Send a Private & Confidential letter addressed inside and out to the person you wish to talk to. Make sure you have their correct title, spelling of their name and a proper mailing address. This is where a quick phone call is best, by calling her assistant or the receptionist and simply asking for accurate contact information. Divulge as little as possible at this time, or you may risk a roadblock being set up and your letter getting treated as junk mail.
Make sure you present a professional look; always print on your company letterhead, using white or slightly tinted paper of very high quality.
Construct your letter using these four easy paragraph guides, designed to get your future clients to open the door:
The opening is a now or never attention grabber, so use it wisely. Go on-line and search news articles for points of interest and recent developments of the company, or even better, reports of individual accomplishments, awards and recognitions. Use this in your opening sentence, by telling them just how impressed you are for all they have done.
The second paragraph of your letter is where you can help the reader envision what your company can do for their company to bring about a rewarding experience for all. Keep this down to two sentences in length, or three if you want to impress them by referring to their own Vision Statement.
In the third paragraph, state that you will be in the area next week, and would like to drop in to speak to them regarding this matter. From there, go on to say that you will phone them the day before and make the final arrangements. So you don't sound too pushy finish with, "I hope this meets with your approval". Now, when you do phone them, as promised, you should have no problem getting past reception and can say with confidence, "Yes, so-so is expecting my call".
In closing, use a short sentence of no more than fifteen words to convey how much you are looking forward to the meeting and talking about your mutual interests. End it with the usual; yours truly, followed by your name and title. Don't forget to sign it! Make sure you keep a copy and send the original.
Now, that you have picked which area you'll be covering next week keep sending out letters to other potential customers in the same vicinity. Stay organized, maybe keep a worksheet showing the dates and details of phone calls and meetings. It all starts with a well-constructed letter and hopefully ends with a well deserved sale.