How to Write a Welcome Letter to New Client to Build A Good First Impression?
Imagine you follow up with a prospect for nearly one month before converting them into a paying customer! But what keeps them from not switching to a different brand later on? Perhaps, it is the initial impression that your company makes—which is an apt reason to send a welcome letter to new clients after their first purchase!
A personalised message shows clients how much you value your customers from the beginning. It sets the tone for a productive company-customer relationship, allowing you to retain them for years.
The goal of sending a welcome letter to new client is to make them feel warm and valued. This blog contains all the tips and steps to help you draft appealing letters and establish personal connections.
Let us begin!
The Significance of Writing a Welcome Letter to New Client
Every customer has numerous options while purchasing a product or availing themselves of a service. When they select your brand, the least you can do is assure them they made the right choice. And a well-written welcoming letter to new client can help you achieve this goal effectively.
This message allows your brand to:
- Express gratitude after a client purchases something: Saying thank you in your sample welcome letter to new clients helps you appreciate your customers. It also highlights that you are a customer-centric company that cares about its people and does not shy away from such lovely gestures.
- Showcase your business processes: A welcome letter to new clients is an official introduction to your company. It discusses related products and services, keeping in mind your business vision. Hence, customers can get more details about you and relate to your goals.
- Set yourself apart from the competition: Your customers might have already bought from your competitors in the past. What differentiates you from the crowd is- your effort to onboard new clients and offer irresistible deals to retain them. Including small perks in your welcoming letter to new client helps convince customers to buy from you again. This step lets you generate repeat business and keep your revenue flowing throughout the year.
How to Write an Effective Welcome Letter to New Client?
Below, we have mentioned all the steps to help you pen down your onboarding letter for every customer:
Use Your Business Letterhead
Always use your company letterhead to print your welcome letter to new clients to ignite brand recognition. It should have your
- Business name.
- Brand logo.
- Phone number.
- Email address.
- Fax number (if applicable).
- Website link.
- Office address.
- Social media links (optional).
Your letterhead makes your message look professional and elegant, attracting customers to read it.
Write the Date and the Recipient’s Mailing Address
Mention the date when you write the welcome letter to new client, mostly the day when they buy something from your business. It appears on the top of your letter the same way as your formal letters.
Then, mention the recipient’s mailing address below. Add their name on the first line, followed by the company name (while sending the letter to a B2B client). Ensure that your delivery address is correct to avoid mail returns or lost envelopes, resulting in a waste of time and money.
PostGrid’s print and mail API helps you validate your mailing lists before you send your welcome letter to new clients to prevent potential problems.
We also offer automated direct mailing solutions, allowing you to draft your letters, print them, and ship them to the correct recipients!
Greet Your Client
Avoid using generic greetings for your customers because it kills the purpose of your message. Instead, use an informal salutation for your sample welcome letter to new clients with the recipient’s first or last name.
For example, you may write
- Hello Mr Jones.
- Greetings, Ms Ella.
- Dear Mr Oliver, etc.
Add a Welcome Message
The first paragraph of your welcome letter to new client should begin with welcoming the customer as a part of your family. It should be a friendly and inviting message that keeps readers hooked to push them to read the letter.
Here is an example:
“On behalf of the entire Jackson Inc family, I would like to welcome and thank you for trusting our company. We value your patronage and assure you that our business will keep up to your trust and expectations.”
Add a Short Brief About Your Business
This section of your welcome letter to new clients acts as the body. If an account manager writes the message, include a concise introduction with their details.
Then, you may include your
- Company’s past accomplishments,
- Customer service objectives, and
- How the business’s experience in the industry can benefit the new clients.
Reassure Clients
The next crucial aspect of your welcome letter to new client is reassurance. Include sentences, like
- Thank you for your business. We are grateful for your trust and support and will work tirelessly to serve you.
- Our company is privileged to have you working with us, and we will do our best to make our association worth it!
Include Your Contact Information
The last paragraph of the financial advisor welcome letter to new client should include the account manager’s contact details. Add their phone number and email address to help customers get in touch if they have any questions.
End Your Welcome Letter to New Clients in a Friendly Tone
Your closing should not be too formal because it can deviate customers from your personal message. Use phrases such as “Kind Regards,” “Yours sincerely,” “Yours truly,” or “Best Regards,” etc.
The last thing on your welcoming letter to new client should be the signature. Avoid using a computerised signature or stamp and opt for a personal one to make your customers feel valued.
Things to Consider While Writing a Welcome Letter to New Clients
You can improve your welcome letter to new client by adding some additional aspects or working on some areas. Here are some of these things or tips you may consider to draft impressive letters:
Decide the Communication Mode
Though many companies opt to send onboarding messages via email, it may not be your best bet. With over 149,513 emails sent per minute, you can lose your personal touch by using this channel to welcome your customers. Also, you cannot guarantee they will open your emails even if you use a catchy subject line.
