How to Write a Thank You Letter for Customers

How to Write a Thank You Letter for Customers
How to Write a Thank You Letter for Customers

Table of contents:

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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

Write a Customer Appreciation Letter Step 1
Write a Customer Appreciation Letter Step 1

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.

Write a Customer Appreciation Letter Step 2
Write a Customer Appreciation Letter Step 2

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.

Write a Customer Appreciation Letter Step 3
Write a Customer Appreciation Letter Step 3

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.

Write a Customer Appreciation Letter Step 4
Write a Customer Appreciation Letter Step 4

Step 4. Express the reason for appreciation

Use the details of your shared experience and why it helped your business.

Write a Customer Appreciation Letter Step 5
Write a Customer Appreciation Letter Step 5

Step 5. Honestly thank the customer for their support

Write a Customer Appreciation Letter Step 6
Write a Customer Appreciation Letter Step 6

Step 6. Read your letter carefully

Make sure it sounds honest and doesn't contain mistakes.

Write a Customer Appreciation Letter Step 7
Write a Customer Appreciation Letter Step 7

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.

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