If you are looking to strengthen the relationship with your customers, one of the best ways to do so is by showing your gratitude to them. In fact, according to a study, it is said that one of the main reasons for customers shifting companies is when they feel unappreciated. On the other hand, when a business sends a thank-you note to their customer, it establishes in nurturing the customer relationship.
Expressing your gratitude not only shows customers how deeply you care about them but also helps in retaining customers. By appreciating how much you value their business relationship, you influence them to do business with you in the future as well.
Not only does it help you in retaining existing customers, but also helps in bringing new customers. When you express gratitude to your customers, it can encourage them to heap praises about your business to their near and dear ones. Doing so will help bring in new customers to your business.
One of the best ways to express your gratitude to your customers is by writing a thank-you letter. Expressing your appreciation by writing a thank-you letter will encourage your customers to continue the existing business relationship in the future as well. In this article, we will give you a comprehensive explanation of what a thank-you letter to a customer is, and when you should write one. We will also explain, how to write a thank you letter to customer for their support and give some examples to help you write one.
Without further ado, let us dive in.
What Is A Thank-You Letter To A Customer?
Writing and sending a thank-you letter to your customers goes a long way in establishing a strong relationship with them. A thank-you letter is a way of expressing your appreciation to the customer for being a valued customer of your business. Writing such letters not only acknowledges your appreciation to the customer but also helps in building brand loyalty. These letters show your customers that you are not just any other revenue-driven business, in fact, you are a business that values customer relationships.
You can either use an email or a handwritten letter to craft your thank-you letter. But the ideal way of writing a thank-you letter is via handwritten letters. They are much better than those automated emails that most of the customers don’t even bother reading them. However, this isn’t true in the case of handwritten letters. They get attention. These letters give a personal touch that can deeply connect with customers. Establishing a personal touch with your customer will help you sow the seed of a positive relationship, in turn helping you to increase your sales and revenue.
Now the question is when would be the best time to write a thank-you letter to a customer.
When Is The Perfect Time To Write A Thank-You Letter To A Customer?
There is no time-bound when sending a thank-you letter. You can send a thank-you letter any time at your convenience. If a customer has purchased a product recently from you, you can write a thank-you letter right away. You can also write and send the letter to the customer at the end of the year after the customer has completed a one-year association with your business. Writing such a letter and sending it at the end of the year truly showcases a year-long strong relationship between you and your customer. Doing so can also lead to the renewing of the relationship in the following year as well.
Let us now see some tips on how to write a thank you letter to customer for their support.
How To Write Thank You Letter To Customer For Their Support
Expressing your gratitude via a thank-you letter is the ideal way of appreciating your customers. But you need to know how to format the letter so that you send a strong thank-you letter to your customers. Below we have listed some important things to include in your thank-you letter.
Choose The Medium Through Which You Want to Craft The Letter
You have two options, either use an email or write the letter with your hand. Writing a handwritten letter adds that personal touch that will deeply connect with the recipient. On the other hand, writing and sending a thank-you letter via email is fast and cost-effective. Choose the appropriate medium that best suits your business.
Start The Letter By Including A Greeting
Before getting into the body of the letter, begin the letter by addressing the recipient with an appropriate greeting. Use words like “Dear” or “Respected” whether it is a formal or informal letter. Also, include “Mr.” or “Ms.” along with their name.
Express Your Gratitude And Tell The Recipient The Reason Behind The Appreciation
After you include the greetings, now, say thank you and mention the reason behind the appreciation. Suppose the customer has been your customer for many years, say thank you for being a valued loyal customer. While writing the letter, see that you set a friendly tone throughout the letter.
Personalize The Letter Mentioning Specific Instances
An ideal way to write an effective thank-you letter is by mentioning specific interactions that customers had with your company. Be it the experience that they had with your company, or some suggestions they might have given you regarding the business, including these specific instances, personalizes the thank-you letter. Mentioning such instances makes them feel valued and cared for.
Express Eagerness To Continue The Relationship
After writing the body of the letter, end the letter by showing your eagerness to work with the customer in the future as well. If you think that the relationship has borne fruits, then you can include a statement mentioning your eagerness to work with the customer again. Doing so will help build customer loyalty.
Again Express Your Gratitude At The End Of The Letter
At the end of the letter, again show your gratitude to the customers. Doing so will reiterate the fact that you sincerely appreciate them as valued customers. This way you can also again reiterate the reason behind thanking them.
Close The Letter By Giving Your Contact Information
Close the letter by using appropriate words like “Respectfully”, “Sincerely”, or “Best regards”. In the end, include your full name along with your contact number.
