Customers, especially offices and societies, ask for things "on letterhead". An AMC letter format gives you a ready letter for the three moments that need one: offering the AMC, confirming it, and telling the customer a visit is due. Download the Word file with all three below.
AMC letter format: what every letter has
- Letterhead, date and reference number
- Customer name, site address, contact person
- Subject line (for example "AMC for 6 split ACs at your office")
- Equipment table: item, quantity, make, location
- AMC period, plan (comprehensive or non-comprehensive), visits, response time
- Fee and payment terms
- Signature, name and phone
1. AMC offer letter
Proposes the AMC after an installation, a repair or when a warranty ends. Attach the quotation; see the AMC quotation format.
2. AMC start letter
Confirms the contract, the start date, the first visit and whom to call for breakdowns. Attach the signed AMC contract.
3. Visit intimation letter
Tells the customer the date and time of the next preventive visit and asks for access. Many firms send it as a message instead; see the service reminder message samples.
Trade versions
- AC: unit-wise table with tonnage and location
- CCTV: cameras, recorder, hard disk
- Computer: desktops, laptops, printers, network devices
- RO: purifier model and filter plan
For renewals, use the AMC renewal letter format. In ServicePilot the AMC contract holds the equipment, visits and dates, so these letters carry the same facts as the contract.
