A new customer welcome letter is a valuable part of acquiring new clients, especially if your business is one that focuses on personal relationships. Taking the time to write a new customer welcome letter has a few benefits, including:
o Shows your customers that you value their business
o Officially introduces your company to new customers
o Reassures new customers that they made the right decision in choosing your company
o Provides important contact information
This step-by-step tutorial will walk you through a new customer welcome letter format, and the sections it includes so that you can use it as a template for your own business.
Your new customer welcome letter should be printed on your company letterhead, or at least include your contact information.
Having professional letterhead with your company branding is an excellent way to reinforce your brand through your welcome letters and all client communication. But if you don’t have letterhead for your new customer welcome letter, you should include:
o Company name
o Return address
o Telephone number
o Email address
You may also want to include a fax number, company website and any other contact methods you have available.
Date and Recipient’s Address
The beginning of your new customer welcome letter should include the date of the letter and your recipient’s mailing address, all aligned left.
The recipient’s address box should typically include:
o Full name (with prefix)
o Mailing address
In this section of your new customer welcome letter, you will typically greet your recipient by name, followed by a colon.
Whether you greet the recipient with his or her first name (i.e., Jane), or more formally, a prefix and last name (i.e., Dear Ms. Doe), will depend on your relationship with the customer.
The opening sentence of a new customer welcome letter comes after the greeting and should include a welcome message to the customer.
Here is an example of an opening sentence in a new customer welcome letter:
“On behalf of the entire Smith Consulting staff, I’d like to take this opportunity to welcome you as a new customer. We are thrilled to have you with us.”
Introduction to the Company
The body of your new customer welcome letter should include an introduction to your company, as well as reiteration of your capabilities.
Here is an example of a company introduction:
“At Smith Consulting, we pride ourselves on offering our customers responsive, competent and excellent service. Our customers are the most important part of our business, and we work tirelessly to ensure your complete satisfaction, now and for as long as you are a customer.”
In this section, you will also want to introduce yourself, and let the customer know what role you will play in his or her dealings with your company.
Here is an example of a personal introduction:
“I am also happy to inform you that I will be your primary point of contact at the company, and I encourage you to contact me at any time with your questions, comments, and feedback.”
One of the most important parts of a new customer welcome letter is the section that includes various methods of contacting you, all in one place. This section of your welcome letter should list how and when your customer can get in touch with you when he or she has questions or other issues.
This last section of your new customer welcome letter should once again thank the customer for his or her business, then reinforce that you are happy to welcome them as a customer and ready to do what it takes to make sure they are satisfied.
The idea is to close out the letter on a positive note, and leave your new customer feeling welcome, appreciated and important.
Here is an example of the last sentence of your new customer welcome letter:
“Jane, thank you again for entrusting Smith Consulting with your most important business needs. We are honoured to serve you.”
The closing of your new customer welcome letter includes a valediction (sincerely, regards, best regards, yours truly, etc.), your written signature, and your name and title.
It’s important to always include your actual signature and not a computer-generated signature to personalize the letter. Your signature should go in between the valediction and your name, so you’ll want to leave a few extra spaces there.