Welcome Letter To New Client: Why Is It Important, And How To Use It Effectively?
Forming a long-term relationship with new clients is one of the most challenging aspects for most business owners. The ideal approach to building a relationship with your new clients is the first contact you have with them after a successful conversion. In most cases, this first contact happens through a welcome letter to a new client or customer.
Many organisations need to realise how critical the welcome letter to new clients is and pay more attention to it. Some take a minimalist approach by sending a welcome letter via email, and some don’t even send a welcome letter.
Here we discuss the significance of welcome letters in forming a relationship with your brand and how they can help you get closer to your business goals.
What Is Welcome Letter To New Client?
Business organisations send a welcome letter to new client as a formal commencement of their relationship with the client. It is an excellent way to kick off your journey with a client and show appreciation for their business.
The welcome letter to new clients typically includes helpful basic information that the recipient may need. You can use the welcome note to give your clients an overview of your organization and what it can do for your client.
It may not look like a grand gesture. But, the welcome letter to new clients can significantly impact how your clients view your organization. You must understand how a welcome letter can help your business and form a stronger client bond.
Why Should You Send A Welcome Letter To New Clients?
There are numerous big and small advantages of sending a welcome letter to your new clients and business partners. But there are three primary advantages or reasons for sending welcome letters to your new clients, and they are as follows.
#1 Convey Essential Information
As we discussed, a welcome letter to new clients is not just a letter to welcome them to your organization. It allows you to introduce your company and its products/services to the new client.
In brief, you can explain what your company does and its values to the new client. You can also use the welcome letter to new clients to highlight the many benefits of doing business with your organization.
There is a very real possibility that your customer needs to learn about the extensive products/services you provide. You can use the welcome letter for new clients to showcase other products/services that they are likely to find useful.
#2 Show You Value The Client
An ideal welcome letter enables you to show the recipient that your company cares for them and values their business. It lets you start early and establish a friendly relationship with your clients. Sending a welcome letter to the new client makes your organization look more approachable and professional.
It gives your clients a green signal to go ahead and reach out to you if they have any questions or needs. Moreover, you can personalize the welcome letter to new clients to show how they matter as individuals to your company.
The good news is that personalizing the welcome letter to new clients and sending them is easy using direct mail automation. And we are not just talking about emails. You can do the same for your postal mail welcome letters using an advanced print and mail solution like PostGrid.
As you personalize your welcome letter to new clients, its impact on the recipient grows proportionately. Instead of changing the names in your letter, consider providing personalized suggestions of products, services, content, Etc.
#3 Lay The Foundation For Future Transactions
Most businesses focus so much on converting new leads to clients that they lose sight of the gold mine in their backyard – loyal customers. Creating loyal customers and brand advocates does more for your business than any expensive marketing strategy you use. Sending a welcome letter to new clients is the first step to creating loyal customers.
According to Yotpo, it takes a minimum of three purchases to build brand loyalty in the case of 88% of consumers. The best place to start building a loyal customer base is to appeal to them from the beginning itself. Sending a personalized welcome letter to new clients lets you show how your business cares for them.
As they say, “the first impression is the best impression.” Even if you impress the client at a later stage, the first impression you make tends to last longer. Starting with the right impression is easier when you send a personalized welcome letter to a new client, preferably a printed one.
How To Write A Welcome Letter For New Clients?
Many businesses need help to create an effective welcome letter for their clients or customers. The concept of a welcome letter may seem simple enough but implementing it right takes work. You must learn how to correctly write a welcome letter for new clients to create the desired impact.
There are five main components, or rather parts, that make up an effective welcome letter to new clients, and they are.
- A friendly and personal greeting.
- A brief and honest welcoming message.
- An introduction to your business.
- A personal reassurance from your firm.
- A crisp closing
A Friendly And Personal Greeting
Your welcome letter to new clients must have a friendly and personal greeting at the beginning. It includes addressing the client by their first or last name with the apt prefix in front of it.
Imagine you send a welcome letter to a new client with zero personalization and a generic greeting like “Dear Customer” or “Dear Client.” Such a greeting makes your letter feel cold and lifeless. More importantly, it shows how little effort you put into writing that letter.
It is also essential to align your greeting with your brand’s image. For instance, a business targeting a younger audience, including Gen Z, can try using more causal language that resonates with the age demographic. Some common ways to start your welcome letter to new clients include the following.
- Dear Jonathan
- Dear Mr Smith
- Hello Jonathan
- Hello Mr Smith
- Etc.
