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5 Easy Ways to use Handwritten Notes

Posted on by Ilan Mann

Handwritten notes are a tried-and-true method of communicating with new or prospective clients. Writing a customized handwritten message demonstrates there is a person behind the scenes at the heart of your business.

Because personalized, handwritten messages are a forgotten craft, they are very effective. Consider: when was the last time you received a handwritten letter instead of an email or a Facebook message? Those posts may be highly efficient, but a handwritten card transcends the transitory nature of our digital inboxes and provides something substantial and meaningful.

Let’s take a look at some fantastic ways you may utilize handwritten notes to promote and develop your small business.

Thank Them For Their Business

It is important to start with the fundamentals. Thanking your new customers or clients for their business is a simple gesture that shows them that you appreciate their decision to choose your company.

A thank-you note should convey this sentiment in writing, using a pen and paper (and even a robot!) instead of an electronic form of communication. Your gratitude can go a long way in developing a lasting relationship with your customer. Make sure you send your thank-you note in a timely manner; otherwise, your customer may forget about the transaction (and you).

Send Personalized Birthday Cards

What could be a more unique and personalized opportunity to reach out to your customer than to commemorate their birthday? Recognizing their birthday by sending them a handwritten note will help create familiarity with your clientele, which can later translate into a deeper, long-term relationship.

Sure it may take a little extra effort, but it’s worth it to make your customer feel appreciated. Too few businesses send handwritten cards, let alone cards that aren’t directly related to a sales transaction. So you are sure to stand out by following this approach.

To keep track of information specific to each customer such as birthdays, choose a reputable Customer Relationship Management platform to help automate this process. By using a CRM, you can keep all customer contact information in a single place so that you can easily send out birthdays and other critical time-sensitive messages to your customers.

Send a Note After a Networking Event

Regular networking is excellent, but incorporating a strong follow-up is even better. When you meet someone at an event, make sure you send that person a quick note a few days afterward, which will reinforce your connection.

This approach is an easy way to connect with someone who may not necessarily realize that you can add value to their business while developing a deeper relationship with them than the initial (and often casual or shallow) connection made through the networking event.

They will also appreciate that you took the time to continue a conversation in another way. A handwritten note will help them remember you and your company when they eventually need products or services, allowing you to gain even more value from networking.

Write a Handwritten Note of Encouragement

We all go through tough or challenging times. So when someone reaches out to you during a particularly difficult (or otherwise notable) situation, you are sure to remember it. If you notice someone standing out – for whatever reason – be sure to send them a note of encouragement. This gesture will let the person know that their actions haven’t gone unnoticed and are appreciated by others, including you.

When someone is outwardly positive, acts with integrity, or stands tall in the face of a challenge, you should use that opportunity to let them know that they aren’t alone. Sending a personalized, handwritten note or card to a person who has demonstrated confidence or positivity can greatly influence the way they view themselves, their business – and you.

Prospect A New Target Area

We’ve talked about real estate prospecting as a geographic prospecting application. When you are looking to build your business in a new territory, you have to get the attention of potential local customers. What better way to do that than with a personal note or card?

Again, this is an opportunity for you to stand out from other potential competitors who haven’t taken the time to create and send a handwritten note to people who live or work locally. This handwritten letter should include helpful information about your business, how you will be of benefit to them, and a brief description of your products or services.

A handwritten letter to local businesses or households is an excellent opportunity for you to introduce your business to influential community members who can help you establish relationships with even larger networks of neighbourhood people and businesses.

Get Started Today

These are just a few ideas on how to market your business to new or potential customers. As we have seen with so many of our clients, a handwritten card can be an effective way to continue building strong relationships with current customers and prospects alike.

If you’re looking for more ideas on how to market your business, contact us today. We’ll be happy to discuss what we can do for you to help grow and expand your customer base.

6 Tips For Realtors On How To Craft The Perfect Prospecting Letter

Posted on by Ilan Mann

One of the most challenging parts of being a realtor – what separates the greats from those who are scraping by – is the ability to attract listings.

