No matter what type of business you are in, thanking your customers is a great way to strengthen relationships and keep them coming back. Each thank-you letter should be unique, there are no exact examples, but there are guidelines that can help you make it to the point. If you want to know how to write a thank you letter as an expression of appreciation for a customer, keep reading this article.
Step
Part 1 of 3: Composing Letters
Step 1. Write the customer's name correctly in the opening
Many studies reveal that most messages to customers are ineffective if the customer's name is not spelled correctly. Make sure to write the customer's name at the top of the thank you letter according to the spelling the customer wrote for his name.
Step 2. Determine the reason for making the thank you note
Make it as clear as possible. It's fine to say something generic like "thank you for shopping" but it's better to mention what the customer bought and how it was delivered. This reminds customers of their unique relationship with your store.
- This is your chance to sincerely thank you. Adding a few quotes about your conversations with customers is fine.
- Try as much as possible not to repeat the same thing in every letter or it will make it look like a thank you sent to everyone.
Step 3. Include feedback questions
Thank you letters are a great way to ask feedback questions to make sure customers feel they have been well served. Good follow-up handling often keeps customers coming back and this is good for your business. You don't need to overreact to this, but paying attention to customer needs is an important part of service.
- Express your expectation that customers will like the goods purchased, and you are ready to serve if they have questions or complaints.
- Ask if there is anything you can do to make the customer feel more satisfied.
Step 4. Include your product brand
It is best if your company name, logo or other information related to your brand is printed on stationery. This is useful in giving a good picture of your business.
- If you're writing a thank-you note on a card, make sure you mention the name of your store.
- If using company stationery with the company logo printed clearly, there is no need to mention your store name in the letter.
- If thank you is sent by email, the company name and logo must be included under your signature.
Step 5. Choose the right closing greeting
This section should align with the relationship you have with your customers and the impression you want to make for your business. For example, “our respects” is sometimes too formal to be replaced with “greetings” or other appropriate informal expressions. Other closing greetings that are personal in style but commonly used in the business world are also often used.
Step 6. Sign the letter by hand
Always try to put a signature on every letter. Large companies usually find it difficult to display letters that seem personal. Even a computer-generated signature is still better than a typed name, because it makes it seem as if the letter was sent personally.
Part 2 of 3: Using the Right Style
Step 1. Don't be tempted to highlight your product again
You're writing to thank a customer for shopping with you, so there's no need to promote anymore. Assume you have succeeded in this. Make customers feel part of the company.
- Phrases like “we hope you shop again in the near future” are all too common; better get rid of this expression. Don't say something you wouldn't say to your friends.
- Do not mention the advantages of goods, promotional schedules, or other things that are like advertisements.
Step 2. Send the letter using a postage stamp
Even if you're sending hundreds of letters, it's better not to use subscription stamps. It will let the customer know that you sent a lot of thank-you letters, and make them feel less special. The reality is that your thank you letter can end up in a pile of unnoticed letters.
Step 3. Write down the address in handwriting whenever possible
Again, the more personal you are with your thank you letter, the better impression it will make. If you can't write it yourself, have someone else write it. Even if you don't write down the address, customers will be impressed by the handwriting.
Step 4. Include your contact data and be open to communication
Make sure your phone number and address are listed in the mail, and invite customers to call if they have any questions. If they call you, be prepared to respond right away.
Part 3 of 3: Using the Right Format
Step 1. Write the letter by hand
Printing a letter in a standard format feels like sending a brochure to a customer. Instead of making customers feel special and valued, it does the opposite and makes people feel annoyed. Consider making a personal, handwritten thank you note.
- If you have a lot of thank-you notes to write, ask staff to help. This really helps save time.
- If you can't prepare a handwritten greeting, you'll need to find a way to make the letter more personal. At the very least the customer's name and your real signature must be included in every letter.
- In some cases it's okay to send a thank you note by email instead of sending a letter. This can be done if you have a good relationship with the customer. The key is to make sure that the email is written personally and sincerely. If there's a chance your email may be interpreted as an advertisement, it's best to send it by hand.
Step 2. Choose a good lettering paper to write a thank you note on
Both greeting cards and letter paper can be used to write thank you notes in a business setting. If you have little to write about, a great greeting card widely available in stationery stores can make your customers feel special. Otherwise, use nice thick paper with your company logo on the letterhead.
- Avoid the usual types of paper for writing thank-you notes.
- Choose a suitable greeting card for any business event. If your business is unique and casual, it's fine to use colorful cards that reflect the spirit of your company. Don't choose cards with images or messages that are too personal.
Step 3. Consider sending a gift
If you want to give more appreciation, you can send a gift with a little greeting. This does not always have to be done, but can be provided for special customers. Gifts should be small and useful. Provide an item that represents your company or something completely unrelated but appropriate.
- Small gifts such as bookmarks, magnets, candy, t-shirts, or gift certificates.
- Prizes range from IDR 250,000 to IDR 500,000. Please note that some companies now have a no-gift rule.
