Writing Thank You Notes to Customers

Hand Written Thank You Note
JaniceRichard/E+/Getty Images

The age-old adage, "good manners never goes out of style," is more than an adage, it's a universal truth. Saying “thank you” is incredibly important in sales because the first thing you must sell is yourself. You can't sell your product or service until you've demonstrated that you are someone the prospect wants to do business with.

Sending thank-you notes can have a huge impact on how others think of you because it shows that you not only appreciated what that person did, you also took the time to tell them so.

A thank you note doesn't have to be elaborate or written on pricey letterpress paper. Usually, two or three sentences is good enough and can be sent electronically or, thoughtfully, sent by mail, which, today, will make it stand out. Because saying thank you should be a standard practice for you, you'll save time if you set up a few basic templates to address different situations and keep them handy.

Here are some samples that you can use as a basic guide for your templates to cover various situations.

After Setting an Appointment Over the Phone

“Thank you for taking the time to talk with me on the phone yesterday, especially because I know how busy as you are. I look forward to our meeting next Tuesday at 10 AM and promise to take up no more than 15 minutes of your time.”

After an Appointment When the Prospect Didn't Buy

“Thank you for giving me the opportunity to tell you about my company's product/service.

When you need a new [insert product/service here], I hope you will keep me in mind and afford me the opportunity to provide you with excellent service.”

After an Appointment When the Prospect Did Buy

“Thank you for giving me the opportunity to offer you one of my company's exceptional products/services.

I am certain you will benefit from our new relationship. If you have any questions about your [insert product/service here], please don't hesitate to contact me immediately.”

After Someone Gives You a Referral

“Thank you for referring [insert referral name here] to me yesterday. I appreciate you thinking of me and I can assure you that I will provide him/her with the highest quality of service possible.”

After a Prospect Gives You a Final “No”

“Thank you for taking the time to consider my company's product/service. I regret that we were not able to meet your current needs. Please feel free to call me if your situation changes at any point in the future or if you have any questions. I will keep in touch with any updates, as I hope that we will be able to do business together at some point in the future.”

After an Existing Customer Buys Again

“Thank you for giving me the opportunity to once again serve you. I trust that we have continued to meet our standards for exceptional service. However, should you have any difficulties at all with your [insert product/service here], please contact me immediately so that I can assist you.”

On a Customer's Anniversary

“I am writing to thank you once again for being one of our valued customers.

We frequently update our product offerings, so I encourage you to let me know if you have any questions about your [insert product/service here]. If you would like to know about our recent updates, please give me a call.”