If it seems like the top agents are the ones always getting the new listings, that’s because they probably are. Leads turn into clients, who in turn blossom into referrals. Every “For Sale” sign that turns into a “Sold” sign the best possible advertisement for your brand, seen by thousands of people travelling through the neighbourhood. It’s easy to see why every listing is worth so much more than the commission on a single house.

That’s why leading realtors send handwritten letters in neighbourhoods where they want to have a presence. They know that handwritten letters get opened, get read, and get attention.

Here are a few things to keep in mind when sending direct mail to attract new listings.

Pick a Neighbourhood

There is a very common – and very incorrect – notion that casting the widest possible net will catch the most fish. That’s not true if your net needs an upgrade.

Avoid the temptation to drop tens of thousands of cheap flyers to diverse neighbourhoods across cities. Try a smaller, higher quality net.

Choosing one neighbourhood at a time allows you to build a brand within a defined area. For one thing, neighbours talk. Not to mention that people walking the neighbourhood passing by five different signs of yours is much better than having five signs in different far-flung corners of the city.

Send Letters in Waves

Once you pick your neighbourhood, sending multiple letters is a great way to make sure that recipients remember your name.

When they think, “I need a realtor,” they should immediately think about you and the multiple letters you sent them.

Send a series of letters, 4 – 6 weeks apart, and each letter should build upon the last.

Start with a Personal Touch

Your initial letter should include why you’re reaching out to them specifically. Tell your recipients that you’re interested in houses in this neighbourhood just like theirs.

Using data from your CRM, you can effortlessly include details, including the name of their street or how much houses in their neighbourhood recently sold for.

Explain Your Value Upfront

Any introductory piece of direct mail – but especially one where you’re trying to earn someone’s trust to sell their biggest asset – should always include one thing: what’s in it for them?

Explain why they should trust you. What makes you unique? This is the opportunity for your quick and snappy elevator pitch.

Keep your Follow-Up Simple

There’s no need to re-introduce yourself at length in your second letter. Simply call back to your first letter:

“Dear Mr & Mrs. Smith

I’m writing to follow up on the letter that I sent you last month about your house on Avenue Road”

And then re-state or elaborate your value:

“I take marketing for my clients very seriously. That’s why my sale price is always above asking”

Bring it Home with a Call to Action

All of your letters should end the same way: with a call to action. Tell your clients what their next step should be.

Should they call you for a free home valuation? Should they email you to let you know what night they’re free for dinner at a local steakhouse to discuss their home sale? Let them know how to reach you, either in the text of your letter or on the letterhead under your signature.

Listings are about more than just earning your commission; listings are the building blocks of your brand, and therefore of your business.

Sending a series of three letters to hundreds or thousands of homes within a neighbourhood may seem like a considerable effort, but great realtors understand that there is no such thing as overkill when it comes to getting new listings.

All you need to do is get started.

Six Things to Avoid in a Handwritten Thank You Note

Posted on by Ilan Mann

When you receive a handwritten thank-you note from someone, it’s one of the most thoughtful gestures that person could make. It shows that they took time out of their day to write something just for you. The same goes for your clients.

Writing a handwritten thank-you note to clients is a great way to show them how much they mean to your business or organization while creating a deeper personal connection.  Unfortunately, many small business owners often don’t write thank-you notes or cards. Yet studies show that we often underestimate the value of personalized thank-you letters because they aren’t sure where to start or what to include. Our take: it’s a powerful tool you should be using.

If you want to add a personal touch to your business, a handwritten card is a great way to do it.  That being said, there are some things that should be avoided when composing one of these notes. Here are six major pitfalls to avoid when crafting a handwritten thank-you letter.

1. Don’t send a generic thank you

If you decide to send a handwritten note to a client, make sure it’s personalized. Generic messages are impersonal and show that you didn’t take time out of your day to create something for your customer specifically.

It’s easy to personalize a letter if you’re using Contact Relationship Management (CRM) software and even easier with some creativity. Even without using a CRM or spreadsheet program, take time to introduce your customers by name when expressing gratitude for their patronage: they’ll appreciate it! And never forget that spelling is important–accuracy will help maintain trust and avoid offence in this fast-paced world.

