How To Write an Ideal Customer Thank You Response Email?

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We are always expected to be appreciated. As the same, all our customers deserve a response and appreciation. In fact, according to the survey, up to 60% of users will shut down their deal with the business if they feel indifferent.

seth meyers lol GIF by Late Night with Seth Meyers

So, what is the best way to make your users feel appreciated and cared for? Believe it or not, a simple customer “thank you” email can play a vital role in creating a positive customer experience and brand perception.

In this article, we’ll cover the five crucial factors you need to know to write a confident “thank you” email.

Let’s see the 5 tips for crafting a perfect thank you email in brief:

#1 Identify the purpose of the email.

You should never initiate a “thank you” email without knowing its goal.

Not having a keen and clear cut purpose in mind will lead to vague messaging and a generic-sounding, which makes you keep on thinking about the same email whether you have done it right or wrong. So, always please be clear with the purpose.

The purpose of your thank-you email can differ for:

  • Being a long time customer.
  • Signing-up with your product or service.
  • Referral to your product.
  • Providing feedback.
  • Patience meanwhile, fixing an issue.

And, goes on.

Various situations require various ways of providing appreciation, which is why you can’t start writing an email unless you have a solidified purpose.

#2 Have humanized tone in your message

A perfect “thank you” email should sound like it came from a human being (not an automated one). We are often annoyed by receiving blast emails from brands, and your customer service email. So, don’t make people consider you in that list of automated emails. If you make it so you can’t build a relationship with your users.

Here are some tips to humanize your user “thank you” emails:

  • Send the email from a support team of the company: Use the email address of one of the people from the support team. May be head of the team or product manager in the company rather than the generic and all too common “No reply” address.
  • Showcase soft emotions in the email: Showing emotions in your email is the simplest way to prove to users that they are hearing from a real person. Ensure your emotions align with the customer’s experience and you’re not overreacting. Let’s say, if the user just reached a crucial milestone in your organization, express them your happiness for their growth. On the other hand, if a customer is annoyed with your product due to a recent issue that needed to be resolved, acknowledge their patience for waiting during a frustrating time.
  • Create the email ‘formally’ informally: Means, in your “thank you” email, feel free to use emojis, if suitable for the audience. And, if your customer uses tone, you can use it too. It’s even okay to include a GIF or video to lighten up the mood. But on the other side, don’t make it too informal like you type email for your friend or family member like unstructured, filled with jokes.
  • Don’t try to market your products or services through email: There’s no faster way to ignore your mail than pitching your business-like advertisement. These emails are only about appreciating the customer. Don’t use any marketing strategies over here.

There are a lot of examples of the customer “thank you” emails that stand out at providing a human touch in Google. You can get them and keep your favorite template as a reference.

#3 Reach your customers personally

Your “thank you” email will be even more efficient if you think in terms of the personal email and not a group. Ask yourself: How can I make this more effectively to every customer on a personal level?

There’s a reason individualized emails have higher traffic rates. People expect to feel like your message in the email was meant for them.

Fortunately, with today’s technology personalization at scale is simpler than ever before.

Here are a few glimpses to personalize your user “thank you” emails:

  • Always start with the user's first name in your greeting.
  • Send your user a suitable gift to show your gratitude. Let’s say, you could send a discount coupon for the plan they’re on or some office stationery with your company’s branding.
  • Be more specific about what and why you’re thanking them. If they gave feedback, include details about the feedback and how their contribution helped clearly.
  • Prefer sending emails on dates relevant to the user which makes them more excited. For example, you can send them a “thank you” email on their birthday or the anniversary with your product usage of when they became a customer.

#4 A final thank you for the email

After you’ve completed the desired message, thank the user again at the end of the email. It’s a better way to show that you value their time and input. Like as we include thank you in our professional emails.

A simple thank you again for your support, feedback, patronage, etc., is more than enough.

#5 Always wait for your customers to respond back

In your personalized emails, you should always provide users with a chance to take the conversation to the next level.

Let them know that your support is only an email or chat away, ensure you’re available for them the entire product lifecycle. This protects the email from being a one-sided conversation and it’s also the best chance to engage with your customers and gather their feedback.

Manifesting your gratitude is the better way to develop customer satisfaction. A perfect “thank you” email is personal, clear, and expresses gratitude toward the user.


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