How to write a killer customer thank you note

The art of writing letters

Letter writing is an obsolete art. You will hardly find anyone writing letters nowadays. But that personal touch of a letter, with your handwriting and the feel in words can never go out of fashion. A handwritten letter or a handmade card, though pretty rare nowadays still holds a lot of value. The investment of time and effort and the warm gesture that the handwritten note holds is definitely something that makes the receiver of the letter fell special and on receiving the letter he or she is filled with a warm gushing feeling. There is something personal and extremely sweet about handwritten notes. Especially if the note happens to be from someone who is thanking you for something good that you have done then the note becomes all the more special.

It is this idea that businesses and brands are harping upon to make an impact upon their customers. They send thank you notes to their customers. The more personal your note, the more edge you will have over your competitor. Nowadays, customers receive a lot of thank you notes from the brands that they regularly buy from. Brands are using this technique as a customer engagement tactic to hold on to the loyalty of their customers for a long time.

Writing a thank you note to run a business

If you are a businessman and you are feeling awkward in expressing gratitude to fulfill the motive of retaining your customers, then remember this is a business that you are running and customer retention is your first and foremost priority. Without long-term customers you will not be able to sustain your business. Writing a killer thank you note just a way of letting your customers know that you value them and want them to come back and also to recommend you to other potential customers. It has been seen that handwritten thank you notes have proved to be a great way to hold on to customers. Robert Cialdini has rightly written in his book, ‘Influence: The Psychology of Persuasion’ that reciprocity is indeed a great motivator. When customers receive a token of appreciation as touching as a handwritten note, they feel the urge to return the favor and in the process make another visit to your business and also publicly advocate your products. This is indeed a little thing in which you can invest to bring in more investment in your business.

The Do’s and Don’ts of writing a thank you note

• While writing a thank you note never use a red pen; it is like sending a howler to your customer in all capital letters. Blue or black is the ideal colour that you can use.

• Use note cards or stationery that become a reflection of your business. You can customise the note card based on the business you represent. If you are a vet clinic, you can have a paw print on your note card.

• Always make sure you write in neat and legible handwriting. A bad handwritten note card can create a negative impact on your customer.

• Ensure to send the thank you note in a timely manner. This is known as ‘snail mail’. Don’t wait for very long so that your customer forgets about you and also don’t send a thank you note immediately after their first visit as that might seem too hurried.

• Don’t write anything that sounds too business-like or is promoting something from your brand. This too can create a negative impact on the customer. Keep the note lucid and conversational in tone.

• Write the note in such a manner that it reflects your company’s personality. You can use emoticons that go well with the theme of your business.

• If the situation wants it, add some extra token of appreciation along with the thank you note, like a discount coupon for the next visit.

• Don’t try to use wannabe witticism in your card that may sound fake and monotonous.

How to make the thank you note look killer?

Here are some tips that can make your thank you note look absolutely different from others:

• Always make your card personalized by addressing your customers by their name. Greeting the customer by their name makes them feel special and important.

• Be very clear in expressing your gratitude. Do not beat around the bush and mention clearly why you are sending the note.

• Include some unique details that you enjoyed while communicating with that customer. This will make the client feel important and you will get a chance to sound specific and thoughtful.

• Repeat your thank you and repetition is an effective means of driving the message to your client.

• Make sure you sign off with a greeting (Regards, Best wishes, Warm regards, Cheers etc.).

• Make sure you use the right stationery while writing the thank you note. Use nice paper and customize it with your company’s logo or a nice group photo from your last team outing.

Here are some of the sure shot remedies to make your thank you note stand out from the rest. A good and thoughtful thank you note can indeed boost your revenue immensely.

Vaishali Gopi is an enthusiastic Digital Marketer who has keen interest towards customer support management and related stuff and voices about it frequently.