2. Don’t be too formal

The thank-you letter is a great way to express gratitude for the time and money donors, customers, or supporters have given. Your message must be both warm and sincere, which can mean different things depending on who the recipient might be. The tone of voice that you use in your note should be friendly and personal.

Keep in mind a friendly tone of voice helps make sure people don’t stop reading after just one sentence, too.  So think about what a note would sound like if it came from an old friend instead of some corporation when crafting yours.

Depending on the culture of your organization, you may have a standard way to address a customer or donor.  Some say “Mr.” or “Ms.” while others may call them by their first name. Avoid guessing at the best title for them – only use one that has been specifically stated in advance.  You can’t go wrong with using their first name.

3. Don’t wait too long

When sending a thank-you note, it’s best not to wait so long that your customer forgets having done the thing you’re thanking them for. The slower they receive a response, the more likely they’ll forget the details of the interaction. That’s why follow-ups can’t be delayed for too long.

It’s going to take some time for your note to get finished, stamped and mailed – it’s not called “snail mail” for nothing!  So send a letter to your customer thanking them for their business as soon as you can after the transaction.

4. Don’t hide your company’s personality – or yours

It’s important to be yourself when communicating, not just because it can help you come across as more genuine, but also so the other person knows they are communicating with a real person.

Consider what your company or non-profit is about and how you would want to articulate to a customer or client for them to understand you and your company or organization better at an emotional level.

Don’t forget to include hints of your company’s personality!

And make sure to showcase your own personality, too. You’re a unique individual – don’t ever be afraid of letting that show.  Don’t forget it’s one-on-one communication, so the recipient will likely appreciate hearing from you at an authentic level rather than just another generic message sent out by any small business or organization communicating with a sea of customers.

5. Don’t ask for anything in your thank you note

Don’t ask for anything in your thank-you letter. A thank-you note’s only role is outreach: to make the customer or donor feel good and provide sincere thanks. Full stop.

Though it might be tempting to include a new piece of information – such as telling them about another service or selling some tickets to an upcoming event – don’t do that.  If you do, then your gratitude will not seem genuine, which could leave them feeling unappreciated instead of valuing your gesture of thanking them.

6. Avoid talking about your company or your goals

Similar to the last point, a thank you note should be used only to say thanks. It’s not the time for touting your company’s accomplishments or goals; it’s a chance to express gratitude and recognize a customer’s contribution to your success.

This is, however, the perfect time to be thoughtful in your thank-you note. Make it all about them, not you. Take some time and put yourself into their shoes, remembering that they could have taken their business somewhere else: they deserve a little appreciation!

Thank-You Notes Are A Powerful Tool

The right way to say thanks after doing business together might not always come naturally or easily. But once it becomes a regular part of your business operations, you’ll find it is an effort worth doing.  It’s an opportunity to say thanks and let your donors, customers or supporters know how much they are appreciated.

Lizzie Post, the great-great-granddaughter of the etiquette guru Emily Post, highlights the power of a personal note: “There’s something very lovely about the personal, physical touch of someone’s handwriting on an actual piece of paper that arrives at your door.”

The first step is deciding to send a handwritten thank-you letter to build relationships with your valued contacts. Using these rules, you will ensure that the message in that letter or note has a big and lasting impact on the recipient.

4 ways to get referrals from handwritten letters

Posted on by Ilan Mann

The folks who say “the best things in life are free” have never been to Disneyland. But, they’re on to something when it comes to business. Entrepreneurs love nothing more than free advertising. No advertising works like a referral. Social Media Today drops some key stats that reveal why. 60% of marketers say that referral programs generate a high volume of leads. 54% say that referrals have a lower cost per lead than other methods. And marketers rate referrals as the second-highest quality source of leads.

When it comes to lead generation, the best things in life really are free. That’s the great thing about referral marketing. All it costs is being great at what you do and a great person to work with.

There’s nothing not to love about referrals. The question is: How do we get more of them? Simple: being top-of-mind at all times for your past and loyal customers. That way, when their friends and family ask for a recommendation—say, needing a realtor for a first-time home buy—you’re the first person in your industry that comes to mind.

