Considering the size and the type of the business you run, as well as the number of customers you want to express gratitude to, you may either go for email or printed thank you letters (sent via regular post). Some factors to take into account when selecting between the two are:
Any customer appreciation letter should generally be structured in a more formal style than an email, and should always include certain basic thank you letter components. Below are some helpful tips on creating a perfect thank you letter to your customers:
Choosing the right salutation for appreciation letters depends on your relationship with the customer. It’s still better to use more formal greetings such as; “Dear Mr./Ms. Carter,” or “Dear John,”. Informal salutations like; “Hello,” “Greetings,” or “Hi There,” should be avoided. Make sure also to double-check the spelling of the recipient’s name, otherwise, you risk making a poor impression right from the start.
The sole purpose of a thank you letter should be showing appreciation and expressing gratitude to loyal customers. Resist the temptation to pitch your business again. Don’t mention any upcoming sales, special offers, new products, or anything else that can be considered an ad. Because it might distract the customer from your initial point.
After thanking a customer for their business, consider adding some follow-up statement showing that you are attentive to customer needs. It could be either mentioning that you are always available if they have any questions or concerns regarding your products or services. Or simply, ask whether there’s anything you can do to increase their satisfaction.
To make a letter look professional, make sure to use a letterhead that can include your company name, logo, or other branding information. A well-designed letterhead makes a letter look unique, ensures your brand visibility, helps to verify its authenticity to the recipient, and creates an overall professional impression.
When closing a thank you letter, it’s important to use an appropriately respectful and professional word or phrase. You may select the most commonly used “Sincerely” or “Regards”, or slightly more personal “Best regards”, “Yours respectfully”, “Best wishes”, “With appreciation” or “Gratefully”. Closings like “Always”, “Cheers”, “Love” or “Take care” are considered too informal for business letters and should be avoided.
While making thank you letters seem personal might be challenging for large businesses, adding a signature at the bottom of the letter can help to add at least some level of personalization. Though it may not always be possible to add a handwritten signature, even a printed one will always look better than simply a typed name.
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