12 Templates To Use When Writing Letters to Clients (With Tips)

Have you ever received an email or letter in the mail from a business you haven’t contacted in months? If so, you know just what a “We miss your business” letter looks like.

Returning clients who’ve been with a business for a long time are worth their weight in gold. They can come to represent the lifeblood of a successful business.

There are times when a successful business may discover that a regular client has not been using its services for an extended period. This is a clear indication that it’s time to reach and check in with the client. There may be something about what you offer that no longer appeals to them. Maybe they weren’t treated very nicely on several occasions. Whatever the case may be, quick action is essential. The loss of one loyal customer can snowball into multiple ones in a hurry.

Taking the time to create a handwritten “We miss your business” letter cannot be understated. Reaching out in such a way to a client demonstrates a professional and personal commitment to their needs. It’s a time-tested way to get those loyal customers back.

Take a few minutes to read over our helpful guide to creating a thoughtful “We want you back” letter. We’ve covered everything from when to send a letter to sample letters to helpful tips.

Letter to Client for Better Service – How To Write Letter to Client

Templates for writing letters to clients

You can use these templates as a guide when writing professional letters to your clients:

Addressing a companys CEO or human resources department

Dear [CEO or HR Managers Name,]

[Explain that youre writing to help their company overcome their obstacle of improving their recruiting, training or team management efforts.] [Describe your own qualifications and the results the company you work for has brought to other companies.]

Common services we provide clients include:

Thank you for taking the time to review the services we offer. If youre interested in learning more about how we can improve your company, please call or email us at [your phone number and email address.]

Sincerely,

[Your Name]
[Your Title]
[Company Name]

Launching a new business

Dear [Client Name],

Were excited to announce the opening of our new business, [your companys name]. Its located on [address of your business and other location details.] The business will be open and ready to greet guests on [date your business opens.]

Our business offers [brief overview of the value your business will provide to customers.] Were proud to offer the following products to clients:

Please feel free to stop by on [date your business opens] to learn more about our products and meet our team. Give us a call or email us to learn more about our products at [company phone number] or [company email address.]

Sincerely,

[Your name]
[Your title]
[Companys name]

Announcing a new product

Dear [Customers Name,]

Were pleased to announce the official launch of our newest product, [name of your product] to our line of [types of products you sell]. Using this product will bring you the following benefits:

It will be released on [date youre releasing the product] and will be available at [physical address or an online link of the location customers can purchase your product from.] If youd like to pre-order this product or learn more about the values it provides, give us a call at [company phone number] or email us at [company email address].

Sincerely,

[Your Name]
[Your Title]
[Company Name]

Proposing services to a company

Dear [Business Professionals Name,]

I see your company is looking to improve its [challenge a company is currently facing.] As a talented company specializing in [services or features your company offers,] [your companys name] can provide you with an unmatched service to help you thrive in the industry.

Established in [year your company started,] our company offers the following services:

If you get started with our services this month, we can offer you a [percentage] discount. Give us a call at [company phone number] or email us at [company email address] for a quote or demonstration to learn more. We look forward to hearing from you.

Sincerely,

[Your Name]
[Your Title]
[Company Name]

Hosting an event

Dear [Clients Name,]

Get ready for an exciting [number of days] at our upcoming event, [title of your event.] It takes place on [dates of the event] and starts at [time of the event.] Well be hosting this event at [location and directions to get to the venue.] Sessions we provide at the event include:

Visit [event website link] to register for the vent. Admission costs are [price of admission.] If you have any questions or would like to learn more about the event, reach out to us at [company phone number] or [company email address.]

Sincerely,

[Your Name]
[Your Title]
[Business Name]

Detailing all of your products

Dear [Client Name,]

We wanted to take a moment to introduce our company and provide you with details on our product line and the benefits it has to offer you. [Company Name] was started in [year the company started] and we pride ourselves on the advanced products we have to offer our customers. The products we have available include:

If youd like to request a quote or want to learn more about these products and their features, give us a call at [company phone number] or email us at [company email address.]

Sincerely,

[Your Name]
[Your Title]
[Business Name]

Welcoming a new client

Dear [Client Name,]

On behalf of our team at [company name,] Id like to welcome you on as a new client with our company. Were excited to get started on providing you with a service unlike any other. [Provide a brief overview of the company.]

As a review of our agreement, the services well be providing you are as follows:

We cant wait to get started with you soon. Your account manager will reach out to you soon with further details on the next steps to get started. Feel free to contact us at [company phone number] or [company email address] with any questions.

