A thank you letter is a type of professional letter sent by a company to show gratitude to a new customer, a loyal customer, or for a similar situation. It's a great way to build and maintain a positive relationship with your customers. It could not only improve customer business, but also bring in new customers through word of mouth.
Steps
Step 1. Make sure you write in an honest, professional and welcoming style
Heavy praise can seem fake. You want the letter to express real gratitude in a professional way.
Step 2. Know your customer
Are you a new customer? Affected? Have you known him for 5 years? This information will change the dynamics of the letter. You may have a courtesy relationship with a longtime client. A new client yet to impress may require a more professional tone.
Step 3. Call the customer by name
Make sure his name is spelled correctly. The letter will lose some of its sincerity if the name is wrong.
Step 4. Express the reason for appreciation
Use the details of your shared experience and why it helped your business.
Step 5. Honestly thank the customer for their support
Step 6. Read your letter carefully
Make sure it sounds honest and doesn't contain mistakes.
Step 7. Print the letter on letterhead or fine paper
Sign personally at the bottom before closing and with your and / or company stamp.
Advice
- Make sure you have a professional but sincere tone throughout the letter. Stay on topic and avoid confusion or flattery. Remember, hypocrisy is usually easily recognized. The idea is to put the customer at ease.
- Always personally sign the letter, even if it is printed.
- If you work for a large company, the letter should be reread by a manager to make sure it is appropriate.
- Include incentives in the letter so that the customer feels even more special and truly appreciated. A discount coupon or gift card is a great thank-you incentive.
- If you are writing a letter on behalf of one of the bosses of your company, such as the president or director, have them sign the letter for you.
- A good closure includes a willingness to meet again or hear from you soon. Also add a "thank you" or "with unchanged esteem" at the end.
- More modest businesses may choose to be more personalized by handwriting.
- Write the letter before too much time has passed since the customer's last visit. That way, the events are still fresh in your memory and hers. Just let 2 or 3 days pass before sending the thank you letter.
