Businesses create and send appreciation letters to customers and clients to thank them for a particular reason. It might be to thank them for a recent order or for the opportunity to complete a project for them. A letter of appreciation is a good way for a company to stay connected to a customer and to show gratitude. Business appreciation letters should always look professional and use a warm and friendly tone.
Use company letterhead. Always write business appreciation letters on the company’s letterhead. Not only does the letterhead include the company’s contact information, but it looks more professional. If the letter is for a close personal friend or business contact, consider handwriting the letter, offering a more personal touch; otherwise a typed letter is fine.
Date and address the letter. Date the letter on the top-left side, below the company’s contact information. Below the date, address the letter to the customer by writing the customer’s full name and address.
Begin the letter. Write "Dear," followed by the customer's name using Mr. or Mrs. If the letter is for a close business associate or customer, use the person's first name.
Start with an introduction. The first paragraph of the letter is the introduction. In this paragraph, briefly introduce yourself, including your title within the company, and explain the purpose of the letter. Keep the letter friendly, conversational and to the point.
In the next paragraph, describe why you wrote the letter, in specific terms. For example, if your company just completed a large project for the recipient of the letter, thank the customer for hiring your company and explain that your company valued performing the work for them.
Offer gratitude. An appreciation letter should make the customer feel important. Show the customer this by thanking him in several ways, and also express your interest in working together in the future. If the letter is to a new customer, let her know that you appreciate the order that was placed and that you look forward to future orders.
Give the customer more information. If your company offers other products or services, include some of the details about them. Include only items that seem relevant to the customer’s business and interests.
Close the letter. End the letter with the word “Sincerely" and then sign your name and include your title. If the letter is typed, leave five blank lines after the closing before typing your name. Sign your name in this blank space. If you are handwriting this letter, just simply sign your name. If you know the person really well, sign only your first name.