While we use it more frequently, saying a simple ‘thank you’ to our customers means a lot more than we think. As a business owner, thanking your customers expresses your appreciation and conveys gratitude to them. Also, it means that you simply don’t take them for granted. If you recognize and appreciate your customers, you will maintain a team of loyal customers and run a successful customer-centric business.
This is a type of letter that business owners use to appreciate and show gratitude to their customers. Usually, these letters help build a strong professional relationship between the customer and the business person. The Majority of experts will say that there is always value in thanking every customer. It makes them feel you are serving out of good faith rather than money.
- Identify The Purpose Of The Letter
Before you even start putting pen on paper, you need to identify the goal as to why you are writing the letter. For instance, you need to know why you are thanking the customer. Is it because the customer has referred a friend to your business? Or, is it because they exercised patience while their delivery was underway? Or, perhaps, the customer is the first to buy your products and services. Note that failure to get the goal/purpose clear may lead to a generic letter.
- Keep The Letter Informal
On many occasions, the thank you letters are often not formal. This means that they shouldn’t necessarily follow the official format or tone. That being said, you can feel free to use emoji’s or slang, provided that they are relevant and appropriate to the customer. Plus, you can joke a bit to put a smile on your reader.
- Personalize Your Letter
The thank-you letters will have a major impact on your customers if you personalize them. Usually, people want to read letters that are specifically addressed to them rather than generic ones. Therefore, be sure to include the customer’s first name in your greeting. Again, you can get specific about what you are thanking them for.
- Provide Room For Response
Your letter should give the customer some room to respond to the letter so as to keep the conversation going. This will not only keep your customers engaged but will prevent the conversation from being single-sided.
- Proofread Your Letter
In order to make your letter professional and well-polished, you need to proofread your letter after writing. This presents you with the opportunity to amend typing mistakes, grammatical errors, or inappropriate punctuations.
- Write As Soon As Possible
Remember to send the letter as soon as possible when it has the greatest impact on your customer. However, if you wait for too long, let’s say a month, the customer is more likely to forget that they made a purchase with you. If you are handling a first time customer, you can even put the letter in the box with the order.
How to Write a Thank You Letter
While there are specific formats a company may wish to write their customers a thank you letter, the following guidelines are some basic steps you can consider.
- Begin With a Greeting
First, you need to greet your customer by their name. This ensures that the letter is addressed to the intended person in a personalized manner. For instance, you can simply state, ‘Hello,’ ‘Dear,’ or ‘Hi’ followed by their name.
- Mention the Purpose of The Letter
After the greeting/salutation, you now need to explain your reasons for appreciation. Make sure you state a specific reason rather than a generic one. Express your sincere gratitude for their support and business. If they have made a referral to your company, let them know how genuinely you appreciate this.
- Add Some Future Interactions
After the appreciation, don’t just hang there! Let the customer know you are willing to interact further with them in the future. This will help encourage them to visit your business for the next purchase.
- Sign Off
End your letter with a warm and personal sign off. Your name should then follow this.
Samples & Examples (How to Word)
Customer Retention/Loyalty Thank You Letters
We’ve noticed that you have been our customer for the past two years now. Thank you so much for sticking with us and trusting our products. Because of your continued support, we have managed to be the best brands in the region.
So as to express our appreciation, we have enclosed a $1,000 shopping voucher that you can use to shop at any of our outlets.
Thanks again for your trust and loyalty. We look forward to serving you even better in the future.
Purchase Thank You Letter
Thank you very much for purchasing our broiler machine. The purchase you made signified a lot to us. As a company, we highly value our customers and wish nothing but the best for every purchase they make. Kindly feel welcomed again to our company. If you have any other concerns or questions, please don’t hesitate to let us know.
Thank You Letters For Following Us
Hello Mrs. Susan,
Thank you very much for joining our website. It is a pleasure meeting you as our first customer. Note that we are here to serve your best interest. Besides, we aim at providing the best service possible to ensure you are satisfied, just like many other customers. Let us know if you have any other questions or concerns regarding our services.
CEO of ABC Company Limited.