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13 Emails Every Distributor Should Send

SMP is a powerful distribution CRM system that can help streamline your sales and marketing efforts. One of the ways it does this is by allowing you to create templates for common and recurring emails. This not only saves time but also ensures consistency and professionalism in your communication.


Get Your Templates For Free

We’re giving these email templates away for free. They are easy to implement in SMP, but even if you’re not currently a user, distribution sales reps will appreciate the time these templates save.

Download Your Templates Today!


Here’s how it can help:

1. Time-Savings: Crafting a perfect message can take time – time that your sales reps could be using to gather information, follow up on leads, or close deals. By creating templates for common emails, you reduce the time spent on writing emails from scratch.

2. Consistency: With multiple sales reps communicating with customers, there’s a risk of inconsistent messaging. Using predefined templates ensures that every email aligns with your brand voice and messaging standards.

3. Error Reduction: Rushing to send off an email can lead to errors. Templates help reduce these errors, as you only need to customize specific parts of the email, reducing the chances of mistakes.

4. Improved Response Rate: A well-crafted, personalized email is more likely to get a response. With SMP, you can create compelling templates that capture your prospect’s attention, improving your response rates.

5. Scalability: As your business grows, so does the volume of your emails. Having templates ready helps you manage this increased volume without compromising the quality of your communication.

An Easy Process Anyone Can Put In Place

SMP provides self-service data analytics and visualizations that can assist sales leaders in making informed decisions. This feature can be extremely useful for creating marketing lists quickly and efficiently.

Here’s a step-by-step process of how you can create a consistent follow-up using SMP:

Step 1: Create a New Marketing List Using Data Visualizations With SMP’s data visualization tools, you can analyze your customer data and segment it based on various factors. For instance, you can create a list of all customers who received delivery that week. The visualizations make it easy to understand the data and identify patterns or trends across any bit of sales or product data in your CRM or ERP system.

Step 2: Create an Email Campaign for the Marketing List: After creating the marketing list, you can apply one of your pre-written email templates to it. This ensures that the message is consistent across all customers on the list.

Step 3: Create a Sales Campaign:  Even though you’re using an email template, you can also create a call list for your sales reps by assigning follow up calls using the same list. This could be as simple as thanking a customer or as complex as tailoring new product recommendations based on their previous purchases. Either way, the personal touch from your sales reps comes naturally when directed by customer events and data.

Step 4: Schedule the Emails Once the emails are ready, you can schedule them to be sent at the optimal time. This could be immediately after the delivery is confirmed, a few days later, or at a specific time when the customer is most likely to read the email.

Step 5: Analyze the Results After the emails have been sent, you can use SMP’s analytics tools to track the results. This can help you understand which emails are most effective and adjust your templates and strategy accordingly.

Emails You Should Have Ready

Here are some examples of common emails you might want to have templates for. With SMP, you can prepare these templates in advance, allowing your sales reps to focus more on building relationships with customers and less on crafting emails.

  1. Initial Introduction Email: This is the first contact you make with a potential customer. It should introduce who you are, what your company does, and why they should be interested. SMP makes it easy to import new lists or pull in lists from events, vendors, new web contacts and more.
  2. Follow-Up After Initial Contact: This email is sent a few days after the initial introduction if there is no response. It serves as a gentle reminder about your products or services. You can schedule follow ups inside of SMP with just a few clicks so you know you won’t drop the ball during critical introductions.
  3. Product Information Email: This email provides detailed information about your product, its features, benefits, and how it can solve the potential customer’s problem. For example, you could run a list of anyone who bought a particular product in the last 90 days and offer them complementary products.
  4. Price Quote Email: Once a customer shows interest, you can send them an email containing a detailed price quote for the products they are interested in. This happens all the time but sales reps waste a lot of time writing and rewriting emails. Giving them a reusable template can help them save time so they can spend more time on their next sale.
  5. Special Offer/Discount Email: This email announces special offers, discounts, or promotions on your products. You can create reusable templates so your sales and marketing teams only have to update new information instead of puzzling over a new layout.
  6. Customer Testimonial/Case Study Email: This email shares testimonials or case studies from satisfied customers to build trust and credibility. How did you solve a customer problem in the past? Run a list of similar customers and send them a case study.
  7. New Product Launch Email: When you launch a new product, send an email to your customers informing them about the launch and the product’s features. Vendors love working with distributors who can give them deeper reach with new products.
  8. Invitation to a Training Event or Webinar: If you’re hosting a product demo or webinar, send an email to invite potential and existing customers. Giving your sales reps templates to use and reuse makes it easy for them to follow up with their own assigned contacts.
  9. Check-In Email: This email is meant to maintain contact with your customers, asking about their experience with your products and if they need any further assistance. It’s easy to forget to follow up. That’s why it’s important to approach check-ins as a campaign instead of sending one-off emails. Running a list of anyone who purchased the previous week and sending them a templated email is easier than trying to remember to follow up one at a time.
  10. Newsletter Email: Regular newsletters are a great way to keep your customers informed about company news, product updates, and industry trends.
  11. Survey Request Email: This email asks customers for their feedback via a survey. This can help you understand what they like or dislike about your products.
  12. Thank You Email: After a purchase, send a thank you email to show appreciation and to confirm the transaction details.
  13. Follow-Up After Purchase: A few weeks after the purchase, follow up to ensure the customer is satisfied with the product and to offer further assistance if needed.

Remember, these templates should be customized based on your company’s style and the specific needs of your customers. Always strive to make your emails personal and relevant to the recipient.

Get These Email Templates For Free

We’re giving these email templates away for free. They are easy to implement in SMP, but even if you’re not currently a user, distribution sales reps will appreciate the time these templates save.

Download Your Templates Today!

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