Sign Your Letter
If you are looking to write a handwritten letter, the best way to end the letter is by including a signature of yours. Including a signature at the end of the letter makes the letter genuine.
That said, let us now look at some examples of how to write these letters.
5 Examples On How To Write Thank You Letter To Customer For Their Support
Here, we are going to provide examples of how to write a thank-you message using both handwritten letters and email.
Example 1:
If you are writing a handwritten letter, below is one of the examples that you can try.
[Sender’s Name]
[Designation]
[Company’s Name]
[Company’s Address]
Date:
[Recipient’s Name]
[Recipient’s Address]
Dear [Mr.] [Name Of The Recipient],
On behalf of the company, I sincerely thank you for being our loyal customer for many years. You have been using our product for four years and this shows how much value you put in our products. Thank you for that.
In fact, I also remember an instance where we asked our valued customers about their experience with our products. You were one among them who heaped praises about our products. For a valued customer like you, we always strive to provide the best products and services.
As a loyal customer of ours, we are extending a buy one, get one offer on your next purchase. Thanks again for showing faith in our products. We would love to continue this ongoing relationship in the future as well.
Sincerely,
[Your First Name] [Your Last Name]
[Contact Number]
[Email ID]
[Signature]
Example 2:
If you are writing a thank-you letter using an email, below is one way of doing it.
To: [Recipient’s Email Id]
CC: [Your Email ID]
Subject: Thank You For The Recent Order
Dear [Ms.] [Name Of The Recipient’s Name],
We sincerely appreciate your recent purchase from our store. Hope you find the product meeting your needs. We are committed to providing high-quality products to our valued customers.
Your positive feedback regarding our customer service was surely encouraging. Thank you for the encouragement. Here at the store, we pride ourselves on providing impeccable customer service and will continue to provide such services in the future as well.
As a token of appreciation, we would like you to accept a small gift. Again, thank you for the recent purchase and also for the positive feedback. We are looking forward to meeting you again and serving you.
Respectfully,
[Your First Name] [Your Last Name]
[Company’s Name]
[Contact Number]
Example 3 (Handwritten Letter):
[Sender’s Name]
[Designation]
[Company’s Name]
[Company’s Address]
Date:
[Recipient’s Name]
[Recipient’s Address]
Dear [Mr./Ms./Mrs.] [Name Of The Recipient],
Thank you for choosing our store for the purchase of your smartphone. We are pleased to have served you. The recently purchased smartphone from our store was our 100th sale which makes you eligible for a brand-new pair of earphones. Congratulations on your gift! This brand-new pair of earphones have arrived at the store. Drop-in any time to take them.
Our store prides itself on taking good care of our valued customers. We, again thank you for choosing our store and also thank you for trusting our products and services. Hope that this relationship continues to grow. See you soon at the store.
Sincerely,
[Your First Name] [Your Last Name]
[Contact Number]
[Email ID]
[Signature]
Example 4 (Email):
To: [Recipient’s Email Id]
CC: [Your Email ID]
Subject: Thank You For The Customer Service Feedback
Respected [Mr.] [Name Of The Recipient],
We sincerely thank you for taking the time to provide feedback to our customer service. This means a lot to us. We have learned according to your answers that you have found our customer service to be of top standards. We sincerely appreciate that gesture.
You have particularly mentioned that our ability to quickly resolve customer issues has impressed you. We also noted that you have suggested improvements in some areas which we have already started working on. We hope to serve you in the future as well. Once again, thank you for taking the time to give your feedback.
Respectfully,
[Your First Name] [Your Last Name]
[Company’s Name]
[Contact Number]
Example 5 (Email):
To: [Recipient’s Email Id]
CC: [Your Email ID]
Subject: Thank You For Being A Loyal Customer
Respected [Mrs.] [Name Of The Recipient],
Thank you for choosing our company. I noticed that you have been purchasing our product for four years straight. Now, that’s impressive. I sincerely appreciate that you found value in our products. This makes me and my team, work even harder.
I assure you that there will be no compromise on the quality of our products. My team and I also promise to not only provide quality products, but also impeccable customer service. Once again thank you for being a loyal customer. It was a pleasure serving you and also hope that this relationship is maintained in the coming years as well.
Sincerely,
[Your First Name] [Your Last Name]
[Company’s Name]
[Contact Number]
To Sum Up
If you want to strengthen your relationship with your customer, the best way of doing it is by writing a thank-you letter. Expressing your gratitude not only shows how much you value your customers but also helps in retaining customers and bringing new customers. Here, in this article, we have given a detailed explanation on how to write thank you letter to customer for their support. We have also given a few examples of doing the same. You can use them to customize one of your own thank-you letters.
