Many marketers see direct mail as the backbone of marketing even in the face of growing digital outreach for a good reason. According to research, the overall average open rate for direct mail stands at 90%. However, successful campaigns require engaging direct mail letter design and formatting.
A trial and error method to know what works and what doesn't will make you lose a part of qualified leads. After getting low-quality mail, they may leave your company or become inactive.
Hence, using a direct letter template saves you both time and effort. Here's a quick guide to designing a mail letter format that improves your conversion rates.
How to Design a Mail Letter Template
Marketers need to know the dos and don'ts before designing a mail letter template for their brand. The process is simple, from the planning stage to the tools one can use. Here's a quick rundown of what matters when crafting your letter format to mail template:
Understand who are your target recipients
The mail letter format may slightly differ based on the location you are sending to and the purpose of the mailing. The mail size 8.5 x 11 inches is a standard in the US, while the 210 × 297 mm A4 paper is used in the UK. So do some research beforehand to avoid confusing the recipient.
Define the purpose of the letter
Determining the purpose will help you choose the right tone, paper, and visuals for your mail letter format. For example, a letter for promotional purposes would perform better if it includes themed graphic designs or fancy paper opposed to the mail regarding one's refund of goods bought.
Read Overview of Postage Rates & Prices for 2022
The Mail Letter Template: How to Design (With Examples)
You can send US-sized letters which have a unique mail letter format if it meets the standards in the region. Such a letter has sections like the letterhead, the address (always in the top upper left-hand corner), and signature. Here are the letter example mail uses:
[letterhead]
123 Drummond Avenue
Portland, OR 97205
23 March, 2022
Mr. James Smith
River Inc.
578 Burns Road
Springfield, OR 97477
Dear Mr. Smith:
It's a 60% OFF Sale This Black Friday
The perfect time to clear your wishlist has arrived. Everything in our store will be 60% off this Black Friday, with more in-store discounts for our loyal customers.
We have a wide selection of household goods for every family:
Cooking appliances,
Cleaning appliances,
DIY toolkits,
And more.
Thank you for being our loyal customer.
Cheers,
Adam Brown
Head of Marketing
Offer available at any of our 12 branches nationwide
As illustrated in the sample letter, the typical mail letter format includes:
- The letterhead
Companies often use a logo or specially designed letterhead to indicate the origin of the letter. Adjust the margins to avoid putting text over the letterhead when writing your letter.
- Name and address
The name and address indicate the intended recipient. Personalization is key to getting a response from your leads. Hence you must ensure accurate information in this part of the letter. If you want to verify address quality, use automated address verification tools that format and validate address data.
- Date
If you send an offer through direct mail, the recipient must know if it is still valid upon opening the letter. As a rule, every letter contains a written out date. A letter example mail date would be 16 February, 2022.
- Reference
The recipient should be able to tell what the letter contains at first glance. A reference with a brief description achieves this.
- Salutation
For a business letter, a formal salutation is the most appropriate. A letter example mail salutation could be Dear Mr. Pete Edwards.
