An Example of Email for Customer Service

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From: CustomerCare@weprint.com
Date: Wednesday, November 3, 2005, 8:48 AM
To: rpleskunas@gorgetracker.com
Subject: Your Electronic Business Card Is Ready

Dear Richard:

In response to your order dated November 2, 2005, I am pleased to inform you that we have now configured your electronic business card and you can link to our website to download it to your computer system at your convenience. Your electronic business card is ready for you to install! [Don’t bury main idea] Please follow these easy steps to access your account and install the card. You will need the e-mail address and password that you used to register with us.

To install your electronic business card:
Link to www.weprint.com/vp/ns/my_account/my_ecards.asp, then go to the "My Account" page, click “My Electronic Documents,” find the appropriate file and click “Download,” save the program to your desktop (do not alter the filename), and when the download is complete, click “Open” to launch the installer, which will guide you through the installation.

WePrint Electronic Business Card Installation Instructions:

1.Click the link below to log on to your WePrint account, using your existing username and password:
www.weprint.com/vp/ns/my_account /my_ecards.asp
2.On the "My Account" page, click “My Electronic Documents.” 3.Find the appropriate file and click “Download.”
4.Save the program to your desktop (do not alter the filename). 5.When the download is complete, click “Open” to launch the installer. 6.Follow the steps to install your electronic business card. [Clarify necessary detail.]

Your installation program for this electronic business card will be accessible for 30 days from this date. If you have not installed your card by the expiration date, the installation program will be deleted from our system. Please install your card prior to the expiration date to be sure you safely retrieve it before the information is deleted from our system. [Put negative information into favorable context.] Easy instructions in the installation program will help you set up your electronic business card to work with the e-mail program you currently use. If you have any problem with this, you will find a help-line number on the instruction page to call for assistance. You’ll soon be enhancing your electronic communications with the same great custom graphics that you created for your WePrint business cards![run in. Use resale and positive reinforcement.]

WePrint provides the highest quality, full-color printing at the lowest prices—guaranteed! We hope that you’ll visit our website again and trust that you’ll find many additional products there to improve your business. You’ll find additional products on our website (www.weprint.com) to help you improve your business with fast, easy, and affordable custom printing. [Avoid implying inadequacy with a lack of confidence (hope, trust).]

Choose an opening that does a better job of getting right to the point than this sentence: “In response to your order dated November 2, 2005, I am pleased to inform you that we have now configured your electronic business card and you can link to our website to download it to your computer system at your convenience.” a.“Thank you for your recent order from us.”

b.“We are pleased that you have chosen to do business with WePrint, where customer service comes first.” c.“Your electronic business card is ready for you to install!” d.“The following information is being sent to you via this e-mail because of your recent online order from WePrint.”

2.Select the option that explains how to improve this sentence: “To install your electronic business card: Link to www.weprint.com/vp/my_account/my_ecards.asp, then go to the "My Account" page, click “My Electronic Documents,” find the appropriate file and click “Download,” save the program to your desktop (do not alter the filename), and when the download is complete, click “Open” to launch the installer,...
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