How to Write a New Customer Welcome Letter

A new customer welcome letter is a customized letter used by businesses to establish, strengthen, and improve customer relationships and communication. The goal of the new customer welcome letter is to leave the new customers feeling welcomed, recognized, and valued.

To show your new customers how much you value their business, use our new customer welcome letter free template and detailed guide.

How to Write a New Customer Welcome Letter:

1. Include your business's letterhead.

Your professional letterhead can help to strengthen and maintain your business's brand. Ensure your business's letterhead is printed on the new customer welcome letter and all other forms of customer communication, as this will give your business recognition.

If your business does not have an official letterhead, you will need to add the necessary contact details of your business. This should include:

• Company name.
• Company address.
• Telephone, fax, and cell number, if needed.
• Email address.
• Website address.
• Social media handles.

2. Add the date and customer's address.

Immediately after your letterhead, include the date and then the address of the new customer. The official date should always be listed first. Make sure all this information is correctly aligned on the left side of the welcome letter.

The customer's address should include:

• The prefix (Mr. or Ms./Mrs.) and the full name of the customer.
• The customer's official title.
• The customer's company name, if applicable.
• The mailing address of the customer.

Tip: Be sure to accurately verify the customer's prefix and name before sending the letter.

3. Greet the customer.

Greet your new customer by their name and follow this with a comma or colon. Avoid generalizing your new customer welcome letter. Instead, personalize the letter by obtaining and including the full name of the customer. For example, "Dear Mrs. Jane Doe;" or "Dear Mr. John Doe," is appropriate.

Typically, including the prefix and full name is the correct way to greet customers. However, some businesses prefer to take a more personal approach by only including the customer's name.

4. Include an official welcome message.

Immediately after the greeting, you should include a concise, friendly, and inviting welcome message. This message is an important part of your welcome letter as it will determine whether the customer puts down the letter or continues reading.

While some businesses prefer taking a direct approach by simply thanking the customer for their business, we recommend creating a full and detailed welcome message.

5. Provide a detailed introduction to the business.

This section will act as the body of your new customer welcome letter. In your introduction, you have the option of including your title and name. If you go this route, add a brief description of how you will help your new customer get settled in with the appropriate information.

Once you've introduced yourself, include the appropriate contact information. The contact information should include both the business's and your official contact information.

For a more formal approach, also include your business's customer service goals, past achievements, and a summary of how the business's capabilities will benefit your new customer's experience.

6. Reassure your new customer.

This message should applaud and thank your new customer for choosing to do business with your company. In addition, this section should reinforce your commitment to meeting their needs, and inform them that you are determined to always deliver quality solutions and products. Ensure that you include the customer’s business or interests, and make sure they feel appreciated.

7. Add contact details.

To correctly finalize your letter, you should include a detailed contact information section that provides details on when and how the customer can get in contact with your business. If your business is big on social media marketing, include your various social media handles and your website link.

8. Close your welcome letter.

End your letter with a valediction (sincerely, regards, yours truly, best regards, etc.), your signature, job title, and full name. To help personalize the letter, consider including a real signature instead of a computerized version.