But how do you stay top-of-mind in a meaningful way? By creating meaningful connections and relationships with customers. The kind that transcends the transaction and becomes authentic and human. No method of communication creates a bond like handwritten letters. Handwritten letters help produce grateful, happy customers—the ones who recommend to others. How? Consider these four ways handwritten notes can boost your referral marketing.

1. Send an anniversary letter.

Let’s say you’re a realtor who helped a young couple buy their first home. That’s a huge step for any couple and one that is rich soil for a lasting, loyal customer relationship. Keep track of your sales and send a handwritten letter on the first anniversary of the buy. Imagine getting a home ownership “anniversary” letter: a reminder of this important milestone. Use the letter to reiterate how grateful you were to help and your best wishes for the customers’ future. It’s a warm human touch, and it will keep you top-of-mind for those customers well after you worked with them.

2. Encourage customers to leave an online review…

The digital revolution has brought with it new methods of referral. Strong online reviews have become non-negotiable for successful businesses. Nearly all consumers—97%—use online media when researching products and services in their local area, according to a consumer tracking study by BIA/Kelsey’s. And that research has a major impact on where consumers choose to buy.

The modern customer crowdsources trust from the digital market. 82% of consumers read online reviews for local businesses, according to the Local Consumer Review Survey, with the average consumer reading a whopping ten reviews before feeling able to trust a business. Your online reviews can make or break these digital-first customers. “Positive reviews make 91% of consumers more likely to use a business,” notes the Survey, “while 82% will be put off by negative reviews.”

The transition between an analog marketing experience and a digital one is seamless. To that end, a handwritten letter is a great way to request an online review from a happy customer. You could send a short note thanking them for their business, explaining the importance of their review for your success, and providing a QR code or other link to your Google Review. It’s an intentional, impactful way to inspire a customer to leave a priceless five-star review.

3. …And then thank customers for their online review.

Imagine how good a customer will feel if you send them a letter thanking them for positive reviews. Thanking someone for an online review in such a touching, personal way leaves an imprint in customers’ memories that no competitor could match. You will be the first name on their list when friends or family ask for recommendations.

4. Stay in touch for the long-term, using handwritten letters and free information.

With handwritten letters, you can find creative ways to stay in touch with customers. No hard-selling is needed. Do better: you can use these regular touchpoints to share your expertise for free. It’s counter-intuitive, but offering useful, free insights is a great way to “acquire” customers for no cost, create a sense of reciprocity while growing market share—a critical component of business success. Consider: An accounting firm might send a letter in the months leading up to tax season. The letter could share an overview of new tax changes—and a phone number if clients want to chat more.

A realtor may include a handwritten letter with a newsletter-style mailout, sharing an analysis of the real estate market. Think of it like opening the front door a bit, so customers can peek in and see everything you have to offer. There’s no better way to prove value than to share it. And expertise shared once is expertise that can be shared again. Potential customers will pass that information onto friends and family or will refer them to you. And in the case of past customers, they will be reminded repeatedly of the value you offer.

All four of these are critical ways of staying top-of-mind. And a top-of-mind business is one that will enjoy the fruits of referrals: high-quality lead generation on the cheap. If handwritten letters sound like the right referral marketing solution for you, well then, allow us to refer you to some folks who can help with that.

The Revenge of Analog

Posted on by Ilan Mann

Life is moving online—so why are so many of us going offline? The Revenge of Analog explains why.

If you’re a literary junkie, you know there’s been a quiet civil war raging among the community of book-lovers. At the core of this conflict is a sacred question—would you ever peruse a book using an e-reader? Is a book really a book if it isn’t on paper? On one side are those who appreciate the practicality of their Kindles and Kobos. No wonder why. They make books more affordable, take up less space than shelves, and are easier to travel with.

And the other side of the divide? To them, it isn’t a practical argument. To them, the sanctity of the paper book is spiritual.

Consider comments in this Reddit thread explaining why users prefer paper books:

“I love the feeling of a good book in my hands.”

“There is nothing more satisfying than opening a new book and getting the honour of breaking the spine.”

“Seeing withered spines and taped covers makes me smile, and I like to think the reader is reliving so many memories just from that one book.”

