Sending a thank you letter to a client is an important way to show your appreciation for their business. A well-written thank you letter can strengthen your relationship with the client and increase the chances they will work with you again.Here are eight tips for writing an effective thank you letter to a client:
1. Send it Soon After the Project or Meeting
Don’t delay in sending your thank you letter. Try to get it in the mail or email inbox within a few days of finishing a project or having a meeting. The details will be fresh in your mind and it shows the client you are eager to express your gratitude. Sending an informal letter while the experience is still top of mind for both parties helps make a connection.
2. Use the Proper Format
A letter to a client should still follow standard business letter formatting. Include your contact information, the date, the client’s contact information, a proper salutation, and a signature. Be sure to use a professional font and tone in the letter. Print the letter on nice stationery or your company letterhead if you will be sending a physical copy. For an email, make sure to have a professional signature with contact information.
3. Express Your Appreciation
The focus of the letter should be expressing gratitude to the client. Say thank you and specifically explain why you are grateful, such as thanking them for the opportunity to work with them or for referring a new client. Share your appreciation for the chance you were given to prove your skills and value. Let them know their business is valued.
4. Highlight the Positive Outcomes
Remind the client of the positive outcomes of the project or meeting. Mention specific accomplishments, milestones reached, goals achieved, and any positive feedback received as a result of working together. Provide figures, data, or facts that demonstrate the benefits the client gained from the partnership if possible.
5. Offer to Help in the Future
Include a statement offering your services for any future needs the client may have. Express your enthusiasm to work with them moving forward. You can briefly mention how you can continue helping them achieve their goals. Provide recommendations based on your experience working with the client and expertise of how you can further add value.
6. Make it Personal with Specific Details
A sincere, personalised thank you note will stand out. Include details about working with the client that will trigger positive memories for them. Mention specific instances you enjoyed or found rewarding. Referencing conversations you had or inside jokes you shared makes it personal. Clients want to know they are more than just a transaction to you.
7. Proofread Carefully
Be sure to carefully proofread the letter before sending it. Check for any spelling or grammar errors. Make sure all information is accurate and the client’s name is spelled correctly. The letter should look polished and professional. Consider having a colleague also review it and provide feedback before sending.
8. Send a Handwritten Note if Appropriate
For some clients, a handwritten thank you note can be an appreciated personal touch. It shows you cared enough to hand write sentiments just for them. You can write a short note highlighting your gratitude and positive experience working with them. Make sure your handwriting is legible if you go down this route.
Closing the Letter
End your thank you letter by expressing appreciation again and restating your desire to continue the relationship. Depending on the formality, you can close with “Sincerely,” “Thank you,” or “With gratitude”. Finish with your name typed with your contact information below. Leave the client feeling acknowledged and assured the partnership was mutually beneficial.
Follow Up After the Thank You
To further strengthen the relationship, follow up a week or so after sending the thank you letter. Check in to see if they received it and ask if they have any other questions or concerns. You could also send a small token of appreciation like a gift card for coffee or lunch if appropriate.
Keep the Relationship Building
Continue finding ways to build rapport after the initial thank you letter. Regularly communicate relevant news, company updates, industry insights and other value-added information. Forward helpful articles or other resources to them when appropriate. The relationship extends beyond just that one exchange.
Adopt it as Part of Your Process
Make thank you letters an established part of your standard procedures with clients. Develop a template you can customise for each client interaction as needed. Set calendar reminders to prompt you to send them out in a timely manner after each project or milestone.
Writing a thoughtful thank you letter reminds clients why they enjoy working with you and strengthens your professional relationship. Sending appreciation sets you apart from others in your industry. With these tips, you can craft a sincere, professional thank you letter sure to delight your clients.
