Writing to Your Customers

One of the most important things to remember when writing to your customers is that you need to use plain and simple language so that you can communicate well, but you need to be sure that you do not patronise them or talk to them in a way which they may find patronising.

The fundamental rules when writing to a customer are: keep it simple, be courteous and polite (after all they provide you with business), but also have a slight air of authority, since your customers will want to be able to trust you. Also ensure that the grammar and spelling is as good as it can be and make a real effort to read any drafted letters thoroughly, since if your letter has lots of mistakes then your customers will lose faith in you and perhaps take their business elsewhere.

Never adopt a jovial tone in a letter to customers (unless you know them quite well) since an over familiar tone may be offensive to some people. The message you are conveying to your customers should be put across in a way that is short and to the point. Try to say a great deal using as few words as possible, so that you demonstrate the fact that you respect they are probably busy people with busy lives. Writing to them with unnecessary points or statements will simply alienate them. So keep it short and snappy but above all be polite and produce a well written letter; your customers will thank you for it.