How to Write Perfect Thank You Notes for Customer Appreciation (With Examples)

Customer appreciation is more important than ever for businesses. In today's competitive market, it's essential to find ways to stand out from the crowd and show customers that you value their business.

One way to do this is by using handwritten thank you notes.

Sure, they might seem outdated in today’s digital world. Think about it, though. When was the last time you received a handwritten thank you note in your mail?

Five years ago? Ten? Never? With most of the communication today being done through email, text messages, or social media, handwritten cards may look like relics from another era.

And that’s precisely what makes them so great for customer appreciation, adding a new dimension to marketing personalization.

How to use them effectively, though? This guide has the answer…

Key Highlights

• Handwritten thank you notes provide a personal, memorable touch in a digital-first world.
• Personalize each note by using the customer’s name and referencing specific details like purchases or feedback.
• Best practices include expressing gratitude, keeping the tone warm yet professional, and using quality stationery.
• Handwritten notes are ideal for occasions such as welcoming new customers, thanking them for referrals, and recognizing loyal or high-spending customers.
• Businesses can streamline this process with handwriting automation tools like our very own Simply Noted.

Simple Steps & Best Practices for Crafting a Killer Thank-You Note

Crafting a memorable handwritten thank you note is an easy but powerful way to show your customers that you value them. But how to do it right?

Here are key steps for writing an effective handwritten thank you note: 

Start with a warm greeting. Begin with a friendly, personalized greeting. Using the customer’s name immediately adds a personal touch.

Express gratitude. Get straight to the point by expressing your gratitude in the first sentence. Be specific about your reason. You can refer to a recent purchase, a positive review, or their loyalty over time. This shows that the note is personalized, not generic.

Share a token of gratitude. If appropriate, offer a small token of appreciation, like a discount, gift card, or free shipping on their next order. This adds extra value to your note and keeps the customer coming back.

Encourage future engagement. Subtly invite the customer to stay connected. You can suggest they follow your social media channels, provide feedback, or reach out if they have questions, fostering continuous engagement. 

Sign off with warmth. Close your note warmly, using phrases like “With gratitude,” “Best regards,” or “Sincerely,” followed by your signature and the company’s name.

💡 Extra tips for writing a customer thank you note:

Make it personal. Use their name and reference something unique to their experience. If they’ve been a long-time customer, mention it. If they made a large purchase, acknowledge it. Personalization shows you value them as individuals, not just customers.

Keep your tone professional. Even though your note is personal, keep it professional and aligned with your brand’s voice. Avoid slang or overly casual language unless your brand tone allows for it.

Use neat handwriting. Handwriting is the key feature of your note. Make sure it’s clear, legible, and easy to read. A sloppy or rushed note can detract from its sincerity. At Simply Noted, we provide a wide range of handwriting styles, ensuring you find the perfect one for your card. 

Pick the right card & stationery. A handwritten note stands out even more when it’s written on quality stationery. The card itself should be easy to spot and aligned with your brand. 

 

Best Customer Thank You Note Examples

Still not sure how to approach writing a thank you note? Worry not. We’ve compiled several templates for the most common situations where customer appreciation goes a long way. 

Feel free to use these as is or adapt them to your purposes:

Thanking New Customers

Show new customers some love and you'll find them sticking around a long time.

Dear Mr. Johnson:  Thank you for choosing Smith's Auto Repair for your recent car service. We know you have a lot of other choices so we're honored that you went with us. We appreciate your business and promise to provide the same high level of quality service in the future.  Our goal is total customer satisfaction. If you're ever dissatisfied, please let us know and we'll do everything we can to make things right. If you're ever in need of car repair services again, we hope you'll consider us first. Thanks again for your business and welcome to the Smith's Auto Repair family!  Sincerely,  John Smith,  Owner Smith's Auto Repair

Showing Appreciation for an Important Purchase

A customer's purchase might be one among hundreds for you, but to them, it's the only one that matters. Let them know you recognize that. 

Dear Ms. Washington:  Thank you for your recent purchase of a new car from our dealership. We know that buying a car is a major investment and we're grateful that you chose us to help you with this important decision.  We pride ourselves on offering the best customer service in the industry, and we're committed to providing you with a positive car-buying experience every step of the way. We hope that you'll continue to shop with us for all your car needs in the future and we look forward to building a long-term relationship together.  We hope you're enjoying your new car and we look forward to seeing you back at our dealership for all your future car needs.  Thanks again,  John Doe  Manager, ABC Auto Dealerships

Saying Thank You for a Positive Review

Online reviews are more important than ever. Show your appreciation for a positive review with a handwritten note! 

Dear Mr. Brown:  Thank you for taking the time to write a positive review of our restaurant on TripAdvisor. We're thrilled to hear that you enjoyed your dining experience with us and we're grateful for your kind words.  We work hard to provide our guests with an unforgettable dining experience, and we're so glad we were able to exceed your expectations. Your feedback will help us continue to provide the best possible service in the future. Thank you again for choosing our restaurant and we hope to see you back soon!  Sincerely,  Naomi Johnson  Owner, ABC Restaurant

Showing Your Appreciation for a Recent Referral

If a customer refers their friends and family to you, it's only natural that you show your appreciation for their business! Let them know how much you value their referrals with a handwritten note. 

