How To Write An Effective Welcome Letter To New Client?
Many marketers and business owners believe that a client’s journey with a brand begins from the moment you first interact with them after their conversion. It is essential to start on the right foot if you want to keep your new clients and turn them into loyal clients. And the best way to do that is to send a welcome letter to new client from your business.
What Is Welcome Letter To New Client?
A welcome letter is a personalised letter that businesses send to new clients or customers. You can think of a welcome letter to new clients as an official introduction to your company and what it can do for the clients.
But the purpose of a welcome letter is not just to introduce your company to new clients. If you use it right, a welcome letter to new clients can help you to establish a customer relationship and strengthen it over time.
Continuous customer engagement can strengthen and improve your relationship with your clients. Implementing all of this begins with you sending a plain old welcome letter to new clients and business partners.
Sending your welcome letter to new client is that it lets you make them feel like part of your business from the start. Furthermore, it shows how much you value your clients even though they are just starting their journey with your company.
Why Is It Essential To Send A Welcome Letter To New Clients?
We can give you a hundred reasons to send a company welcome letter to your new clients and keep on going. Although it may not look like much, the welcome letter can significantly impact the initial formation of your customer relationships.
Think of the welcome letter to new clients as the first block of a domino puzzle. It gives you the initial force to connect with your audience and pave the way for lasting customer relationships. Here are the three most significant reasons to send welcome letters to new customers or clients.
First Impressions Last
First impressions are only sometimes the best impression. You can still win over the minds of your customers even if you stumble a little during the initial stages. However, it is significantly harder to change the perceived image of your brand because first impressions tend to last longer. You must send a welcome letter to new clients if you want to start your relationship with a customer on a positive note.
As we mentioned, sending the company welcome letter to new clients shows that your business cares about the customers. Your client’s initial perception of your brand can help your business in more ways than you think.
If you want to make an even more significant impact on your clients through the welcome letter, consider adding more value to the letter. For example, you can include attractive stickers or small accessories like a keychain with your branding. Doing so will make your welcome letter to new clients more appealing and create an excellent first impression.
Start Building Your Upselling Opportunity
Every marketer and business owner dreams of upselling their products or services to their customers. You can use the welcome letter to new client to get closer to that dream. For instance, you can provide a discount code in your welcome letter to encourage the customer to make their next purchase.
Your customer will likely return to your business if they like your product or service and receive a discount code from your company. If the customer or client is satisfied with their second purchase, it becomes relatively easy to convert them again. The welcome letter to new clients is your first customer loyalty marketing effort.
Use the welcome letter to new clients to mention the availability of a higher-end version of the product or service they brought. Even if the client does not require higher-end assistance, they may need it later. The customer knows they can upgrade, and you have a better chance of upselling.
Share Valuable Information With The Clients
You can use the welcome letters you send to your new customers or clients to share additional information with the recipient. The information you share in the welcome letter to new clients should be relevant.
The welcome letter should not be used as a marketing tool. Also, the additional information you include in the welcome letter to new clients could be about your brand and what makes it different from others.
You can also include a QR code in the welcome letter to clients you send via mail or add links if you are using email. It is preferable to use the former approach as it tends to have a more emotional impact on the recipients.
How To Write A Welcome Letter For New Clients?
Writing an effective welcome letter to new clients takes work, as you might think. Anyone can send a welcome letter to their new customers. But it would be best if you have something special to open up opportunities for upselling your products and supporting your efforts to build a loyal customer base.
You must find out how to write a welcome letter for new clients to make it something special for your target audience. It depends on various factors, including how well you know your customers, the type of product/service you offer, Etc.
However, we can tell you the basic steps to write an effective welcome letter to new clients or customers.
Use Your Business’s Official Letterhead
One way to show professionalism through the welcome letter to new clients is to use your organisation’s official letterhead. Moreover, it would be best if you use the company letterhead for all future communication with the customer. Suppose you don’t have an official letterhead and don’t want one. In that case, you must provide all the details typically found on company letterhead, such as the following.
- The name and address of the company.
- Contact details of the company, such as phone number, secondary number, Etc.
- The email address.
- The website address.
- All of the social media handles/profiles.
Provide The Date And Customer Address
Once you have the letterhead or the paper with all the information about your company, you must provide the date and customer’s address. The official date comes immediately after the letterhead; below that, you give the customer’s address. Make sure the date and customer address on the welcome letter to new clients align to the left.
