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How can you write a thank-you note that strengthens your client relationships?

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You've just finished a successful project with a client and you want to express your gratitude and appreciation. But how do you write a thank-you note that goes beyond a generic message and actually strengthens your client relationships? In this article, you'll learn some tips and best practices for writing a thank-you note that is personal, professional, and memorable.

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1 Why write a thank-you note?

A thank-you note is not just a polite gesture, but a powerful tool to build rapport, trust, and loyalty with your clients. It shows that you value their business, respect their feedback, and care about their goals. It also gives you an opportunity to reinforce your personal brand, highlight your strengths, and showcase your achievements. A well-written thank-you note can make a lasting impression and set you apart from your competitors.

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Alessandra M. Corcho

HR Generalist | Tech - Non-Tech Recruiter | HR Automation | Candidate experience
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Crafting a sincere thank-you note is key to fortifying client relationships. - Express genuine appreciation for the time they invested, emphasizing your gratitude for the opportunity to connect. - Reiterate your commitment to providing valuable services and assure them of your continuous support. - Personalize the message by referencing specific points from your discussion. This thoughtful approach not only reinforces your professionalism but also strengthens the foundation for future collaboration.

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2 When to write a thank-you note?

The best time to write a thank-you note is as soon as possible after you complete a project, deliver a service, or receive a payment from your client. This way, you can capture the positive emotions and outcomes of your collaboration, and avoid forgetting any important details. You can also write a thank-you note after a meeting, a referral, a testimonial, or any other occasion that warrants your gratitude and recognition.

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Mohamed Baddas

On a mission to simplify LinkedIn and personal branding for entrepreneurs & CEOs, offering tailored strategies that build authentic brands and drive growth.
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Personally, when I send or receive a thank you- note from a client, I feel like they appreciate my work, They are happy with what I do for them. The same feeling my clients have when they receive it from me, that's mean "I care about them, I appreciate them." My advice: Choose your words carefully. Saying "Thank you" → Cost you 0$.

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3 How to write a thank-you note?

When it comes to writing a thank-you note, there are some general guidelines that can help you craft a meaningful and effective message. To start, choose the medium that suits your personal brand, your client's preferences, and the context of your communication. If you're sending an email, make sure your subject line reflects the purpose and tone of your message. For a card or letter, use a simple and direct heading like "Thank you" or "A note of appreciation". Address your client by name and use a friendly and professional salutation. Express your gratitude and appreciation in a sincere and specific way. Highlight your strengths and value proposition without sounding boastful or salesy. End with a call to action and a warm and courteous closing. Sign off with your name and contact details, as well as any relevant logo or signature. By following these steps, you can ensure that you communicate your appreciation in an effective way.

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William Clemo, CPCU, ARM, AU-M

Senior Commercial Underwriter at WCF Insurance
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Step one - hand write it. No one cares if your penmanship isn't great. The fact that you were willing to put a pen to paper will carry the message. If you have to cross out a misspelling it happens. We're human and that is what we're trying to convey. Step two - Mean what you write. If you don't mean it; don't write it. Step three - Sign, address, send.

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4 How to personalize your thank-you note?

Writing a personalized and tailored thank-you note to your client will have a greater impact and resonance than a generic or template-based one. To make sure your message stands out, use your own voice and style, and be consistent with your previous and future communications with your client. Additionally, do some research to learn more about your client's background, interests, goals, challenges, and feedback. This information can help you customize your message and address their specific needs and expectations. Furthermore, don't forget to add some emotion and humor to your message. Find a balance between formal and casual language that expresses your enthusiasm, gratitude, and satisfaction in a genuine and positive way. If appropriate, you can also use some humor or a joke that fits your personal brand and your client's personality.

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Jen Lewi

Career Strategist | Executive Coach | Writer | Facilitator | CEO at Design Your Next Step | On a Mission to Make Work "Work" for You & Your Team
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Include specific projects, meetings, or conversations you had with the client. Highlight something unique or memorable from your interactions. Be specific about what you're grateful for. Acknowledge the clients' support, collaboration, or the opportunity they provided.

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5 How to proofread and edit your thank-you note?

Before you send your thank-you note, it's essential to proofread and edit it carefully. A thank-you note with errors, typos, or inconsistencies can damage your credibility and reputation. To ensure that your message is accurate, read it aloud or have someone else read it for you. Pay attention to the clarity, accuracy, and readability of your message. Additionally, make sure your tone is appropriate, consistent, and respectful. Your style should be coherent, concise, and engaging. In terms of format, use paragraphs, bullet points, or headings to break up the text and emphasize your main points. Use a font, color, and size that are legible and professional. Lastly, double-check all facts, figures, and details to ensure they are correct and up-to-date. Avoid any exaggeration or false claims in your thank-you note.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you write a thank-you note that strengthens your client relationships?

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3

4

5

6

1 Why write a thank-you note?

2 When to write a thank-you note?

3 How to write a thank-you note?

4 How to personalize your thank-you note?

5 How to proofread and edit your thank-you note?

6 Here’s what else to consider

Personal Branding

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How can you write a thank-you note that strengthens your client relationships?

1

2

3

4

5

6

1 Why write a thank-you note?

2 When to write a thank-you note?

3 How to write a thank-you note?

4 How to personalize your thank-you note?

5 How to proofread and edit your thank-you note?

6 Here’s what else to consider

Personal Branding

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