Dear Ms. Jones:  Thank you so much for referring your friend Mr. Smith to our dental practice. We're always thrilled to hear that our patients are recommending us to their friends and family, and we're so grateful for your business.  We pride ourselves on providing excellent dental care in a comfortable and welcoming environment, and it's clear that Mr. Smith felt the same way. We hope you'll continue to refer your friends and family to us in the future, and we look forward to building a long-term relationship with you.  Thanks again for your support, and we hope to see you soon!  Sincerely,  Dr. Cooper  Dentist at ABC Dental Clinic

Asking For a Referral While Saying "Thank You"

If a customer is especially satisfied with your product or service, why not ask for a referral while letting them know how much you appreciate their business? 

Dear Mr. Smith:  Thank you so much for being such a loyal customer of our company. We're always thrilled to hear that our products are meeting and exceeding your expectations, and we're so grateful for your business.  We're constantly working to provide our customers with the best possible products and services, and we hope that you'll recommend us to your friends and family if you're happy with how we're treating you. If there's anything we can do to make your experience even better, please don't hesitate to let us know.  Thank you again for your support. Your business makes our possible.  Sincerely,  John Douglas  Marketing Manager, ABC Company​

Saying "Thanks" for a Valued Customer's Continued Business

When a valued customer continues to do business with you, it's important to let them know how much you appreciate their loyalty! A handwritten thank you note is the perfect way to show your appreciation. 

Dear Ms. Garcia: Thank you for your continued business with our company. We're always thrilled when our customers come back to us, and we're so grateful for your loyalty.  We know that you have many choices when it comes to your business needs, and we are so glad that you continue to choose us. We truly value our customers like you, and we want you to know how much we appreciate everything you do for us.  We work hard to provide our customers with the best possible products and services, and we'll continue to do so as long as you keep doing business with us. Thanks again for your support, and we look forward to continuing our relationship with you.  Sincerely,  Barry Hinson  President, ABC Company​

The Do’s and Don’ts of Handwritten Customer Thank You Notes

Do’s

Don’ts

✅Use note cards or stationery that reflects your business style ✅Showcase your company’s personality (smiley faces, doodles, etc.) ✅Respond in a timely fashion to maintain relevance. ✅Use legible handwriting, no matter how 'unique.’ ✅Choose ink colors like blue or black or a fun color in line with your brand. ✅Add a personal touch by referring to the customer's name and purchase. ✅Include a brief, heartfelt message rather than a long, drawn-out one. ✅Write as if you're speaking directly to the customer in a friendly tone.

❌Include overly promotional materials like coupons or business cards. A simple gift card or a discount code is enough. ❌Over-complicate the message with unnecessary details ❌Use overly formal, robotic language that feels distant.  ❌Use a red pen for your message (it’s too aggressive). ❌Apologize for your handwriting (as long as it's readable); it weakens your message.

 

When Are Handwritten Customer Appreciation Notes Appropriate

You don't need an excuse to show your customers some love, but there are certain occasions where the gesture is highly warranted. 

It's good to take advantage whenever these crop up, as your customers might expect it; they'll certainly appreciate it. Here are a few of the most common.

When prospects become customers
You've closed the deal, and your new customer is onboard. A handwritten customer appreciation note is a great way to welcome them aboard and start the relationship off on the right foot. 

After a purchase
If a customer has recently bought from your business, sending them a thank you note is an excellent way to show that you appreciate their business. As with the last category, sending some sort of discount or other enticement is a great way to motivate further purchases. 

When customers spend a lot of money
Maybe sending a thank you for every purchase is a bit excessive, but a big purchase warrants a big thank you. Whether it's a one-time purchase or the beginning of a long-term relationship, show your customers that you appreciate their loyalty with a handwritten note. 

For referrals:
If one of your customers has referred someone else to your business, you can show your appreciation by sending them a handwritten thank you note. This is a simple gesture that will go a long way in making them feel appreciated and valued as customers. It also increases the chances of them spreading your name even further.

For positive feedback
Whenever someone leaves you a glowing review or provides positive feedback about your business on social media, it's important to show your gratitude. Sending them a handwritten customer appreciation thank you note is a great way to do this. 

You might also consider sending thank you notes for negative feedback. The gesture lets your customer know that you're listening and intend to do whatever it takes to win back their trust. You may find that the negative feedback turns positive. 

For continued business
In addition to showing your appreciation when customers make a purchase or provide positive feedback, it's also important to show your gratitude for their continued business. You can do this in a number of ways, but sending a handwritten thank you note is always appreciated. 

For no particular reason
Overall, it's always smart to show customer appreciation by sending out handwritten thank you notes on a regular basis. This can be done as part of an overall marketing strategy or simply to show your appreciation for the business they provide.

Master Your Customer Appreciation with Automated Handwritten Thank You Notes from Simply Noted

Simply Noted makes handwritten automation a snap. 

Our fleet of advanced handwriting machines offers unparalleled results. We use real ballpoint pens and proprietary, AI-powered "Infinity" fonts that replicate the subtleties of real handwriting to create a facsimile that's indistinguishable. 

Businesses can take advantage of our numerous software integrations to trigger personalized handwritten notes from within their CRM and standard digital automation workflows. Imagine sending a warm, handwritten customer appreciation card as quickly and easily as sending an email. 

So if you're looking for a way to connect with your customers and build loyalty, consider using handwritten thank you notes as part of your customer appreciation strategy. 

Then automate things with Simply Noted.