Note the commonalities. “Feeling,” “opening,” “breaking the spine”—these describe the physicality of the book. They say: Nothing compares to the experience of touch. Touch is connected to memory, and especially to good memories. Touch becomes the doorway to the soul.

The sanctity of touch is the theme of David Sax’s 2016 bestseller, The Revenge of Analog: Real Things and Why They Matter. The book explores a contradiction in the digital revolution. At a time when most of life is moving online, more and more consumers are showing a clear preference for analog—or physical—alternatives. Essentially, things they can hold in their hands—and how feeling things makes them better. Where a Google calendar offers efficiency, a paper calendar offers beauty. Where a Facetime call provides convenience, a conversation over coffee creates intimacy. Where digital can feel distant, the physical feels closer—even in the case of a handwritten letter, where the sender can live far away.

Sax chronicles the analog revolution through anecdotes that would make Malcolm Gladwell smile. He opens with the unexpected resurgence of vinyl records. Sales reached half a billion dollars in 2015—the highest level since the late 1980s. Vinyl is an experience of music that feels “heartfelt, raw, and organic,” says Sax. “You watch the record spin, and it’s like you’re sitting around a campfire,” one musician tells him. “It’s hypnotic.” And hypnotism remains a face-to-face art.

Do you think this anti-digital vengeance comes from older demographics pining for simpler times… a Bingo club of “You kids, get off my lawn” consumers? You’d be wrong. Those now dipping their toes in analog grew up bathing in digital products: Millennials and other young consumers. They are driving the success of analog alternatives like old-school Polaroid cameras with built-in printers.

Our favourite part of the analog trend is what it reveals about our enduring love of good old-fashioned paper. For instance, beyond books, Sax raises the hopeful future of magazines:

“The newer magazines that are succeeding today, publications like Kinfolk and Monocle magazines, they’re saying, ‘Okay, we might have a few ads in here, but we’re really not dependent on ads in the way that time and Newsweek and Vanity Fair is. We depend on your subscription dollars. If you like it, you pay for the subscription, you pay for each issue, and it’s going to cost you more than those Sports Illustrated things, and we’re not sending you a football phone. You’re going to pay for this, but you’re going to get something that’s a high quality and that you’ll like and it won’t feel as disposable’. And if enough people think that, then, that’s a business.

In our industry, we at Postalgia see the paper preference at play with the power of direct mail. From the huge plurality of consumers who look forward to checking the mail to the ways direct mail gets better response rates than comparable digital marketing, we see paper’s incomparable capacity to create an emotional connection between you and your stakeholders. Forging a connection in a way that digital marketing hasn’t yet matched.

This is why the paper preference is so powerful. Paper creates relationships. We’ve seen that during the COVID-19 pandemic, with the enormous proliferation of pen pal groups and letter-writing among family members as an antidote to social isolation—and in contrast, how draining the endless Zoom meetings can be.

Nowadays we hear a lot about disruption—and that the only way to be disruptive is digital. Today, the opposite is true. The revolution of analog products is on. This revolution won’t be televised—it will be handwritten on paper you can hold in your hands.

12 Tactics for Using Handwritten Letters in Your Sales Funnel

Posted on by Ilan Mann

Sales funnels. If you’re an entrepreneur or salesperson, you’ve heard the term enough to make your ears bleed. Yes, those YouTube ads by teenage sales “gurus” are torturous. (“Here’s how my 15-year old daughter made six figures in two months as an Amazon reseller,” she says. Ok, Karen.) But they’re right about one thing—you need a sales funnel, and well-defined tactics for every stage of the funnel, to succeed in your business.

But first, a quick refresher on sales funnels. In a perfect world, we wouldn’t need them: customers discover our store or website, take a close look, decide to buy—no questions asked—and then tell their friends and family.

We don’t live in that world. We live in a world where companies go to war for the attention of their customers’ over-extended brains. And even when we get a flash of that attention, we have to get them interested enough to learn more. Then we need to convince them to buy something. Even when we’ve done that, we actually need them to click the “Confirm purchase” button to complete the sale.

That’s the traditional sales funnel: how we move a potential customer from awareness of our offering to interest in it, to making a decision to buy, to taking action.

