When was the last time you wrote a personalized thank you email or a thank you letter to your customer? If your answer is “I don’t remember”, it’s time to rethink if you have valued your customers enough.
For businesses managing customer support and service interactions, gratitude is more than just courtesy – it’s a powerful tool that comes without any expense. The culture of customer appreciation and care can build your brand loyalty and cement your relationship with the customer.
According to a study conducted by Forbes, on average, 20% of a company’s customers are responsible for 80% of the future profits. So never miss an opportunity to thank your customers and do repeat business.
We have come up with this blog post to cover the idea behind writing perfect thank you emails to your customers and some templates that can come in handy for some common situations.
Why thank you emails matter?
Thank you emails strengthen customer relationships by humanizing digital transactions and showing customers you value them beyond purchases. They are essential touchpoints sent after orders, positive reviews, or subscriptions that help improve customer engagement. In today’s digital-first world, these personalized messages create connections as meaningful as in-person interactions.
How to write good customer thank you emails?
It’s not as easy as it looks, thank you messages need to be thoughtfully written and genuinely put together to stand out and strike the chord of trust amongst your customers.
Here are some tips to make your thank you emails go from good to great:
1. Start off well with appropriate subject lines
Your subject line is the key factor in influencing the email open rates. So make sure your subject line captures the attention of your customer. Following are some good examples of subject lines that you can use:
- We totally appreciate you as a customer
- A message to {Name}
- Thanks! So glad you found us
- Thanks for subscribing to {…}
- It makes us happy that you chose us
- Thanks so much for your order
- Thanks – here’s an offer for you
2. Express thanks and show appreciation
You can also measure the strength of your subject lines with the Subject Line Scorer.
Thank the recipient for whatever they gave you, whether it was a purchase, or social media referral, or a case study, express true gratitude. Say thank you, and state how much you appreciate what they gave you, and how it will help you. New customers will feel reassured while existing customers feel nurtured.
3. Personalize the email
Customers appreciate the thank you emails better when they find the personal touch in the content. If you are writing a yearly thank you note to your customers, you can mention something significant that happened over the time they have been with you. Something like this:
“We just wanted to thank you for being our customer for a year now. Even better we got to see your company grow and take home the (insert the milestone/award etc.)”
Learn more about how you can customize email notification templates.
4. Say thank you again
Say thank you again – The sign-off is a chance to add in a last bit of personalization to the thank you. Close your letter with a final line, with something simple like: “Thanks again for your [Gift/Support/Purchase/Feedback].”
5. Use an appropriate closing
For business relationships, close your email with “Best regards …” or “Kind regards …” Other business-appropriate closings can include:
- “Respectfully …”
- “Cheers …”
- “Sincerely …”
- “Faithfully …”
Thanking customers is a great habit to build loyalty and retention. Make the most of it.
6. Don’t make it overly promotional
Some business owners tend to get carried away with overly promotional and sales-y emails. Unless absolutely relevant, don’t attach your business cards or coupons in your customer thank you notes. Good business practice is to use the opportunity solely to thank customers for their valued partnership with your business. You will invariably see business improvement in the form of returning customers and word of mouth.
7. Get creative
Have you ever received handwritten letters or handwritten notes from a brand? They never sound impersonal. You can’t send personal note cards to thousands of customers but you can make emails creative with personalized stickers, infographics, and vibrant colors. Even when sending templated thank yous to customers, remember to talk to them, not at them.
Below are some ready-to-use thank you note examples to use in your customer support emails.
Tip: While email templates are great starting points for your own message, you should always edit a message to fit your situation. A personalized thank you card or email will make the best impression.
Learn more about editing email notification templates.
