Professionals, such as accountants and lawyers, often write letters to clients regarding important business matters. The firm must follow certain procedures to produce clear, effective client letters. Professionals write client letters for a number of purposes which include welcoming a new client, discussing a business matter or offering advice. Write a client letter professionally and make it easy to read, with a clear purpose the reader will understand.
Use letterhead. Most professional businesses use letterhead for all letters including those to clients. Letterhead contains the name of the firm, the address and phone number.
Address the letter. When writing a letter to a client, write it directly to the person by stating the person’s name. It can begin with the word “Dear” followed by the person’s name or the word “To.” Include a date at the top of the letter.
Begin the letter with a brief introduction. Keep the introduction pleasant and conversational. Thank the client for using your firm and indicate the reason for the letter.
Develop the body of the letter. This part of the letter contains the information for the letter’s purpose. It may contain advice or other information relevant to the client.
Avoid using terms that only a professional in your particular field would understand. Lawyers and accountants often use terms that specific to their field, but can be unfamiliar to clients. Choose words that are clear to any person, regardless of their background.
Ask the client to call with questions. An invitation to contact the firm for additional help and information is a standard part of all client letters.
Sign the letter. Include your signature at the bottom of the letter and mail the document to your client.