December 5, 2005

Mr. Frank Barnes
Director, IT
Global Foods
123 Market Street
Youngstown, OH 12345

Subject: Solving your data integration difficulties

Dear Frank:

Thank you for your interest in Continental Computer. This letter summarizes my understanding of our meeting and of our action plan.

Critical issue: integrating data from several sources
In our discussion, you told me about your critical issue: your difficulty integrating data from several distribution centers and from companies that Global Foods recently acquired. The reasons for your difficulties:

• a variety of hardware/operating system environments
• a lack of people cross-trained in the various environments
• a large backlog of outstanding user requests in each data center

Global’s goal
You said that you could provide a company-wide information system if it were possible for you to

• make data in different locations available to all locations
• make that data available to users
• keep existing key applications.

How can Continental Computer help you?
You agreed to let Continental prove that we can give you those capabilities. You also said that, if we demonstrate that Continental can meet your needs, you would introduce us to Jack Lanham, your VP of Finance. I understand that Jack is not happy with current inventory cost controls.

May we show you how we can help?
I have arranged with Robert McCarthy, our local consultant, to demonstrate our capabilities to you. We propose the following timing:

Date: January 15
Time: 2 p.m.
Place: our office (map enclosed)

Suggested next steps
I’ll call soon to see if you can attend our demonstration. I am confident you will like what you see and will want to introduce us to the rest of your organization.

Best regards,

Barbara Watson

Barbara Watson

Notes

Informative subject line

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Focus on the reader

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Eye-catching headlines

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Clear explanation of client needs

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Bullets to emphasize key points

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Emphasis on partnership

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Personable tone

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Clear next steps

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More positive language

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