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realhuntin 12-06-2007 04:51 PM

Now is the time to send out those business letters, requesting to be placed on the 2008 upcoming season bidder list. These letters let potential customer know that you are there and ready to be placed on their bidders list.

Here is an example of one I use:



Mr. Customer
Logistic UAS
425 Royal Oak Dr.
Hometown, US 12345

Dear Mr. / Ms. Customer

Hello, please allow me to take a moment of your time. My name is ****************- and I represent ****************************-. *Our philosophy is to perform to the needs and satisfaction of our customers. *We do a wide range of lawn care landscape services and strive to do a professional job every time.

I would like to be considered for any and all lawn care landscaping contracts or jobs that you may have coming up this year. *My company is professionally licensed and insured. *We run all commercial equipment and do this work on a full time basis.

The reason for this letter is to let you know about the savings you can get from utilizing our service. *We have been in the Lawn Care business for # years and we would like to add you to our growing list of clientele. *We are currently doing business with many businesses in the area and can provide you with a list of references upon request. *Our service includes professional landscaping and design, seeding, weekly cutting and trimming and many other landscape and grounds management services along with snow management services. Our equipment is well maintained so as to insure you a timely service every time. *We also offer a discount for new customers.

Please add me to your bidders list and please contact me for any sized job you may be considering. *I am always happy to give free estimates.

In closing, I believe ******************************** can perform the job to your personal satisfaction. *We are competitively priced with other services in the area. *Please give me a call at your leisure to set up your free estimate and consultation. You can visit us at


Whom Ever
Operations Manager

You can copy this to note pad and then copy to a word doc and edit it to fit you company.

Good Luck

Steve 12-06-2007 05:18 PM

Hi Tim,

Oh thank you so much! Now for those reading this, you would want to send this letter out to businesses only, not residential, correct?

Also, what would you suggest as far as a follow up once you send this letter out?

realhuntin 12-07-2007 02:03 AM

Yes this letter is for business's but you could modify it to fit the resi market as well.

As far as follow up the rule would be 15 -20 days. with this being the end of year and all the holiday time off I wouldnt follow up on the letter until after the 1st of the year say around the end of the first week, and the follow up would be a breif phone call. reminding them of the letter you sent.

Good Luck to all

Steve 12-07-2007 02:26 AM

Thanks Tim!

I am sure a lot of people are thinking this so I want to ask,

Where do you come up with your list of who to send letters too?

And when you call with your follow up, what do you suggest saying in the call?

Do you try to make a sale on the call or do you suggest another further follow up or what?

Thank you!

realhuntin 12-07-2007 04:01 AM


Originally Posted by [b
Quote[/b] (Team Gopher @ Dec. 07 2007,2:26)]Thanks Tim!

I am sure a lot of people are thinking this so I want to ask,

Where do you come up with your list of who to send letters too?

And when you call with your follow up, what do you suggest saying in the call?

Do you try to make a sale on the call or do you suggest another further follow up or what?

Thank you!

I look up the company in the local directory call them and ask who handles the bidding of the lawn care and landscape providers, this will generate a contact name at the very least and then I send out the letter addressed directly to this contact name it makes it more appealing with the contact name listed and more personal.

I follow up on every letter in 15 -20 days from date mailed with a call; If i reach them I say something like this "Hello My name Tim Robinson and I'm the operations manager for R &R *I was just following up on the letter we sent to you regarding our company be place on your bidders list" then I let it go from there. If I get a voice mail I leave name and phone # only. If I dont get a return call within 2 days I call again. and I keep calling until I speak with some one or get a return call from them. PERSISTANCE PAYS.

NEVER TRY TO SELL THEN. Dont even mention #'s unless ask by them, *you are only asking to be put on a bidder list for the following season.

Here is a short list of some places I have sent leters to;

My Bank; they like doing business with companies that do business with them as most banks do. We are on the list for 08.

Manufactured Home Communities; these plasces take bidds every year so they can set their budget, there is common areas and empty lots to cut and trim, also ther is yard renovation from move outs and move ins along with snow removal. We are on 5 different list and already have one awarded for 08.

Associations. I find these from a list of builders I have and the Local Home Builders Assoc. you can get this from them.
Storage Facilities: every year so they can set their budget for the year, cutting, mulch, snow removal and even so clean up. these can be a little tricky at time with all the trimming required because they usally have fence all around it and it takes time to walk it out but if done write you can make good money here.

Remember all these places I have list sell apperence to their potential customers.

Good Luck

Steve 12-07-2007 06:19 AM

Thank you again Tim!

When would you say most businesses look to put out new bids?


Originally Posted by [b
Quote[/b] ]NEVER TRY TO SELL THEN. Dont even mention #'s unless ask by them, you are only asking to be put on a bidder list for the following season.

I am glad you pointed this out too. It makes more sense now. This is not the time to sell, you just want to get a personal connection. Is that right? Let them know you are a real person and you exist?

pnplawn 12-07-2007 08:40 AM

Your a little late, WE been putting bids in for the 2 months for 2008

realhuntin 12-07-2007 02:31 PM


Originally Posted by [b
Quote[/b] (pnplawn @ Dec. 07 2007,8:40)]Your a little late, WE been putting bids in *for the 2 months for 2008

Rodman you are correct October is the BEST time to bid jobs for the upcoming season, but it also is area and company specific when bugets are set and bids are taken. I send this letter two times a year. Dec and June I keep records of whom I have sent it to and who I need to send it to. If I need to send it to a company twice I send it as a reminder, just so the property manager knows We are still here and ready to go.

Most Banking Instiutions set there budgets in Oct and accept bids the first part of the new year.

Goverments & Utility Companies set their budgets in July bidout in Oct or Jan depends on the property manager.

I know this to be accurate in my area because I've had past experience with these type of facilities, from another industry.

I would be interested in some info on other areas and how bidding schedules and process's are for those areas.

ABurlison 12-07-2007 06:29 PM

Do you think it would be sufficient enough to email a letter of this type out to potential customers?? I know a mailed letter would be more personal and professional.

Steve 12-07-2007 07:29 PM


Originally Posted by [b
Quote[/b] ] I send this letter two times a year. Dec and June I keep records of whom I have sent it to and who I need to send it to.

Do you follow up with a phone call both times? Or just once a year?

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