10 curated email templates that we would like to give you for free
Thanking for customer loyalty
Dear [customer name], We are delighted to tell you that you have now been our customer for a whole year! We would just like to say thank you for being a part of [your business] family. We are very grateful for your continued patronage because we wouldn’t be here without loyal customers like you. Even better, we got to see your company grow and take home (insert the milestone/award, etc). We hope you progress even more in the years to come and we keep giving your support in achieving new heights. Thank you again and have a great day! Yours truly, Your friends at [your business]
Learn more about the importance of customer loyalty
Thanking for collaboration on a case study
Hi [Customer Name], Thank you so much for your help with collaborating on our recent case study on your business. Your detailed explanation of how our business is helping you achieve your goals was really appreciated by our marketing team. Your expertise on how to fit our product features with your business use case has left our product team in awe. This will not only help us build features to suit customer requirements but also help newer customers in your industry to pick up the best ideas for implementation. We really appreciate the time and efforts you have taken towards helping us and so we would like to provide you with a 10% annual discount on your subscription. We value your contribution and would like to thank you once again for being our valued customer. Best regards, [Your Name]
Thanking for blog subscription
Hi [Customer Name], I’d like to extend a warm welcome and ‘thank you’ for subscribing to the [your company name] blog newsletter. We value your time and are committed to providing you with the best-in-class content with actionable steps you can take to grow your business. If we ever stray from that, just send me an email and we’ll do our best to get it sorted. In the meantime, I’d love to hear from you about why you’ve subscribed to our list, and what you’re interested in learning about. So long as you reply to this email, I promise I will too. If you need anything, please feel free to give me a shout at [your email]. Again, welcome! Cheers, [Your name]
Thanking for Ecommerce purchase
Dear [customer name], Thank you for visiting us and making your first purchase! We’re glad that you found what you were looking for. It is our goal that you are always happy with what you bought from us, so please let us know if your buying experience was anything short of excellent. [Share a survey link]. We look forward to seeing you again. Have a great day! Warm Regards, Customer Support Team
Learn more: Ultimate support stack for eCommerce
Thanking for customer feedback
Hi [Customer Name], Thanks for completing the survey about your experience using [Product]! Your feedback helps us improve our offerings and help troubleshoot for you and other customers, so I really appreciate you taking the time. You made a good point about [feature name] on our mobile app. This feature will not only help you but make life easy for other customers as well. We really appreciate and would like to thank you for your contribution to making [your company name] better. Sincerely, Customer Success Manager
Thanking for payment
Hi [Customer Name], Thanks, your payment for the order [Order Number] was successful!. You can track your order on [Tracking Link]. We hope you are happy with your purchase. If you think your experience with us can be improved, please let us know. We are happy to help! Sincerely, [Company Name]
Thanking for signing up
Hi [Customer Name], Thanks for signing up with [Company Name]. You will be the first to know about special giveaways, new releases, and seasonal offers. Stay tuned for more! Cheers, [Company Name]
Thanking for registering for an event
Hi [Customer Name], Your registration is confirmed for the event [Event Name]. Thank you for your interest! [Event Name] is conducted by some of the most successful leaders in the industry. The event includes a chat Q&A session with our presenters [Presenter Name]. We hope you enjoy the event! Here are your event details: [Event Name] [Event Registration Link] Best Regards, [Company Name]
Thanking for attending an event
Hi [Customer Name], Thank you for attending [Event Name]. We hope you enjoyed the event and found it worthy of your time and effort. Find the event recap here: Recording - [Event Recording Link] Resources - [Event Presentation] Sign up for [Company Name] newsletter so you can be the first to know about our upcoming events! Cheers, [Company Name]
Thanking for referrals
Dear [customer name], Thanks for referring us! We greatly appreciate your confidence in us. To thank you, we have added a special coupon to your cart. Use the code [Coupon Code] during checkout for a [Discount Percentage] Discount! Regards, [Company Name]
When to send a thank you email?
The examples mentioned above are sent at important customer touchpoints like post-purchase, collaboration, and feedback submission. In reality, there are no rules or limits to sending a thank you email as long you are unintrusive and keep the emails non-promotional.
Automating Thank You Emails
The good news is that you don’t have to wait around for customers to carry out important actions to send thank you emails. While you can set up basic autoresponders in Gmail, this manual setup needs to be refreshed periodically and isn’t ideal for growing businesses with diverse customer touchpoints.
As your business scales, you’ll likely have different customer segments at various stages of their journey.
A dedicated help desk solution like HappyFox can help you:
- Create and manage personalized thank you email templates for different scenarios
- Automatically trigger the right thank you message based on specific customer actions
- Maintain consistent branding across all customer communications
- Track email performance to understand what resonates with your customers
- Scale your customer appreciation efforts without losing the personal touch
Professional help desk software helps you send targeted and timely thank you emails that add genuine value to your customer relationships while maintaining efficiency in your support operations.
Bottomline
Thank you emails might seem like a small gesture, but they create lasting impressions that customers carry with every interaction. When you consistently express gratitude at the right moments, you transform routine transactions into relationship-building opportunities.
The email templates we’ve shared give you a solid foundation to start building these connections. But here’s the thing – manually sending these emails for every customer touchpoint isn’t sustainable as your business grows. This is where a robust help desk platform becomes invaluable, automating gratitude while preserving authenticity.
By integrating thank you emails into your support workflow, you ensure no opportunity for appreciation goes missed. Whether it’s after resolving a ticket, receiving valuable feedback, or celebrating a customer milestone, automated yet personalized thank you notes strengthen relationships without adding to your team’s workload.
Ready to scale your customer appreciation efforts? Book a quick demo to see how automated thank you emails within our complete help desk solution can help you maintain that personal touch while saving valuable time.Book a quick demo to see how automated thank you emails can help maintain that personal touch while saving valuable time.
