Example of mail merge letter
Here is an example of a mail merge letter:
Letter Template:
Dear [Name],
I hope this letter finds you well. I am writing to inform you that your [product/service] is due for [maintenance/service] on [date]. Our records show that your [product/service] was purchased on [date] and has been in use for [length of time].
As part of our regular maintenance schedule, we recommend that you schedule an appointment with our team to ensure that your [product/service] is functioning properly and to prevent any potential issues. Our team will perform a thorough inspection and make any necessary repairs to ensure that your [product/service] is running smoothly.
If you have any questions or concerns, please do not hesitate to contact us at [phone number] or [email address]. We are committed to providing you with the best possible service and look forward to working with you.
Sincerely,
[Your Name]
Mail Merge Fields:
- [Name]: The name of the recipient
- [Product/Service]: The type of product or service being referred to
- [Date]: The date of purchase or maintenance
- [Length of time]: The length of time the product or service has been in use
- [Phone number]: The phone number of the company
- [Email address]: The email address of the company
- [Your Name]: The name of the person signing the letter
How to Use Mail Merge:
To use mail merge, you would create a document with the template above and then use a mail merge software (such as Microsoft Word or Adobe Acrobat) to insert the recipient's information into the fields. The software would then generate a unique letter for each recipient, with their name and other relevant information inserted into the fields.
For example, if you were sending the letter to John Smith, the software would replace [Name] with "John Smith", [Product/Service] with "air conditioner", [Date] with "June 1, 2022", and so on. The resulting letter would look like this:
Dear John Smith,
I hope this letter finds you well. I am writing to inform you that your air conditioner is due for maintenance on June 1, 2022. Our records show that your air conditioner was purchased on June 1, 2021 and has been in use for 1 year.
As part of our regular maintenance schedule, we recommend that you schedule an appointment with our team to ensure that your air conditioner is functioning properly and to prevent any potential issues. Our team will perform a thorough inspection and make any necessary repairs to ensure that your air conditioner is running smoothly.
If you have any questions or concerns, please do not hesitate to contact us at 555-555-5555 or [email protected]. We are committed to providing you with the best possible service and look forward to working with you.
Sincerely, John Doe