When dealing with clients, it is always important to make the best impression every time. It doesn’t matter whether you’re dealing with them in person, by phone or in writing. That’s why, when sending a professional letter to a client, you should always ensure that it is written to the highest standard and presented in the best fashion.
You should consider every letter your client receives as a piece of marketing material, designed to reflect your business ethos and to show that you really are the company that they should be working with.
Not every company remembers to do this, but with our handy tips, you can be certain to continually impress your clients and maintain that positive business relationship.
Be clear with your words
One of the biggest pitfalls you will find in professional letter writing is the need for people to go on, and on, on. The reality is that business owners do not have the time to read through pages of information; they want you to get straight to the point so they can return to focusing on their business.
Being clear and concise with your points will benefit your clients, and you, in the long run. It isn’t a love letter you’re writing, after all, but a business document that needs to be transparent for everyone’s sake.
Write in a positive tone
There’s nothing worse for your client than receiving a letter that is complaining about the state of affairs, or overly worrying. This will put a damper on your business relationship and may make them wary of working with you.
Try and remain upbeat about everything. Find a positive spin to any problem and if you can, offer a solution. Every letter your client receives from you should feel like a breath of fresh air. Your letter should be cherished, not avoided.
Make sure it’s presentable
This may seem obvious but so many businesses don’t know how to send a properly formatted professional letter! There is letter writing etiquette that needs to be followed, and that includes positioning contact details correctly, addressing the recipient suitably, and so forth.
Professional letters should always be sent on letterhead paper, using standard white c6 envelopes that have been neatly labeled with the company address. Once again, the presentation is key to showing how professional and serious you are about your business.
Use a readable font
If we told you that we once received a letter in Comic Sans, you wouldn’t believe us, but it’s true. Someone must have decided this font was suitable for a client letter, which honestly made us think twice about working with the company again.
It may seem silly but choosing the right font can give off the right impression. A clean, tidy sans-serif font like Arial, Calibri or Verdana will not only make life a lot easier for your client’s eyes, it will also help them see you as a professional business.
Try it yourself
These tips may seem a bit obvious but you will be surprised how many businesses fail to meet the criteria above. You just need to remember your client is only a client for as long as they are happy with your performance, and that you always need to present a pristine image of your business, even when letter writing. Share your thoughts with us below.