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How To Write Thank You Letters to Your Customers
It’s the little touches in business that make the difference. If your firm was neck and neck with a competing company to win a bid, a warm thank you note might be all it takes to push you over the top.
The same is true with your customers. Delivering exceptional service is only part of the equation. That’s a basic expectation that you have to fulfill if you want to hold onto your customers. To truly impact your relationships, you have to go above and beyond, and one simple way to do that is to send a thank you letter to your customer for appreciation.
Sending thank you notes doesn’t need to be complicated. There’s a simple structure you can follow that will always produce a winning message. We’ll discuss it in detail here and offer some other tips and examples to help you generate perfect thank you cards.
Should You Send an Email or a Handwritten Message?
It can be tempting to fire off a quick thank you email instead of taking the time to handwrite a card, but that isn’t always the best choice. What you can gain in speed you lose in warmth and personalization.
If you choose to send an email, it’s best to write something unique if you can, as opposed to sending out an email template. An “insert-name-here” message can undermine the value of your thank you note because it’s clear you’re doing the bare minimum possible to deliver your message. But emails can have their place for busy professionals that don’t have the time to handwrite cards.
However, if you have time to write unique emails, you can send out handwritten cards. Instead of sending your email directly to your customer, send it to Simply Noted along with your customer’s physical address.
Our automated handwriting machines use real ballpoint pens to handwrite your emailed message into a tasteful, attractive thank you note that accurately replicates the feel of a real handwritten letter. An ink and paper message shows your customer you value you them enough to put pen to paper and share your feelings of appreciation. They don’t need to know that it was our pens doing the heavy lifting.
How to Structure Your Thank You Letter
Producing an effective thank you letter to your customer for appreciation is easy if you use the following structure. By following this form, you won’t miss any important elements and you’ll create a pleasing composition that perfectly communicates your appreciation.
What you write for each section is up to you.
Start With An Appropriate Greeting
Never use a generic greeting like, “To Whom It May Concern” or “Dear Sir or Madam.” A thank you note should be written specifically to the person you’re thanking.
If you’re writing to a new customer, or one that hasn’t had personal contact with you, you should choose a formal business greeting like “Dear Mr. Jones”.
On the other hand, if you know the customer you’re writing to well, you can use something more familiar like “Dear Leslie” or “Hi, Ben!”
Express Your Gratitude
Thank you letters can be short and sweet, so get right to the point. You might be writing a thank you email to a client after a meeting, or you might be writing to say, “We appreciate your business.”
Whatever the reason for your letter is, be specific, express your appreciation earnestly and warmly, and let your customer know how their actions benefited you.
For example, if you’re writing to express a thank you after project completion you might say something like:
We wanted to express our sincerest thanks for sticking with us through the completion of your project. It’s been a pleasure to work with you over the last few years. It’s customers like you that allow us to do the sort of work we love
Use Details to Make Your Letter Unique
The surest way to make it clear to your customer that you aren’t using a form letter is to include specific details that only apply to them. This has the added benefit of conveying a full understanding of why you’re so appreciative.
If you’re thanking a long time customer for their loyalty you might include details like these:
We wanted to take the fifth anniversary of our working relationship as an opportunity to let you know just how much we appreciate your business. It doesn’t seem that long ago that we were producing the “Have it Your Way” campaign, the very first project we ever created for you. Since then, we’ve done some excellent work together, and we appreciate every bit of it.
Project Into the Future
You’re thanking your customer for the business they’ve given you in the past and for the chance to continue with them in the future. Looking ahead shows that you’re excited to continue your relationship with them. To extend the previous example, you might say something like:
We’re excited about what the future holds. It would make us very happy to keep making the magic happen for you. You’ve one of our favorite accounts and we look forward to continuing to push the envelope. Here’s to another five years!
Close With a Final Thank You
It’s good to open and close your thank you letter with an expression of gratitude. A closing thank you leaves your appreciation as the final thought. To finish out the last paragraph above, you might say:
Thanks again for being such a loyal client!
Sign Off With an Appropriate Closing
If you’re writing to a new customer or someone you aren’t particularly familiar with you should stick with a more formal closing like:
If you’re friendly with the customer, you can be a little looser with your closing. Something like:
With huge appreciation
Speak to you soon!
Don’t Forget the Power of a Handwritten Note
As we mentioned earlier, there’s value in sending a handwritten note. Their rarity in the modern world imbues them with a sincerity and a sense of connection that’s hard to match.
But of course, handwritten cards take time to produce, and busy professionals often don’t have it available. That’s why you should trust Simply Noted to handle your thank you letters.
We can produce a single letter or 10,000, whatever your needs require. We can even replicate your handwriting for the most personalized notes possible.
Let us deliver your customers thank you notes they’ll never forget.