Sincerely,

[Your Name]
[Your Title]
[Business Name]

Requesting a client testimonial

Dear [Client Name,]

Were writing to you today to thank you for your dedication to our company. We value you as a client and have enjoyed the time weve spent working with you. To gain more valuable clients such as yourself, we would appreciate it if you would take the time to create a client testimonial for us. The key points wed like you to cover in this testimonial are:

This testimonial can be submitted as a video recording or a written document. Please submit this to us at [submission email address] by [date,] if possible. If youd like any additional details about this testimonial, reach out to us at [phone number] or [email address.]

Sincerely,

[Your Name]
[Your Title]
[Business Name]

Yearly anniversary with client

Dear [Client Name,]

Thank you for your [number of years the client has worked with you] years of collaboration with our company. We wanted to let you know that we appreciate our time with you and cant wait to continue building a stronger relationship and helping you grow as a company for the years to come.

Please let us know if there is anything we can do to improve your experience with us. Give us a call at [phone number] or write us an email at [email address.]

Sincerely,

[Your Name]
[Your Title]
[Business Name]

Responding to a client complaint

Dear [Client Name,]

Im reaching out to let you know weve received your recent complaint from [date client issued the complaint.] Were sorry to hear that you had an unsatisfactory experience and will do everything we can to ensure its resolved.

You will hear back from one of our customer support specialists by [date your client should hear back from your team.] In the meantime, if you have any other questions or concerns, please give us a call at [phone number] or email us at [email address.]

We apologize once again for the inconvenience. Our partnership with you is very important to us, which is why well everything we can to make sure youre satisfied with our service.

Sincerely,

[Your Name]
[Your Title]
[Business Name]

Requesting payment from the client

Dear [Client Name,]

Were writing to notify you that your invoice of [amount the client owes you] is due on [date the payment is due.] This charge is for the following services provided from [date you started this project] to [date you finished this project:]

You can make payments to us via [online web address they can pay you at.] Payments we accept include [check, credit cards or cash.] If any of this information looks incorrect, please reach out to us at [phone number] or [email address.]

We value and appreciate your business.

Sincerely,

[Your Name]
[Your Title]
[Business Name]

Notifying the client of an upcoming contract renewal

Dear [Client Name,]

Were writing to inform you that your contract with us ends on [date clients contract ends.] This contract has been attached for your reference. Wed love to discuss terms for renewal and go over our thoughts on additional services we believe your business could benefit from.

Please give us a call to schedule a meeting to discuss this contract renewal process further at [company phone number.] Weve enjoyed working with you these past [number of months or years the contract was active] and hope to continue this relationship.

Sincerely,

[Your Name]
[Your Title]
[Business Name]

What are letters to clients?

Letters to clients are documents written by business professionals to current or potential customers. Many marketing and sales professionals often write letters to clients for an abundance of reasons, like promoting a product or service, launching a new business or responding to client complaints. You can write and send these letters through email or traditional mail.

Tips for writing letters to clients

Use these tips to help you craft compelling and engaging letters to your clients:

Follow proper formatting guidelines

While the content in your letter should be well-written and professional, the formatting should also be clean and easy to read. Since your letter is serving as a representation of your company, consider using professional letterhead with your companys logo and other branding elements. Other formatting guidelines you should follow include:

Use the first line to state the letters purpose

The first line of your letter should clearly state the reason youre writing. This helps the client immediately know what the letter will be about in order to keep their attention and entice them to continue reading. Include direct statements wherever possible and speak in the first or second person by starting sentences with “I” or “we” to keep the letter personable.

Proofread the letter for relevancy, grammar and spelling issues

Take time to carefully review your letter for any grammatical or spelling errors. Read it out loud to catch any errors you may have missed or ask a friend or colleague to read it for you as well. Make sure the letter is relevant to your overall subject and contains active language, rather than passive, to keep the attention of clients. Review the formatting as well to ensure it looks professional, contains enough white space and is well organized.

FAQ

How do you write a letter to a client?

How to Write a Client Letter
  1. Use letterhead. …
  2. Address the letter. …
  3. Begin the letter with a brief introduction. …
  4. Develop the body of the letter. …
  5. Avoid using terms that only a professional in your particular field would understand. …
  6. Ask the client to call with questions. …
  7. Sign the letter.

What is a letter to client?

Letters to clients are documents written by business professionals to current or potential customers. Many marketing and sales professionals often write letters to clients for an abundance of reasons, like promoting a product or service, launching a new business or responding to client complaints.

How do you write a Dear Valued customer letter?

Opening With “Dear Valued Customer…”

If a customer was truly ‘valued’, the company would have made the effort to include the individual’s name and put it at the top of the letter. If you don’t have the customer’s name on file, beginning with Sir/Madam is a much more appropriate – and less offensive – option.

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