Emails are faster and more convenient, but sending a direct mail welcome letter to new clients can give you the upper edge. Thus, businesses use this communication mode for their high-value patients to kickstart a valuable and profitable relationship.
Settle On the Format
Your welcoming letter to new client should depict your company’s values and voice. If you advertise as a friendly brand with a humorous staff, using a formal tone may be a bad idea. And, of course, customers would like a delightful message instead of the one that bores them!
The next thing to decide is whether you want to type or handwrite your messages. A typed welcome letter to new client might make sense if you want to conduct a bulk campaign. But handwritten letters are more welcoming and attention-grabbing!
PostGrid’s print and mail API helps you to send letters with different fonts that give them a personal look and feel. You may also use custom envelopes and add multiple variables to personalise your messages! Our automated services ensure you do everything at the click of a button with a plethora of choices at your fingertips.
Reiterate the Value Your Business Provides to Customers
The primary purpose of sending a welcome letter to new clients is to ensure you are their best choice. Though your message must be informal, try adding details about how your business makes its customers’ lives easier!
For example, an insurance company can write, “We strive to assist you during difficult times.” Or a wedding planner might mention, “We are committed to providing you with the best services to make your special day unforgettable.”
Provide Helpful Resources
You can add pURLs and QR codes to your welcome letter to new client to redirect customers to a webpage or video.
If applicable, you may also insert additional written materials with your letters- like a product factsheet or a service guide. The goal is to help your buyers in all possible ways, improving their experience with your company.
Choose Who Will Write the Letter
Companies often find it hard to decide who should write the welcoming letter to clients- the account manager or a higher executive. It might affect the message because you cannot use the same voice in both cases. For instance, sending a letter signed by the CEO might discuss the company’s overall vision. But an account specialist would offer to help or ask for an introductory call.
Sample Welcome Letter to Clients
Below is a sample welcome letter to clients for your reference. It focuses on how you can onboard clients and make them feel confident about purchasing from your company. Moreover, it also offers customers a small bonus to persuade them to buy again!
Lily Martin
Ken HR Solutions
5 Little Bourke Street
Melbourne VIC 3000
Date: 21 November 2022
To,
Mr Lucas King
Fly High Media
20 NE Elizabeth Street
Melbourne VIC 3004
Dear Mr Lucas,
We want to take this opportunity to thank you for your association with our company! Our team members are thrilled to have you on board with us and are committed to assisting you with your recruiting requirements.
Ken HR solutions have been in the industry for the past 10 years, which helped us bring over 5,000 loyal customers into our family. We are so excited to welcome you into this huge family and look forward to helping you take your business forward.
At Ken, we employ several award-winning solutions, allowing us to match the best candidates with the right businesses. You can always count on Mr Kenneth- your account specialist, to discuss your requirements and have them delivered at the earliest.
We value your time and business and only want the best for you. Hence, we are offering 15% off on your current invoice as a welcome bonus. Since you have already paid, we plan on carrying the excess to your next billing transaction.
Please connect with us if you have any questions or concerns. We are more than happy to get on a call or meet with you anytime!
Thank you again for choosing us!
Warm regards,
[Signature]
More About PostGrid’s Print and Mail Solutions to Automate Your Mailing Tasks
Once you plan a campaign to send a welcome letter to new client, you might notice that you must tend to hundreds of activities that make you rethink everything.
Several businesses do not send onboarding letters or messages because they do not want to bombard their in-house team with print and mail tasks.
PostGrid’s print and mail API and automation software help you avoid this dilemma by offering you online solutions. You may integrate our API into your existing workflow to save time and effort—and draft a highly-personalised welcome letter to new clients after every purchase.
Moreover, you can launch triggered direct mail campaigns to initiate the mailing of a welcoming letter to new clients immediately after they make a purchase.
Here is what one of our clients said after they automated their onboarding direct mailing campaigns with PostGrid:
“Your API integrations work amazingly well and have helped us send letters to nearly 3,000 customers. We plan to branch our mailing activities further with PostGrid by streamlining our invoice and statement mailing processes with marketing and onboarding letters.”
PostGrid helps you print and mail numerous items, like postcards, letters, cheques, etc., under one roof. You do not need to find a separate printing vendor to produce your welcome letter to new clients or get your staff to stuff envelopes and attach stamps. We automate such tasks to leave you enough time to enjoy the results of your campaign!
Conclusion
A simple welcoming letter to new client can help you drive retention rates and improve your brand reputation. It lays the foundation for genuine relationships and fuels your growth.
PostGrid’s print and mail services assist companies of all sectors in sending marketing, onboarding, transactional, and compliance items. It helps them streamline their activities at the lowest rates they can find!
Request a demo now to learn more about how PostGrid enables you to send your welcome letter to new client effortlessly!
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