You must also provide the customer’s full name with prefix and address on the welcome letter to new clients to make it look professional. The details to include in the customer’s mailing address are as follows.
- The official title of the customer (if any).
- The name of the customer’s company.
- The mailing address of the customer.
Offer A Friendly Greeting
As with any other letter, you must start with a friendly greeting. You don’t have to use a prefix when addressing the client in the greeting, but it is generally preferable to use it. Here, you can manage the customer by their name but never use a general term like “valuable client.” Instead, try to personalise your welcome letter to new clients as much as possible.
Doing so lets the client know you are taking care of their business in person. If you want to create such an impact and make your welcome letter to new clients appear more personal, use printed letters. Receiving a welcome letter via email seems monotonous, whereas people love receiving things in the mail.
You might wonder, “how can you personalise your welcome letter to new clients if you send it via mail?” The solution to this problem is easier than you can imagine – automation. An automated print and mail solution like PostGrid can integrate with your CRM and quickly personalise your letters. It lets you personalise your bulk mail and send it at significantly higher rates.
Provide Your official Welcome Message
After the pleasantries are over, you can provide the official welcome message in the welcome letter. Make sure your welcoming message is friendly and concise. The welcoming message part of the welcome letter to new clients is critical as it decides whether or not the client will read the rest of the letter.
Generally, businesses take a more direct approach where they straight out welcome the customer and express gratitude. But we suggest you take a slightly different approach to your welcome letter to new clients and make it more detailed. Here is an example of what your welcome message should look like in the letter.
“I would like to officially welcome you to [company name] as the latest member of our family. We are grateful for your support, and our team of experts is ecstatic to work with you on the new project.”
Provide A Short But Detailed Introduction
A short and detailed introduction may sound like an oxymoron but hear us out. The introduction of your welcome letter to new clients must include the essential information you wish to convey to them. But you also must ensure that you refrain from rambling and making the letter unnecessarily lengthy. Here is an example of how you can write the introduction of your letter.
“At [company name], we dedicate ourselves to delivering only the highest quality services to our customers no matter how big or small the project. We prioritise customer satisfaction over everything else, which is why we consistently deliver the desired results for our clients. Our award-winning customer support team is always ready to serve you 24/7 and ensure the smooth execution of your project.”
Provide Reassurance To The Client
One of the most significant purposes of the welcome letter to new client is to reassure them that their choice is the right one. It is the part of the welcome letter that you can use to congratulate the client again and thank them one last time.
Additionally, you can use the letter to reiterate your commitment to serving the client and helping them meet their needs. Take an opportunity to show your appreciation for the client in this last part of the welcome letter to new clients. Here is an example of how you can provide reassurance to your client.
“[customer’s name], we would like to thank you again for choosing [company name] as your [industry] partner. It is our greatest pleasure to help you branch out your [industry] business. We will work to our best capability to deliver you [list of features].”
Provide Your Contact Details
Before closing the welcome letter to new clients, you must add your contact details. Provide a detailed section which allows your clients to get in touch using different channels. It means you can include every contact detail of your business, from your phone number to your social media handles.
Close Your Welcome Letter
You can now close the company welcome letter to new clients with a standard valediction, such as “Best regards”, “Sincerely”, Etc. And you should also provide the essential details like your full name, sign, job title, Etc. Using an automated solution like PostGrid, you computerise the whole process and even include your signature in the letter.
How To Send Your Welcome Letter To New Clients Using Automation?
Automating your mailing process is relatively easy using an automated print and mail solution like PostGrid. You can easily use PostGrid’s web interface or print and mail API to send your welcome letter to new clients.
To bulk mail your welcome letter to new clients, you must first sign up on PostGrid’s website. After signing up, you can access your print and mail account and use PostGrid’s dashboard to mail your letters.
PostGrid’s dashboard is easy to use, and you can quickly find the option for sending your welcome letter to new clients. You can pick a template in the letter section and upload the recipient details as a CSV file. As a result, you can quickly send your business letters to your clients using these options.
PostGrid’s print and mail solution allow you to send different mailers for your business. You can send a welcome letter to new clients, postcards, invoices, and reports, or even run a direct mail marketing campaign via PostGrid.
Do you want to check out PostGrid’s dashboard for sending a welcome letter to new clients? Sign-up for free on PostGrid and start sending your business mail today!
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