A Brief And Honest Welcoming Message
The first sentence after the greeting section in the welcome letter to new clients is to welcome the recipient. You don’t need to drag out this first sentence needlessly. Try to keep it simple, brief, and, more importantly, honest.
Besides that, you can also provide the recipient with some short insights about the company that are worth mentioning. Think of this part of the letter as the teaser of movies where you are just trying to show off some awesome scenes. By doing so, your welcome letter to new clients can show all the resources your company can provide them. For instance, you can lead with a line like this.
“We are excited to welcome you into Flying Sneakers, LLC as our new client. Our expert team is always here to help you in any way your company requires 24/7.”
An Introduction To Your Business
The middle or centre portion of your welcome letter to new clients can make or break your long-term goals. In this section, you can include a more detailed but brief description of your company and what it does. It would be best to do this while reassuring the recipient that you can deliver all their business requirements.
It is an excellent way to build rapport with your audience and lay the foundation for future transactions. You can better understand how you can go about this section of your welcome letter to new clients from the following example.
“At Flying Sneakers, LLC, we always prioritize the needs of our clients over all others. We have a team of experts that work around the clock to ensure that you have the best possible service any day and at any time. We believe in earning the confidence of our clients, and we look forward to doing the same with you and building a prosperous relationship together.”
A Personal Reassurance From Your Firm
In the letter’s final section, you must reassure the client and reiterate your appreciation for their business. You must use the welcome letter to new clients to provide reassurance and put their minds at ease.
Use the last few lines of the welcome letter to new clients to let them know they are your top priority. The message must also convey that you are willing to do everything necessary to ensure the completion of the project as per the client’s requirements.
Try to sound more positive in the last few sentences of your welcome letter to new clients, and be confident in your words. This section of your letter must convey three things about your business to the client.
It must show that you are confident about the project, show warmth in your communication and are sincere in your words. An example of the final sentence in a welcome letter to new clients is as follows.
“Jonathan, we are privileged to do business with your organization. Flying Sneakers LLC assures you that we will deliver the remarkable service you expect from us and deliver the desired results for your business.”
A Crisp Closing
Now that you have a welcome letter to new clients in your hands, all you need to do is to close the letter appropriately. The letter’s closing is relatively simple, and you can use familiar phrases such as the following at the end of your letter.
- Regards.
- Warm regards.
- Best regards.
- Sincerely.
- Etc.
You can finish the welcome letter to new clients by providing the essential details of the sender, such as
- Name.
- Title.
- Signature.
Make sure to sign all the letters by hand, as it significantly adds to the personal touch of the welcome letter to new clients. But suppose you are dealing with bulk mail and need help to sign hundreds of letters. In that case, you can use an automated solution like PostGrid.
Sample Welcome Letter To New Clients
Below is a sample welcome letter to new clients that we made so you can better understand how to make one for your business.
Dear Mr Jones,
We are excited to welcome you into Flying Sneakers, LLC as our new client. Our expert team is always here to help you in any way your company requires 24/7. At Flying Sneakers, LLC, we always prioritize the needs of our clients over all others.
Our team of experts works around the clock to ensure that you have the best possible service any day and at any time. We believe in earning the confidence of our clients, and we look forward to doing the same with you and building a prosperous relationship.
Jonathan, we are privileged to do business with your organization. Flying Sneakers LLC assures you that we will deliver the remarkable service you expect from us and the desired results for your business.
Best Regards,
[Sign]
Jody Grant
CEO
What Is The Best Way To Send A Welcome Letter To New Clients?
The best way to send a welcome letter to new clients is using an advanced print and mail solution like PostGrid. It provides advanced automation capabilities to send bulk personalized mail letters to your clients and business partners.
You can connect PostGrid’s print and mail API with your CRM solution to accurately personalize your business letters with zero human involvement. It encourages you to access relevant data directly from your business database, including the addresses for sending a welcome letter to new clients.
Moreover, you can personalize your letter more quickly using a template and bulk mail capabilities of PostGrid. Even the whole mailing process is automated and lets you send bulk mail using a CSV file containing all your relevant information.
It makes sending your business letters significantly effortless without compromising on their quality. Besides sending welcome letters to new clients, PostGrid’s software solution can help streamline your organization’s mail communication. Some of the other aspects of your business PostGrid can help with include the following.
- Print and mail any business letter, including invoices, reports, Etc.
- Print and mail any postcard.
- Print and mail cheques.
- Help in obtaining relevant mailing lists.
- And more.
How can you implement a mailing system to send your business letters effectively? Schedule a meeting with our experts to learn how to effectively send a welcome letter to the new client using PostGrid’s print and mail solution.
