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Renewal letters

Discussion in 'Business Operations' started by captaingreen, Feb 3, 2004.

  1. captaingreen

    captaingreen LawnSite Senior Member
    Messages: 471

    Last year was my first full time year of mowing. I have approx. 35-40 weekly mowing customers. I am trying to come up with a basic format for my letter. Something like home you are making through the winter ok, price for this year(same as last), additional services offered this year, and maybe a few coupons. I am trying to make it sound and look as professional as possible. Any samples, formats, or basic structure would be greatly appreciated.
  2. TSM

    TSM LawnSite Senior Member
    from MA
    Messages: 707

    personally, i wouldnt ask them if they are making it thru the winter okay. but thats just me, maybe instead i'd say 'spring is just around the corner'

    Just be yourself, keep it simple, make sure all spelling is correct.

    You could get into what type of paper to use. High gloss coated paper is nice, but with 40 accounts I'd use a standard paper, I feel that will keep a personal touch that folks enjoy. When you get up to, say, 100 accounts, then the high gloss coated paper.

    I'd also follow up with a phone call about 7-10 days after you have mailed them. Just a friendly hello, ask if they have recieved the mailing and if they have any questions or concerns before this season gets underway. Also ask for referals!!! You know, "Mrs Jones I'm looking forward to servicing your property again this season. by the way, do you know of anyone in your neighborhood that has a need for my service?"
    Maybe have an offer for every referal THAT TURNS INTO A CUSTOMER, one free mowing or something like that.

    good luck
  3. Expert Lawns

    Expert Lawns LawnSite Silver Member
    Messages: 2,660

    here's the one i used last year. i'm currently revising it so that it will include my new services, prices, payment plans, etc. maybe this will give you a few ideas.

    Attached Files:

  4. mtdman

    mtdman LawnSite Gold Member
    Messages: 3,151

    I always use the 'Spring is right around the corner' line on mine.

    There's no big formula for writing a letter like that. Just tell them what you need to get across, as simply as possible. That's always my main consideration.

  5. OP

    captaingreen LawnSite Senior Member
    Messages: 471

    Thanks guys, you've been helpful as always!
  6. Team Gopher

    Team Gopher LawnSite Platinum Member
    from -
    Messages: 4,040

    Hi Captain Green,

    There is another renewal letter posted in this post. Maybe it will give you further ideas.
  7. proenterprises

    proenterprises LawnSite Silver Member
    Messages: 2,295

    i like the approach that expert is using. it is imformative, brief, lets them know they they are valued, incentives to refer and hooks them into the extra services (ie spring cleanups)
  8. mtdman

    mtdman LawnSite Gold Member
    Messages: 3,151

    Expert, a word of advice. You might want to change that to 1 free mowing for each REGULAR customer referred to you. I tried the referral thing before, and several people got their friends/family to call for a mowing, which got them the free mowing for each referral, but none of the referrals signed up for regular service. Gotta be specific about that kinda thing.
  9. Expert Lawns

    Expert Lawns LawnSite Silver Member
    Messages: 2,660

    MTD, I worded it as follows: This year for every successful referral a customer gives, they will receive one (1) free mowing....

    Successful referral means they sign a yearly agreement. I didn't make that clear in the letter because I would rather explain it to the referred person when they call. I see where you're coming from though.

    Proenterprises, this letter has work well for me in the past. I am revising it this year, but will have much of the same info. It is a personal letter, and the only reason I inform them of what I am doing (college etc) is because I have a great relationship with my customers. Thanks for the positive feedback on it.
  10. mtdman

    mtdman LawnSite Gold Member
    Messages: 3,151

    Just as long as you make it clear ahead of time.


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