Introduction:
Everyone enjoys when appreciated for their work or some good cause that they have contributed. Recognizing one’s effort will always be an encouragement and a push to do that work even better. Not only in a business or organization, even in personal life, we all expect our deeds to be recognized and it gives a sense of joy and boosts our spirits when we are appreciated for our contribution. Similarly, appreciating customers in a business or organization is very important so that their trust in the business or organization improves and they would also suggest them to their friends, also create vlogs or blogs which might gain attention to a wider platform. This will help the customers feel special and also encourages them to contribute to that business or company further, thus, ultimately increasing the company’s sales rate leading to huge profits. Here is the guide for how to write a Letter of Appreciation to a Customer?
Letter of appreciation to a customer – Why use it?
In today’s world, there is a lot of negativity spread everywhere especially on digital platforms. Appreciating a customer creates a positive atmosphere for them towards the business or organization. There are many methods to express appreciation to a customer like a gift coupon, special discounts, etc., but a letter of appreciation is the simplest yet heartfelt way to express gratitude to the customer.
A letter of appreciation to a customer is important as it expresses the business or company’s gratitude for being their customer, this can be either for a first-time customer or a long term. Such a letter of appreciation is one of the keys to retain valued customers and in turn, helps to grow the business through their referrals. Customers support the business or company to run by spending their time, money, and resources, so as an acknowledgment of their efforts, sending a letter of appreciation is a simple token of gratitude towards the customer.
Letter of appreciation to a customer – When to use it?
When can one use the letter of appreciation to a customer depends on the business or company, as there is no standard rule that says a letter of appreciation should be issued to the customer only at a particular time.
But mostly a letter of appreciation can be sent to a customer in the following scenarios:
- During any festive occasion or year-end, the business or company could thank their customers and appreciate their trust in them
- when a customer makes their first purchase or first-time contact with the business or company
- when customers provide their feedback or review
- when the customers accept email or message subscription to the business or company’s newsletters or notifications
- when a customer makes positive feedback about the business or company on a digital platform
Letter of appreciation to a customer – How to write?
Appreciation letters to customers can be written either formally or informally. But it is good to have a certain structure or template. Those details that can be among that structure of the template is as follows:
- Create a form that relates to the work of the business or company
- Greet the customer appropriately
- Convey the gratitude message
- Specify any important details, if needed
- Use an appropriate closure
- Allocate space for customers to respond
Create a form that relates to the work of the business or company
The letter of appreciation to a customer must sound genuine and professional as well. Acknowledging the customers orally or by handwritten note might seem thoughtful but it is very tiring and might not be suitable for all business platforms. Create a form with a correct format that aligns with the business or company, also, based on if the customer is a first-time or a long-term one.
Templates with appreciation to customers can be automized such that they can be triggered to the respective customer when they make a purchase or repeat purchase or provides feedback through email or message. Maintaining such templates would help us to have a common pattern or structure of appreciation, though the content of appreciation may vary.
Greet the customer appropriately
It is important to start by appropriately addressing the customer. The customer could be addressed in many ways depending on certain scenarios, which are as follows:
- If it’s a known customer, address them with “Hi …” or “Hello …” or “Dear …”
- If the customer is unknown, address them with “Dear …”, “Mr.” or “Ms.”, this could be used while creating formal letters of appreciation.
- If the letter of appreciation is informal, address the customer by their first name.
- Ensure to double-check the correct spelling of the customer’s name.
- It is generally good to greet the customers formally, to sound respectful.
Convey the gratitude message
Express appreciation for their contribution to the business or company. For instance, on subscribing to their product sale notifications, on re-purchasing certain products, suggesting the brand and company in a social media platform, etc., and how much positivity it has created to their business. The appreciation message can give a brief on why the business or company would like to thank the customer expressing their gratitude most genuinely.
Specify any important details, if needed
Convey to the customer how their contribution has resulted in the growth or improvement of their business. If there are any feedbacks or survey results from a customer that has helped the organization to modify or upgrade their products or methods of functioning, highlighting those to the customers in the letter of appreciation will make the customers feel how much they are valued by the business or organization.
Use an appropriate closure
In the closure, make sure to mention that the business or company would be glad to carry forward with their relationship in the future. Express to the customer that how working together has been beneficial to them and the organization. Thank the customer once again before closing the letter. End the letter with an appropriate salutation. Some of them could be:
- Kind Regards
- Sincerely
- Best Regards
- Have a great day/ weekend
- Respectfully
- Cheers
And use your formal business signature.
Allocate space for customers to respond
It is good to have a space where customers could drop in their response to the letter of appreciation received. If the letter of appreciation is an automated message or from a No-reply mailbox, then it would be good to have the email or phone contact details of the business or company for the customer to express their happiness on receiving a warm appreciation.
Letter of appreciation to customers – Checklist:
- Write the letter on time – concerning any event or purchase
- Be genuine and use empathetical words
- Sound like a human and not like a machine response
- Double-check the customer details, the content of the message thoroughly before sending
Examples – Letter of appreciation to a customer
Letter of appreciation for a customer’s feedback:
Dear Susan,
We were delighted to receive your positive feedback. Ensuring the satisfaction of our customers is our priority and we are glad to achieve it.
We are glad that you are associated with us for the last four years and can’t thank you enough for the trust you have in us. Please continue to support us in the future as well. Also, do let us know if there are any areas of improvement. Thanks again for your continuous support.
Yours truly,
Becky
MYC Plus Inc.
Letter of appreciation for a customer’s purchase:
Hi Jessie,
We would like to thank you for the recent purchase made at our store. Hope the hair straightener product that you have purchased functions properly. Please note that there is a 3 months guarantee period for the product. So, if there are any issues, please feel free to reach the complaint number on the guarantee form or to the store for further guidance.
Thank you for choosing us over others. Hope to have your support in the future as well.
Kind Regards,
Mike
KLP Convenience Store
Letter of appreciation to a customer – a year-end message:
Dear Vanessa,
While welcoming the new year with lots of excitement and happiness, we wanted to thank our most valuable customers for their continuous support and trust in us. Though the past two years have been pretty tough, customers like you have always encouraged us to keep going with our business. Our heartfelt appreciation for your support and faith in our products.
We dearly wish the same support and faith will continue to be with us in the coming year as well. We are very much thankful from the bottom of our hearts and wish you have a great year ahead. Happy holidays and happy new year.
Thank you once again!
Sincerely,
Katherine
HGY Corp
Conclusion
A letter of appreciation is important to make the customer feel they are valued by the business or organization. Using a simple appreciation note can give joy to the customer and create a positive feeling about the business. Since, there is a large number of customers who purchase online rather than personally from the store, creating a connection with such customers could be tedious. Hence, such a letter of appreciation to customers helps to have a connection mutually.
