The art of the thank you

The art of the thank you

As we wake up in the morning to the crisp air and the leaves are starting to change, we know fall is here, and Thanksgiving will soon follow. Thanksgiving is celebrated by almost every American. It is a time to express gratitude and appreciation for the good things in your life, including your loyal customers.

Showing client appreciation is vital to building long-term relationships. We all know it is easier to make a sale to a customer that has already had a positive experience with your company than to cultivate a new one. We also know repeat sales are less expensive to make.

One way to improve customer retention and positive word-of-mouth advertising is to take the time to write a thank you letter to show client appreciation. Your customer will feel valued, and that is always a good return on your investment.

When you sit down to compose your thank you letter, you need to consider a few questions first.

  1. Who is the audience and why are you thanking them? Is this a new customer, someone who gave you important feedback, a loyal customer or someone that is considering your business service or product.

  2. How are you going to thank them? Is this going to be a handwritten letter or are you going to type it? Will it be on a letterhead or in a card? Will you include something with the letter? You can always send a thank you email, but we recommend sending your thank you through the mail with a real stamp on it.

Tips to help you write a thank you letter to your customer.

Be Timely

The sooner you send a thank you letter, the more it will mean to your customer. It will convey the importance of the interaction, and it will be fresh in your mind and your customer’s. You will be able to write a more personalized letter than if you wait to do it at a later date. Your customers will also see that he/she is a priority in your busy day.

If you can’t get to the letter immediately, be sure to set some time aside each week to write thank you letters. Make a note of the customer’s name and why you are sending them a thank you letter to help jog your memory when you sit down to write the letter.

Be Clear and Concise.

A good business thank you letter will be brief and to the point. You want to say thank you without overwhelming your customer with unnecessary information or worse yet, a sales pitch. Sometimes it may be necessary to write a longer letter to convey your message, but make sure that your message is well defined and organized. 

Be Specific and Sincere

What makes this customer special? When you are specific about why you’re sending a thank you letter, your message will come across as more personalized and heartfelt. It’s important to always be sincere.. This can be done in the tone and word choice. Avoid general statements and self-promotional materials.

Be Human

A thank you letter from a real person is worth more than any amount of automated responses. Address the letter to the person and not “dear customer” or any other generic greeting. Your choice of words is important because you want to be open and approachable. You want to be the person they choose to do business with again and again. 

And most importantly, handwrite the letter because it conveys warmth and care. We so rarely get a handwritten note in this digital age, that it makes a person feel special and it will set your business apart. If you don’t have time to handwrite the whole letter, be sure to at least add a short note at the end of the letter in your own hand. 

If you’d like help writing heartfelt thank you letters to show client appreciation, we’re here to help. At Outlook Business Solutions, our professionals can help you develop a culture of thanks or work with you to compose thank you letters. Contact us to learn more about our marketing and customer care services.