Process servers looking to enhance their marketing strategy or those who have recently entered the field might not know what to do to get their company name out there. Consider marketing your process serving firm directly to paralegals and legal assistants through introduction letters. Introductory letters are a great opportunity to present yourself and your services to potential clients, and legal assistants and paralegals can be a great source of repeat business.

How you construct your letter can influence how successful it will be. It's important that your letter is organized, properly formatted, well written and specific.

The greeting

Though you may be tempted to send your letter to a legal company or attorney's office, it may not be successful when addressed to a company name. It's a good idea to send letters to specific attorneys, but you may want to consider targeting paralegals and legal assistants for a better chance at success. Since attorneys usually hire individuals to handle tasks including relaying papers to process servers, your best bet is to target specific paralegals and legal assistants. Once you've chosen a person to write to, start your letter with a professional salutation, and make sure you include the person's credentials. 

Example:
Dear Mr. Johnson, CP:

The first paragraph

The first paragraph is considered the most important section of the entire letter. This paragraph should contain the bulk of your information and qualifications, and everything you write in this paragraph should encourage the recipient to keep reading. 

This paragraph should always include:

• Your name
• The name of your process serving firm
• Years of experiences
• Areas of related expertise
• Where your company is based
• Location your firm services

Example:
My name is Jane Smith, and I wanted to take this opportunity to introduce myself and XYZ Process Service. I am a licensed process server and have been in the industry for X numbers of years. Our company offers regular, rush and priority service of process, court filings, private investigation and discounts for bulk serves. We are located in Chicago and serve within the city and many surrounding suburbs. 

The second and third paragraph

In the second paragraph you should explain why you've chosen to write the individual. Acknowledge the person's professional background and, if possible, reference how your services will be helpful.

In the third paragraph, list the services your company provides. They should directly pertain to services that the paralegal or legal assistant will utilize. Remember to always include private investigation, if you offer it, in your list.

Example:
I’ve reached out to you because with ten years of experience, your company should rely on a process server without having to worry whether documents are being filed correctly or whether deadlines are being met. Our firm employs reliable process servers with extensive experience in many areas, concentrating on the following: 

Service of Process                                   Pick Ups and Deliveries
Skip Tracing                                           Regular, Rush and Priority Service
Discounted Bulk Serves                          Court Filings (including eFilings)     
Research                                               Private Investigation Services 

The fourth paragraph

The fourth and final paragraph should support the information you have provided and conclude the letter. Include association memberships to help establish legitimacy, and close with a statement that encourages the individual to take action.  

Example:
Additionally, our firm goes above and beyond to ensure we are meeting our clients' needs. For a regular serve we guarantee a first attempt within three days, and we are always willing to accommodate additional requests and last-minute serves. As an active member of the Illinois Association of Professional Process Servers (ILAPPS) and the National Association of Professional Process Servers (NAPPS), I'm always involved with legislation changes and ensuring that I have the most up-to-date information on rules and regulations regarding service of process in our state.  I will be calling your office next week to set up a phone call or meeting to better understand the needs and challenges of your firm and how XYZ process can help. I look forward to speaking with you soon.

Your signature

Make sure you close the letter with a respectful and positive note. Consider using Sincerely or Kind Regards before your full signature block, as they are more professional than a simple thank you. Make sure you include your name, company name, and an accurate phone number and email address.

Example:
Sincerely,

Jane P. Smith
XYZ Process Service
Phone: 555-555-5555
Email: jsmith@xyzprocessservice.com
Website: www.xyzprocessservice.com  

Here’s what your completed letter might look like:

Dear Mr. Johnson, CP:

My name is Jane Smith, and I wanted to take this opportunity to introduce myself and XYZ Process Service. I am a licensed process server and have been in the industry for X numbers of years. Our company offers regular, rush and priority service of process, court filings, private investigation and discounts for bulk serves. We are located in Chicago and serve within the city and many surrounding suburbs. 

I’ve reached out to you because with ten years of experience, your company should rely on a process server without having to worry whether documents are being filed correctly or whether deadlines are being met. Our firm employs reliable process servers with extensive experience in many areas, concentrating on the following:

Service of Process                                   Pick Ups and Deliveries
Skip Tracing                                           Regular, Rush and Priority Service
Discounted Bulk Serves                          Court Filings (including eFilings)     
Research                                               Private Investigation Services

Additionally, our firm goes above and beyond to ensure we are meeting our clients' needs. For a regular serve we guarantee a first attempt within three days, and we are always willing to accommodate additional requests and last-minute serves. As an active member of the Illinois Association of Professional Process Servers (ILAPPS) and the National Association of Professional Process Servers (NAPPS), I'm always involved with legislation changes and ensuring that I have the most up-to-date information on rules and regulations regarding service of process in our state. I will be calling your office next week to set up a phone call or meeting to better understand the needs and challenges of your firm and how XYZ process can help. I look forward to speaking with you soon.

Sincerely,

Jane P. Smith
XYZ Process Service
Phone: 555-555-5555
Email: jsmith@xyzprocessservice.com
Website: www.xyzprocessservice.com

Conclusion

A letter that showcases relevant experience will generally get the best results, so make sure you write each letter individually and are being completely honest about your qualifications. It's a good idea to have someone proofread for errors before you send or deliver your letter. Omitting information that is irrelevant or unnecessary will help keep your introduction letter concise and to the point. If you are new to the profession, don't be afraid to say that you are looking to expand your services.

It is unlikely that you will use the exact same letter for any two individuals, but once you have a template you can easily adapt it. Hopefully, this guide has been helpful, and with your letters in the hands of potential clients you’ll bring in more repeat business.