Tips to write a thank you note for your clients

Image source

You might have been writing thank you notes since when you were young, appreciating the gifts and wishes received on various occasions. Even though you thank people instantly, an additional note written to them goes a long way in building and maintaining relationships. The same applies to business. Yes, you need to learn to thank your well-wishers, peers and clients if you really need to do good business. This write-up is for you if you are looking for tips on thank you for your business note.

Clients spend their resources and time supporting your business and it is always a good idea to thank them. Appreciating their time and generosity will help you make them loyal to your organization and in turn allows you to take your business to the next level. Acknowledge their help and make them understand what they mean to you. In short, never miss an opportunity to thank your clients.

Writing a thank you note for clients: Simple Tips

Use the correct communication medium

Before jumping to writing a thank you note, identify the best medium for communicating. An email or text is often thought of but take note, a handwritten note is more effective. Since it takes time to write a note than an email or text, your client gets the feeling you really care for him. A written note also displays your sincerity. However, if you are a busy entrepreneur and short of time, you can send a quick email using a template. But remember, if your client has contributed to your business to a great extent, you should make some time to write a thank you note in your own handwriting. It shows how appreciative you are of your client.

Greet appropriately

Greet your client in the right manner. Start your note with ‘Hi’ if you very well know the client. But if you are yet to meet him, begin with ‘Dear’. The recipient’s name should be correct with no spelling errors. Double check to make sure you’ve made no mistakes. If you are writing a formal thank you note, start with ‘Mr.’ or ‘Ms.’, followed by the client’s last name. On the other hand, if it is an informal note, you can greet your client with the first name. Quite simple but the greeting certainly makes an impact.

Say ‘thank you’, appreciate

Write the thank you note. Express your gratitude for whatever the client has given you. Be it an interview appreciating your company, a reference for sale, a donation or simply for being a valued regular customer, thank the client from the bottom of your heart. Express your appreciation and explain how his involvement with your company helps you. For instance, if the client has purchased your product again, you can say ‘Thank you for being a valued customer. We love building long-time customers and extend our deepest gratitude. A big thanks as well for your positive feedback, it really helps us grow’.

Include the details

Be straight to the point. A thank you for your business note should carry all the specific details but in brief. For instance, if you want to thank your client for providing a reference, say ‘Dear ….Thank you for your reference. We were able to make big business with the new contact. We are grateful to you for having been supportive to our company and look forward to engaging even more with you in the future’. A thank you note should be written every time you benefit from a client. This makes your clients feel you are honest and trustworthy.

Positive note

End your thank you note with a positive note. Make it clear to your client that you look forward to having him at your store on the Big Sale Day. Or you can even encourage your client to submit a feedback to help you improve your support service. Look toward the future, your client should get to know you value him to the core. If the client is very close, you can even go a step further and offer him a dinner. Building relations is easy but maintaining them takes a lot of effort and skills, especially when it comes to business relations.

Wrap up your note with another ‘thank you’

Your final line in the thank you note should have another thank you’. Simply say ‘Thanks again for being such a valued client’ or ‘Thanks again for providing a 5-star rating on Google, this truly matters for us’. Make your thank you note sound as natural as possible. A thank you for your business note should be short, error-free and highly appreciative of the client. It should never appear rosy or sound artificial. The final lines in your note are as important as the first line. You can also include a line asking if there’s anything your company can do to enhance his satisfaction. Provide your contact details so the client can immediately get in touch if he has anything to inquire or say.

Use a proper closing

Closing salutations can differ depending upon the kind of relationship your share with your client. If you share an informal relationship, you can say ‘See you soon…’ or ‘Fondly…’. However, if you want a formal closing, you can use a closing line like ‘Best Regards’, ‘Respectfully’, ‘Sincerely’, ‘Have a wonderful day’ etc. Do not wrap your note hurriedly. Include all the details, clearly state why you want to thank your client and then close the thank you note appropriately. The closing line in fact should make your client feel like getting to you for more.

Sign the note

Once you have included all the details and closed your note appropriately, it is time to sign. If you are close to the client and write notes to him often, you can sign with your first name. This makes the thank you note look informal and develops an even closer bonding between the both of you. On the other hand, if you are thanking a new client, a formal tone would be more appropriate. Use your last name and sign in cursive to display your professionalism. The said tones should be followed if you are thanking your client through an email too.

Dos and Don’ts of a thank you note

Here are some tips to follow when writing a thank you for your business note:

  • Do use a black or blue ink pen. Never use a red pen. Red indicates anger and disappointment and using a red ink may not excite the client. If you want to make your client smile and expect great response, stick to a glittering blue.
  • Do use thank you cards that reflect your business and values. For instance, if you are a cosmetic company, have some cards printed with pictures of nail colors and lip colors. If you are an architecture firm, make the cards creative with some 3D model pictures.
  • Do write the note with your own handwriting. No excuses! An email thank you note may make your client feel you are sincere but a handwritten card makes it special. The client feels personal and real since you have taken time to write it. A short, handwritten thank you note goes a long way in instilling loyalty among the clients. Do not apologize for your handwriting though. It is enough if the note is legible.
  • Don’t delay. If you are looking to thank your client, do it as soon as possible. Your note should reach the client before he/she forgets what favor he/she has done to you. A delayed thank you note does no good, you better not send it all if it’s been months since the client has helped you.
  • Don’t include promotional content when writing a thank you for your business note. Business cards or coupons make the note look sales-y and the client feels you are not being sincere in expressing your gratitude. Forget promotions and sales for a while and honestly thank your client.
  • Do include extras. If circumstances permit, send a book or t-shirt as a token of appreciation. Cookies, stickers and small gifts can also work wonders. Take every opportunity to send thank you notes to your clients and make them aware your organization follows a personalized approach.
  • Don’t overthink. Simply write whatever is on your mind and make it look natural. Avoid negativity.
  • Do proofread your thank you note before sending it to your client. Errors will damage your efforts and can make your client feel you have taken no personal interest in thanking him.

A successful client thank you note builds strong relations, making positive impact on loyalty, engagement and customer satisfaction. Such an impact encourages the customers to provide positive feedback on your website and social media sites. Clients may even share your thank you note on Instagram and Facebook pages, giving your brand a big boost. You may get genuine leads since happy clients speak for your brand, creating brand awareness. Most importantly, your clients return to you and not look somewhere else.

How to Create an Email Template in Outlook

What Are The Email Protocols That You Should Be Aware Of As An Admin?