Timely template letter: Updating your contact management system

(September 2006) Is the information in your content management system in need of updating? Use this template letter to let client’s know that you’ll be in touch to ensure you have their most recent information on file.

Dear [Client’s name],

In an effort to provide a higher level of service to my clients, I am currently updating my contact management system. In the next few days, I (or my associate) will be in touch to make sure we have all of your information on file.

E-mail addresses

I occasionally send newsletters and articles of interest to clients via e-mail. If there is an important change that may affect a group of people, I may also send a special news bulletin (for example, when changes are announced in a federal budget). If you would like to be kept up to date, please provide me with a home and/or business e-mail address I can use. Note that for privacy and security reasons, I will not send personal or confidential information by e-mail.

Telephone numbers

Sometimes people have urgent questions about their personal finances and require a very rapid response. In some cases, I may only have one telephone number on file. In order to answer any questions you may have as quickly as possible, it would be helpful to have your home, business, cell or any other phone number (e.g., cottage) where you may wish me to reach you.

Fax number

Paperwork is a big part of my job, and from time to time I may need to send you forms to complete, sign and mail back to me. Rather than sending these by “snail mail”, it may be easier for me to send them by fax. If you have, or have access to, a fax machine, please let me know. Also please indicate if this is private or shared, so that I know if I may send confidential information to it.

Professional advisors

Sometimes it is necessary for me to work with other professional advisors – such as bank managers, accountants and lawyers – when preparing a financial plan. If you have already authorized me to contact and obtain information from your other advisors, I would like to make sure I have all of their data on file.

Other points of contact

If you have friends or family who are involved in your personal finances (for example, someone you have appointed under a Power of Attorney to act on your behalf while you are on holiday), it would be helpful to have their contact information on file so that I can reach them in your absence.

If there is any other important information you think I should have on file, please make a note of it on the back of this letter so that I (or my associate) can include it when collecting the other data.

Looking forward to speaking with you soon!

Sincerely,

[Your signature]

[Your name]

(09/25/06)