to see if I can assist you further. You may also be interested in some of our other vehicles such as the [Example 1] or [Example 2]

Let them know that you’re completely able to entertain them at any time. Also refer other vehicles to continue the communication.

Have a fantastic day ahead.

With Regards,

[Your Name]Sales Consultant[Dealership Name][Contact Details]

Finish the response with your contact information.

Here is an example with the blanks filled in.

Dear Ms. Smith,

Thank-you for inquiring about purchasing a Kia Soul.

My name is Juan De La Cruz, sales consultant at Kia Manila Bay.

As requested i’ve attached a copy of the computation for the Kia Soul. Please take the time to carefully review it. I’d also like to offer you the opportunity to schedule a meeting at our dealership located at Diosdado Macapagal Ave. cor. Gil Puyat, Pasay City, Metro Manila so that you can have the chance to see the vehicle up-close and to schedule a time for a test-drive. Should you have any further questions or concerns please do not hesitate to contact me on 0917-123-1234

This month is a great time to purchase a new Kia Soul as we’re also offering Free 3-Year LTO Registration and PMS.

I will give you a courtesy call over the next few days to see if I can assist you further. You may also be interested in viewing other vehicles such as the Kia Sportage and Kia Carens.

Have a fantastic day ahead.

With Regards,

Juan De La Cruz

Sales Consultant

Kia Manila Bay

0917-555-1234

Remember, follow this very simple template or create something very similar to maximise the potential for you to hit your sales quota. Here's the template again below if you want to copy and paste it.

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Dear [Client Name]

Thank-you for inquiring about purchasing a [Vehicle].

My name is [Your Name], sales consultant at [Dealership Name].

As requested i’ve attached a copy of the computation for the [Vehicle]. Please take the time to carefully review it. I’d also like to offer you the opportunity to schedule a meeting at our dealership located at [Dealership Address] so that you can have the chance to see the vehicle up-close and schedule a time for a test-drive. Should you have any further questions or concerns please do not hesitate to contact me on [Your Cell Phone Number]. 

This month is a great time to purchase a new [Vehicle] as we’re also offering [Incentive]

I will give you a courtesy call over the next few days to see if I can assist you further. You may also be interested in some of our other vehicles such as the [Example 1] or [Example 2]

Have a fantastic day ahead.

With Regards,

[Your Name]

Sales Consultant

[Dealership Name]

[Contact Details]

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