You have the purchaser contact, or an R&D contact, both involved in the approval process of your product. It’s time to introduce yourself and to try to build business links
Your first mail is important:
- the customer must quickly understand who you are (not a spam, not an useless prospector for other services) and that he is concerned by your product.
- your message must nor be to short neither to long: the customer must not be affraid by having to read a long text, and nevertheless he must feel it is a serious message and learn a few things from you
Your introduction must be short and effective: 3-4 small paragraphs maximum; 10-15 lines maximum.
Then he must feel confident that you are serious, and that he will not lose time with you or your product: important to say after your first personnal introduction, the points concerning your product and your company which make him confident: « you have been existing for long time », « you have a long experience in the product you propose », « you have capacity of production »and « you are competitive » and « already active in the market »: all those points which can look basic are nevertheless messages that are important to put because your prospect needs to hear these message to feel confident in you
Last but not least you must nicely push for a reply
- the best way is to suggest a meeting to introduce yourself better and present your product advantages . Face to face would be a must, but could be difficult at this first step of your prospection; a Team’s is a good first step as it does not involve/engage the prospect to much but enables to tigh a first « human » link and also enable to understand the prospect situation)
- less « intrusive » is the suggestion to send your Technical Data Sheet, your commercia ldocumentation and offer also free sample for test; depending on the answer, the suggestion then for a TEAM’s will be easier to get.
- If a professionnal fair is happening soon, the suggestion to organise a short meeting on the booth there, is also a good way to propose a meeting with the prospect
Which tune shall you adopt in your wording? It is essential to not be « to much » and avoid « exagerating » words . Let use words which are nice, polite, gentle but not emphatic
Prefer to say ‘I would like » than « i would love »; avoid using AI for the wording as AI tends to be very emphatic and this can be quickly recognized by the reader: be yourself and natural in your approach, be nicely direct in your introduction and suggestions.
Below an example of message suggested by AI: in red text to change or to soften
Dear [Client’s Name],
I hope this message finds you well. My name is [Your Name] from [Your Company], and I wanted to take a moment (better to say you mould like to ) to introduce myself and explore a potential collaboration with you. (This first paragraph doesn’t say anything about who you are and your position, nor say anything about your company ; it is also reassurring for the customer to understand how you came to know him, if you are free to say)
We specialize in [your area of expertise] and help businesses like yours by providing [brief overview of your services/products], allowing them to [main benefit for the client]. I would love (here also prefer I would like or I would be delighted , leave love for another time) the opportunity to discuss your needs and see how we can add value to your business. (it s better to say what are your advantages like competitiveness, product avaibility, specialised product made for its application, etc.. than showing just that you will bring added value: this is implicit, and customer is the judge of the added value you will bring to him, it is a bit arrogant to position yourself immediately as an added value bringer, better to position for the values you have, customer will see by himself if this will be an added value for him)
Would you be available for a quick call at your convenience? Please let me know a suitable time for you.(this is maybe a little to direct and forcing; open the choice of having another contact and a response from your customer by suggesting several possibilities and in particular the sending of data sheets and sample of your product)
Looking forward to your response. Feel free to reach out if you have any questions.
Best regards,
[Your Name]
[Your Company]
[Your Email]
[Your Phone Number]
A suggestion:
Dear [Client’s Name],
I hope this message finds you well. On behalf of (your company name), I would like to introduce myself as (your name and position in the company). I would also like to briefly present (your company) and (your range of products).
Then briefly say how you have come to know them :
- I noticed at (if you saw the customer in a fair ) that your company is one of the leading manufacturers of (the market/end product you are targeting)
- (or if the customer has been given to you by another person of the customer’s company or by the customer’s business network, it’s good to refer to it) : your name and e-mail adress has been given to me by Mr (or Ms… to whom I was asking for a contact involved in our product family
- (if you found the person on LinkedIn, that’s also good to say showing you belong to same world)
Our commercial office is based in (your location briefly, country and city if well known), and our production facility is located in (the country where you produce if it is an advantageous point) . We have been developing a wide variety of (your product range that you want to promote) , which we would like to introduce for your (the customer’s product ).
We have developed a high production capacity at our (country production plant), which has been manufacturing (your product family )for over ( duration of existe,nce if it is substancial like over 5-10 years) years.
Our organization’s structure and commercial flexibility allow us to provide excellent customer service, including small deliveries, a range of packaging options (some details on your various possibilities), and competitive pricing.
With our fully integrated European production located in an EU zone country, we can guarantee reliable supply.
I would be delighted to discuss further details in a Teams meeting or during a visit to your office or factory. I would also be happy to send samples of (your product)for you to test in your (production or application of customer)
Additionally, I will be attending the upcoming (Show, Fair, Exhibition, International Seminar) in (place of the event) at (date of the event) and would be very interested in meeting with you in person if you plan to attend or have a booth there.
I look forward to hearing from you.
Best regards
your professionnal signature with all data about telephone, mail, web site.
