Saturday Cake Ball Delivery Confirmation
The goal of this task is to notify clients who are scheduled to receive cake balls the following week. This makes sure that the client will be there to take delivery, that we have the correct address, or need any additional information from them.
Step 1: Make sure you have this month's spreadsheets
Every month, Lexie will email Austin Cake Balls a report on clients who are scheduled to receive cake balls. This email is scheduled to go out around the 15th of each month. Keith will then consolidate all orders into his spreadsheet.
Use this spreadsheet when referencing which clients you need to email.
Step 2: Check the calendar to see the dates for the week
We'll perform this task on Saturday and we'll send emails to every client who will get cake balls through the following Sunday (8 days from now.) ACB only sends cake balls Mon-Fri, so you shouldn't see dates on the weekend, but you may. If any date falls on a weekend, the cake balls are delivered the Friday before. So put Friday's date as the Delivery date.
Step 3: Follow this process (email template below)
Look up the Client in FUB first to confirm whose birthday it is and who you are emailing.
- If you are emailing the client and it's their birthday, use the first birthday email template below.
- If you are emailing a client and it's a spouse or family member's (i.e. children) birthday, use the second email template.
Email Template
There are a few pieces of information that you'll have to pull from the spreadsheet:
- Client name and email address
- Agent name and email
- Client mailing address and birthday
Birthday Cake Balls Template
Send the following email to clients for birthday cake balls.
Use this email template if you are emailing the client & it's their birthday:
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SUBJECT:
Happy Birthday Cake Balls!
BODY:
{client name}
Happy Birthday! I'm {AGENT NAME}'s marketing assistant and I wanted to shoot you a quick email to let you know that you have birthday cake balls coming your way on {CLIENT DELIVERY/SHIP DATE}. You don't need to be there in person to take delivery, but it's best to be able to take the cake balls inside that evening. We're going to ship them to {CLIENT ADDRESS}. Is that the best address for you? Let us know if anything should be changed.
Thanks so much!!!
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Use this email template if you are emailing a client & it's a family member/relationship's birthday:
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SUBJECT:
Happy Birthday Cake Balls!
BODY:
Hi {CLIENT NAME},
I wanted to wish {FAMILY MEMBER NAME} a Happy Birthday! I'm {AGENT NAME}'s marketing assistant and I wanted to shoot you a quick email to let you know that we birthday cake balls coming your way on {CLIENT DELIVERY/SHIP DATE}. You don't need to be there in person to take delivery, but it's best to be able to take the cake balls inside that evening. We're going to ship them to {CLIENT ADDRESS}. Is that the best address for you? Let us know if anything should be changed.
Thanks so much!!!
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Home Anniversary Cake Balls Template
If an agent opts for Home Anniversary Cakeballs, use the template below. In order to identify it, you can see 'Closing Anniversary Buyers' mentioned under "Event Typer" on the report. Send the following email to clients for HPA cake balls.
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SUBJECT:
Happy Home Anniversary Cake Balls!
BODY:
{CLIENT NAME} & {CLIENT NAME}
Happy Home Anniversary! I'm {AGENT NAME}'s marketing assistant and I wanted to shoot you a quick email to let you know that you have cake balls coming your way on {CLIENT DELIVERY/SHIP DATE}. You don't need to be there in person to take delivery, but it's best to be able to take the cake balls inside that evening. We're going to ship them to {CLIENT ADDRESS}. Is that the best address for you? Let us know if anything should be changed.
Thanks so much!!!
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Step 4: Take action based on client's response
When clients respond with a different address:
When clients responds with a different delivery/mailing address you should immediately email ACB (
keith@austincakeball.com) to tell them to adjust the address and then update the mailing address in Sphere Nurture.
Next, you should immediately adjust the mailing address in the Sphere Nurture, and you should then send an email to the agent to let them know of this change and ask them if they'd like to continue sending cake balls to the client, and that they'll continue to receive them unless you hear differently. You can do all of this correspondence in the same email thread.
Here is the template below.
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Hi {Agent},
I just updated {CLIENT NAME}'s mailing address in Sphere Nurture with the new address they provided. Would you like to keep sending cake balls to the client, and if so, they'll keep getting them until I hear otherwise.
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When client's address is required for cake ball delivery:
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SUBJECT:
Client's address required for Cake balls delivery
BODY:
Hi {agent},
Could you provide the {mailing address / email address} for your below client? Their birthday is coming up next week.
{CLIENT NAMEW / CLIENT ADDRESS/EMAIL​}
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When clients ask to not send cake balls:
If a client is not interested and asks you to stop sending cake balls:
- Immediately inform ACB and the agent with the below email template.
- Update client's gift in Sphere Nurture to "No Gift"
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Hi! Can you please cancel the order going out to {Client name/email}?
{
@Agent} I am updating {CLIENT NAME}'s gift for this event to "No Gift" in Sphere Nurture .
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Address not found' error:
If a client's email bounced back, then forward that email to the agent and send the below email then act according to the situation.
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Hi {agent},
This email bounced back due to the "address not found" error. Can you get another email address or maybe give them a call or SMS to notify them of the cake balls? We can also cancel delivery if you think they will not be available. Please let me know if there is anything you'd like me to do.
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