![]() ![]() Consult relevant units to confirm all costs and implications before informing the client.Ĭommunication is only effective when the message is understood as intended by the sender of the message, so require the client’s confirmation. Ensure the terms communicated to the client are in line with your company policy. If you have successfully captured the client’s requirements and painted a clear picture of the implications of the client’s requirements, ask the client to confirm and accept your terms in the concluding section of your email. In such cases, simply restate the requirements, ask for the client's confirmation and inform the client that you will revert with feedback. Very complex client requirements may require several days of review and consultation before a solution can be offered to the client. Use clear and simple language in your email and avoid jargon to ensure your email will be easily understood. The client should have a clear picture of how you will handle the requirement after reading the body of your email. Additional information or details required from the client.Timeline for delivering on the requirements. ![]() Your company policy or process for fulfilling the requirement.The body of your email should provide the client with details on: It is much better to provide enough information than leave important details out. No one wants to receive information piecemeal, especially when there are cost implications. While the introduction provides a summary, the body of your email should be detailed. Provide All Relevant Information in the Email to Clarify the Client's Requirement Big brands such as Western Union, Heineken, Google – are very good at maintaining a consistent brand image in their communications by using uniform fonts, colours, and email templates. Elements such as the email layout, colour scheme, font, and tone should be deliberate to communicate a consistent brand image. How you write an email to clarify a client's requirement will ultimately be guided by your organizational culture, branding, and writing style. Organizations often charge add-on costs for special requirements and modifications to products or services, therefore, errors in capturing the client’s requirements are potentially costly for your organization and damaging to customer satisfaction and retention. Emails are an excellent medium to document client requirements for review and confirmation. While the telephone is often the most convenient means clients use to reach organizations, writing an email to clarify a client's requirement are more efficient to ensure proper documentation of requirements.Ĭlient's requirements can vary from minor preferences in colour, delivery or packaging to more detailed modifications. For this reason, there will be a lot of occasions when you will have to interact with customers, clarify client requirements and deliver on customer requirements. ![]()
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