How To Write a Thank You Letter To Customers (With Examples)
Updated February 3, 2023
It’s important for businesses to express their gratitude to those who've supported them in their success. If you work in sales, marketing or a similar role for an organization, sending a thank you letter to your customers can help show your appreciation and encourage them to make a purchase with you again in the future. To ensure your customers feel valued, you may benefit from learning how to write an effective thank you letter.
In this article, we explain when and how to write your customers a thank you letter, provide a template and two example letters and explain why you should thank your customers.
When should you write a thank you letter to a customer?
You can write a thank you letter to a customer any time you want to express your gratitude and appreciation for them and their support. While you can give them a thank you letter at any time, you can also give them one after their first purchase or after they've met a certain loyalty mark.
For example, if they've purchased from you for a year, you can give them a letter that shows your appreciation for their year-long support. Sending them a letter for this occasion shows that you remember how long they've conducted business with you, which allows you to add a personal touch and greater meaning to your thank you letter.
How to write a thank you letter to a customer
When you want to express your gratitude to your customers with a thank you letter, it's important to know how to write one. Following the right format and maintaining a positive tone from start to finish adds to the effectiveness of your letter. Use these steps to write a thank you letter to a customer:
1. Determine which medium to use
For thank you letters, you can send a handwritten note or an email. Determine which best suits the size of your organization. Though emails are often more efficient, especially for larger businesses with many customers, handwritten notes add a personal touch and can feel more thoughtful.
Related: How To Write a Thank You Email
2. Include a greeting
Start your letter with an appropriate and courteous greeting. Consider using "Dear," whether or not you know the individual personally. If it's a formal thank you letter, address them as "Mr." or "Ms.," followed by their last name. If your letter is more informal, you can address them by their first name.
3. Express your gratitude
After your greeting, write a statement that expresses your thanks and appreciation for being your customer or taking a particular action, like purchasing a product or making a donation. Make sure to stress how much their business has meant to you. Try to use a friendly tone from start to finish to reinforce or establish your relationship.
4. Personalize your letter with specific details
If you can, personalize your thank you letter with specific details about their recent purchase or their experience with your company. Use specific details that describe what they did to receive this letter from you. When you show that you remember them, it helps them feel valued, appreciated and as though their purchase really mattered to you.
5. Include a statement about the future
End your thank you letter to your customer by saying that you're looking forward to doing business with them again in the future. Ending on an optimistic note helps maintain the positive tone of your letter. If you’re able, you could even add in an incentive for them to purchase from your company again, such as mentioning an upcoming sale or providing a discount code to use on their next purchase. This can help you develop customer loyalty.
6. Reiterate your appreciation
Close your letter by thanking them again for their business and support. This helps them remember the reason for the letter and shows them your genuine appreciation for their purchase. Make sure to be specific about the reason you’re thanking them.
7. Sign off with an appropriate closing
Close your letter with a signoff followed by your first and last name. If you know the recipient well, you can opt for just your first name. Either way, use a business-appropriate closing such as "Best regards," "Respectfully" or "Sincerely."
Thank you letter template
A thank you letter typically follows a business letter format to allow for a clean presentation and make it easier for your customers to read and understand the message. Use the following template to write your own thank you letter to your customers:
Dear [customer name],
On behalf of [company name], I’d like to thank you for [reason for thank you letter]. It’s been a pleasure to provide you with [your products or services], and we hope we can continue to provide for you in the years to come.
Here at [company name], we're committing to providing our customers with [company commitments, goals or objectives]. We also pride ourselves on offering [company objective] to each one of our customers.
As a thank you for your loyalty and support, we'd like to extend a [coupon or gift]. Thanks again for your support. We look forward to serving you in the coming months!
[Your first and last name]
Example thank you letters to customers
Once you know how to format your letter, consider what you want to say. You can use the following two examples to guide the writing of your own thank you letter to customers:
Thanking a repeat customer
On behalf of Lilac Clothing, I’d like to thank you for being a loyal customer for the last three years. It’s been a pleasure to provide you with your clothing essentials, and we hope we can continue to do so in the years to come.
Here at Lilac Clothing, we're committed to providing our customers with quality pieces that can add a pop of color and style to any closet. We also pride ourselves on offering impeccable customer service to everyone who walks through our doors.
As a thank you for your continued loyalty, we'd like to extend a 30% off coupon for your next purchase at Lilac Clothing. Thanks again for your ongoing support. We look forward to serving you in the coming months!
Thanking a new customer
On behalf of Jumpin’ Beans Cafe, I’d like to thank you for stopping by for the first time today. We’re so glad you chose us for your daily coffee needs, and we hope we can continue to provide for you in the future.
Here at Jumpin’ Beans Cafe, we're committing to providing our customers with their perfect cup of coffee and something tasty to go along with it. We also pride ourselves on offering a warm and inviting atmosphere with great service that makes you want to stay for a while and then come back for more.
As a thank you for your support, we'd like to offer you a free bakery item with your next coffee. We look forward to serving you more and hope to see you again soon!
All the best,
Why write a thank you letter to customers?
A well-written thank you note can go a long way in showing your appreciation. Here are some reasons to write a thank you letter to customers:
Retains customers: A simple thank you note can help strengthen your relationships with your customers. Showing how much you appreciate their business can even make them feel more inclined to come back again in the future.
Builds a positive image: Thanking your customers for their business helps improve your company's image and overall brand by showing what you value as an organization. Having a positive brand can attract more customers and encourage them to do business with you.
Encourages referrals: When you express your gratitude to your customers, it encourages them to praise your business to others, whether through social media, an online review or word of mouth. This free advertisement can lead to more business opportunities and potentially increase sales.
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