And THAT is how it's done!

I have seen a couple posts asking how to handle inquiries and prospective clients once they finally contact you. I posted about this odd email in the "Well this seems fishy" thread, but wanted to show how it panned out, and how to turn a prospective client from skeptical to convinced! Her emails are in pink, mine are in yellow.

Hello,

I found you through a google search. My daughter will be having her 6th birthday party on February 4 and she has asked to have a face painter at her party for the kids (cousins and a couple of friends from her class) We are looking to have the party from 1-4 pm in Canastota (13032). I would like to get some information about your services and see if you might be available on this date and for an hour to an hour and a half during the forementioned time slot.

I was looking over some of the details on your website and would like to know about the discounts that you mention on your site?

I see a cost of 75 per hour and half price for each additional half hour and wonder about how many kids faces can be painting in that amount of time? What designs would you offer? How would the children view the designs? What kind of paint do you use? Where do you get them? How do you apply them? Are there any other charges associated with your services? What would you need to set up? Other things that I should know about your services?

I look forward to hearing from you and getting some more information from you about your face painting.

Sincerely,
xxxxxx

Dear XXXXX
Thanks so much for your inquiry. In answer to your questions....
Yes I am available on Feb 4th and would be delighted to share the joy of face art with your daughter and her guests.
There is a cash discount, so one hour would be 70 and an extra half hour would be 30, for a total of $100 for 1.5 hours.
Depending on the intricacy of the designs I can paint approximately 12-16 children in an hour and a half. Just let me know how much time you would like to book, and how many kids you are expecting, and I can adjust and simplify designs as needed to fit in the allotted time slot.
I offer all sorts of designs from butterflies and animal masks, to glittering masquerade masks to superheroes and villains. Everything from full faces to cheek art. There are photos on my website (link is in my signature below), and also on my facebook (link to that is on my website). I take all requests and have never disappointed.
I carry two mirrors for the children to look at their faces. One to keep on hand for the child who is being painted, and one for the kids who like to look a little longer. I absolutely adore seeing their faces light up when they see their paintings.
All I need to set up is two chairs. My face paint cart is fully contained, no table needed, and no mess. I can set up in less than 5 minutes.
I use professional face and body paints that are FDA complaint for cosmetic use. I order them from reputable suppliers.
I have references available should you need a little reassurance.
There are no other charges for face painting, as you live within the 30 mile travel limit and I do not need to bring an outdoor setup.

There are optional add-on's available such as long-lasting temporary glitter tattoos, a balloon twister, and costumed characters, for an additional fee. Let me know if I can give you a quote for any of these options.

I look forward to hearing back from you. If you would like to go ahead and lock in your date, I have attached the agreement for your convenience.

Regards,
Melody


NO REPLY for TWO DAYS

Hello again. Are there any more questions I can answer for you?
Regards,
Melody

Dear Melody,

Thanks for responding so quickly. This may sound like a lame question but it is not to the birthday girl who is going for a glitz/glam crown & jewels party. She asked about glitter. Do / Can your girly designs have glitter/ sparkle?

I just am waiting for the final word from my husband but I am almost certain that I will get the contract filled out and sent back to you within the next day or so!

Thanks again for your quick response and follow up.

Sincerely,
xxxxxx

Ohhhhh xxxxxx. I LIVE for glitter, 3D glitter gel and stick-on gemstones and jewels! I have many different colors of glitters, as well as stick on jewels in every shape and color, and 3D glitter gel that REALLY makes my designs pop! ALL my supplies are FDA approved and cosmetic grade, so all that bling is totally safe for your little one's skin!
Please feel free to ask as many questions as you need. It's never lame to ask what you need to know. I am more than happy to answer.
Talk to you soon!
Melody

Hello,

Thanks again for your quick reply! We are excited to hear the word glitter and jewels! I would like to let you know that if you are still available for the February 4th date that we would like you to be our face painter. I will print out the contract and get it out to you tomorrow morning. We will be paying cash.

We are very excited!

Sincerely,
xxxxx

Dear xxxx,

That is wonderful news! I am excited also. Yes I am available for the 4th. I always tentatively hold that date of an inquiry for a week, to give the client some time to think about it. I am honored that you have chosen me to work with your child. I know you will be glad you did.

For your convenience, you can also fill out and email the agreement, no need to print or mail, save the stamp and paper! Just check the "Please accept my typed name as a legal signature for this document" box and you are good to go!! I will gather your permanent signature the day of the event. As soon as I have that back, I can lock in your date.

Looking forward to meeting you!

I didn't hear back for another 5 days! So....

Hi again!
I just wanted to touch base with you and see if you would still like me to paint at your daughter's birthday party. It has been over a week since our initial contact, so the date becomes open for other clients if I don't have an agreement.
Please understand that I am in no way trying to pressure you, I just don't want you to lose out on your slot.
Regards,
Melody

Melody,

Yes, I have attached the agreement. Please let me know if you are not able to open the attachment and/or if you need more information from me. Sorry for the delay in getting back to you.

xxxx

Hello again,
Got the attachment no problem. No need to be sorry, I know people get busy. I was just looking out for you.
I am looking forward to the 4th!

Regards
Melody

Painted the gig yesterday and found this in my email this morning!

Melody,

Thank you so much! We loved all of your work. The kids were so excited. I know that several people took business cards with them too.

We definitely will keep you in mind for any future events we have at the restaurant and/or birthday party for Natalia during the summer.

We were very pleased! I don't even want to wash my butterfly off tonight. Thanks so much.

Sincerely,
xxxxx

Eek the blue is hard to read! Sorry yall!

Well done, very nice exchange, you really sell it!

Thank you. I hope this can be of use to anyone here who struggles with correspondence.

I can't read the blue. Any chance of you changing it to another colour? Yellow would be better. You've gone to such an effort to share the story with us, so it's a shame not to be able to read it

Done

Thank you so much for sharing this!

Glad you posted that this was a follow up to your "This Seems fishy" thread... Now you'll understand all her questions; She was comparison shopping!!! She had called me first. I gave her lots of information. That's why she had all those questions for you... she was comparing. I know this is her because of the location, the family's restaurant, the daughter's name...
I told her I would have to charge a travel fee because it was more than 25 miles for me.
It's all good, though, 'cause I had a huge party at the Dinosaur anyway.

Tahnks for the inspiration, I just went to follow up with some enquiries

@ Ronnie, LOL a travel fee was a dealbreaker? Wow. How much is your travel fee? I only charge 55 cents a mile!!!

I PM'd you.

That's very helpful! I think I'll try to be a bit more personal in my emails from now on. I generally just provide the info they ask for, and leave it at that. I like how you sent a few follow-up emails when she didn't reply in a few days, it seems like a good way to help them keep you in mind.

PerfectlyPaintedFaces wrote: I like how you sent a few follow-up emails when she didn't reply in a few days, it seems like a good way to help them keep you in mind.

This right here. Yes. The key phrase is, in my opinion, "I am in no way trying to pressure you, I just don't want you to lose out on your slot."

It works every time!

I LOVE THIS THREAD! Thank you for sharing Melody! I've had a few "Detail Oriented" and "Thorough Researcher" types in the past...it's nice to see how someone else deals with that type of client.

Thank you so much for posting this! I've had a few enquiries and one told me they'd be sending my cheque and everything but this was about a week and a half ago... I was worried about emailing her back as a follow up because I'm worried it'll put her off, but this post looks to me as though follow ups work! And I won't need to keep worrying about holding the date 'just-in-case'!