Why is it important to send a prompt reply to customers' requests? Which is the best way for writers to achieve promptness when faced with a large volume of responses?

Question

What will be an ideal response?

Answer 1

Common courtesy dictates that a prompt reply be sent to request letters. Many companies
have policies requiring their employees to respond to letters within 48 hours— some, within 24
hours. These companies realize that being prompt in replying is simply good business. Even
when an inquiry cannot be answered in detail, common business courtesy demands that a
reply— at a minimum, an acknowledgment of the request— be sent promptly. Because
promptness is both a courtesy and a sign of good business, your reader will be impressed by
your quick response. A way for writers to achieve promptness when faced with a large volume
of responses is to use a preprinted reply card. The card may have blanks that the writer can
quickly fill in, or it may simply give a printed message with no blanks. Despite their lack of
personalization, preprinted responses allow a company to respond to hundreds or thousands
of requests promptly.