Proven tactics for each stage of the sales funnel are helpful when you are putting one together. Handwritten letters—of the kind Postalgia can produce in spades—fit into any stage of an effective sales funnel. Here are just some examples to get you thinking creatively about how handwritten letters can build your business.

Awareness

  • Many companies use direct mail targeting through their postal service. Consider leveraging this tactic with a handwritten note to introduce yourself to potential customers. For instance: a realtor could send ageing homeowners in a local neighbourhood a handwritten introduction. It could include the realtor’s history selling houses in that neighbourhood, and how the realtor can help any family looking to downsize. It’s a friendly way to introduce yourself and build credibility in a new market with a targeted segment.
  • Starting a new business? Why not send a letter to all your professional and personal contacts, letting them know you’re hanging your shingle? You’ll find no greater advocates than your closest friends and family. The human touch of a handwritten letter may inspire them to share your info with others.
  • Mail your list of loyal and past customers, letting them know about a new line of products or a major sale you’re launching. Consider connecting your letter to their previous purchase. “Sarah, if you loved the fall scarf you purchased from us last year, you’ll adore the new fall scarves we’re releasing this October!”

Interest

  • Many companies keep subscription lists for branded newsletters. Consider surprising subscribers with a handwritten letter. For instance: if a non-profit or charity offers a regular newsletter, that organization could mail their first edition to a new supporter with a special handwritten letter thanking them for their support.
  • Consider sending a letter with a timely call-to-action related to a topical news event. For instance: Let’s say meteorologists are predicting a chilly winter. If you sell outerwear, send a letter to local residents, letting them know about the cold to come and offering a discount on coats. Connecting your product to a top-of-mind challenge is a great way to clinch a purchase decision.
  • If you offer product samples, especially online, accompany those samples with a handwritten letter thanking the potential customer for their consideration and explaining the many benefits of your products. It’s a great way to create a personal connection right when a potential customer weighs whether they want to go further.

Decision

  • There’s nothing an e-commerce entrepreneur dreads more than seeing a user with a full shopping cart, who hasn’t hit the “Checkout” button. Worry not—if you have their shipping information, send them a handwritten letter reminding them to complete their purchase. You can even offer a special discount as an incentive to finish.
  • Do you host informative webinars for potential customers exploring your product or market? It’s easy to connect that experience to a handwritten letter. Whether you use EventBrite or another event management platform, require that attendees share their mailing information. Follow up with each attendee by letter after your webinar, thanking them for attending and providing your phone number if they’d like to learn more. That personal touch will take the sometimes-impersonal experience of a webinar and make an attendee feel valued.
  • If you provide personal consultations to potential customers—say, the way a realtor will offer a free, no-obligation house appraisal—you can offer to follow up that consultation with a one-page summary of your recommendation for the customer. Helping customers for free—and encouraging them to purchase your services along the way—is a great method for building loyalty.

Action

  • We know the extraordinary effects of gratitude on the human psyche. It’s not surprising then how effective a simple thank-you letter for a new customer can be. Sending a thank-you letter with any product you ship, or after service you provide, will leave a memorable mark – particularly among new customers whom you hope to keep for the long-term.
  • Handwritten letters are also a great way to upsell a customer in a non-pushy, friendly way. Let’s say you sell furniture. If a customer buys a new coffee table, you might attach a handwritten letter to their shipment, letting them know your recommendations for rugs, side tables, or chairs that would perfectly match. Connecting your helpful suggestions to their purchase shows that you are offering personalized advice tailored to their tastes—and may convince them to buy more.
  • Show customers how much you care about their experience with your company. An appropriate period after their purchase, send them a follow-up letter asking about their use of the product. Are they fully satisfied? Do they have any questions? Are they enjoying the product as you hoped? Provide your email or phone number—show the customer you care deeply about their enjoyment of the product, long after they have paid you. It’s an excellent way to build a relationship and earn a customer’s loyalty in the long-term.

These are just a few ideas for every stage of the sales funnel. Handwritten letters are an effective tactic, no matter where your customer is at in their journey. And with the power of Postalgia’s robots, you can produce handwritten letters on mass for any sales campaign. Click here and learn how.