Professional thank you notes are a wonderful way to show your clients that you care about them and appreciate their business. Thank you notes are also a good way for you to help support your own business and brand by establishing a reputation as a responsible, professional service. Although many industries do not expect thank you notes at this point in time, sending a note even when it isn't required can be a good way for you to stand out from among the many competitors who may share your same business. Read on for a brief guide on how to write professional thank you notes for your clients.
Step 1: Include the Proper Information
You'll need to know a few things before you send off a thank you note to a client. First, be sure that you have the correct mailing address for your client's company. You should also be aware of the exact spelling of your client's name, as well as her title within the company. Finally, it's a good idea to have a bit of background information handy about your business relationship with the client, as this will help you to be able to add a more personal touch to the thank you note.
Step 2: Format the Note Properly
Thank you notes are not only a good way to show your clients that you care about them and their support of your business, but to also demonstrate that you are professional and responsible. Format your thank you note as you would a professional business letter. Include your name, company name, title and contact information at the upper left corner of the thank you note. In the upper right corner, include the date that you'll send the note to your client. Leave a single space below the contact information, then begin the body of your letter (being sure to include the proper salutation).
Step 3: Write Thoughtfully and Genuinely
Take some time to consider how you might write the body of your thank you note. It doesn't need to be excessively long, but it should be personalized to that specific client and show that you genuinely appreciate her and her business. Include your excitement for continuing to work with that client in the future.
Step 4: Sign the Note
Include a space at the bottom of the body of the letter where you can sign it yourself. This adds a nice personal touch to the letter.
Step 5: Mail the Note Promptly
Make sure that you complete and mail the note promptly after you have interacted with your client. If possible, print the letter on your company letterhead or another official piece of stationery. Before you mail the note, take the time to read over it once again to make sure that there are no typos or grammatical errors that might get in the way of the delivery of your message.