Why are Thank You For Your Order Notes Important?

There are currently 4.32 billion people using mobile internet around the world, according to Statista. The research goes on to reveal more than 56% of all internet use is via mobile internet.

People everywhere are on their phones to conversate, share, shop, have fun, and more. They go home and read an eBook or watch television via digital streaming. The fact is, there’s nothing tangible being shared with customers today. 

Customers buy, companies send products, then customers are infiltrated with tons of marketing emails to get them to buy more, which eventually leads to a lost customer. Nowhere in that process did anyone say “Thank You for Your Order.” A simple thank you presented tangibly can drastically improve:

• Customer engagement – Customer engagement is based on the relationship people have with a brand. The stronger that relationship, the higher the customer lifetime value (CTV). Much of customer engagement is rooted in motivational drivers, according to the International Journal of Consumer Studies. A handwritten thank you for your order note is very motivational.
• Gratitude – Gratitude is about acknowledgment and appreciation. Research shows that most people have the wrong idea about how important being gratuitous is, according to Psychological Science. This is especially true with consumers who are often left feeling like they mean nothing to a company outside of the money they spend.
• Customer satisfaction – Everyone with a product or service to sell knows how important customer satisfaction is to the success of their business. Research shows that customer satisfaction is largely determined by implementation and “influences financial results,” according to the Journal of Service Management.
• Loyalty – The best way to describe the importance of loyalty to a business is based on research completed by Frederick Reichheld. He found that “increasing customer retention rates by 5% increases profits by 25% to 95%,” says the Harvard Business Review.
• Word of mouth marketing – “Word-of-mouth recommendations from friends and family, often referred to as earned advertising, are still the most influential, as 84 percent of global respondents across 58 countries to the Nielsen online survey said [word-of-mouth marketing] was the most trustworthy.”

While this list doesn’t cover every benefit of writing thank you for your order notes, it does show that taking care of customers is the most important aspect of all marketing. But, as you likely know, it has to be done right or, just like word of mouth, everything can go wrong.

9 Tips for Writing the Best Thank You for Your Order Notes

Now you know why you should be sending thank you for your order notes, but what are the best practices for writing these notes? 

1. Leave the formality for business – use their first name.

You’re looking to connect with your customers and build a closer relationship. To do that you have to come across as a friend. Friends don’t typically address friends by their first and last name, so stick with the former.

Consider something like “Hi Jane,” “Dear Mark,” or “Hey there Tom.” The perfect combination is a first name and a little informality.

2. Stick with controlled informality. 

There are quite a few ways to control your informality so the thank you for your order notes come off as being sent from one friend to another.

First, consider your brand’s core tone. If you’re sending notes from a Fortune 500 company that tailors to homeowners with an average home value of $1 million, you’ll likely carry a different tone than if you’re an eclectic skate shop on an ocean boardwalk. There’s nothing wrong with being different when you show gratitude, but you must stick with your company’s core tone and add a personal touch. 

Another simple way to decrease the formality of your message is to use contractions. According to Cambridge Dictionary, “We use contractions in everyday speech and informal writing.” Think of it as being vulnerable and personal with your customer. You can’t build relationships if you stick with formal speech because it comes across as insincere.

3. Be conversational, not stuffy.

How do you talk with your friends? How about your family or significant other?

We’re certain it’s not using the same language you use with your colleagues and at work. How you come across to the customer is amazingly significant when sending a thank you for your order note. Sincerity is the driving force behind the note’s success, so you need to be conversational. 

While the tone is consistently based on your brand, the conversation changes every time you send a note. For instance, the first thank you for your order note you send to a first-time buyer won’t be the same as the one you send to a recurring buyer. That’s a huge red flag that will leave the customer skeptical about just how personal the note is. 

4. Send handwritten notes every time.

Remember, these notes are all about establishing relationships with customers so they become recurring patrons and eventually a volunteer marketing army. You want them to be so happy that they tell friends and family about your business. Free, sincere referrals are the most effective referrals for your business, brand, and bottom line. 

To forge a solid relationship, you must go above and beyond and give more to the customer than any of your competitors ever will. That means sending a handwritten thank you for your order note. You read that right – handwritten notes at scale are what you’re looking for. Simply put, it’s far too expensive and time-consuming to write one note at a time. That’s where a handwritten notes service comes into play. 

5. NEVER sell in a thank you for your order note.

Selling when you write a thank you note is akin to using the word “but” in a sentence. “Thank you so much for your recent order. We appreciate you choosing our company for your needs, BUT we need more orders to continue growing our business.” That’s not what you’re looking for here. 

The thank you for your order note is a non-marketing, marketing tactic, if you will. You’re using it to build relationships and loyalty with your customers so they stay around longer and refer others to your business. But, you need to write the order note as a heartfelt thank you if you want it to work. 

6. Keep it short and sweet.

Don’t waste your time writing a thank you version of War and Peace. Short and sweet is the best way to go. The customers know you’re busy, so they won’t likely believe you have the time to write a full-fledged letter to every customer. 

Think of each note as an elongated social media update. Our research shows that the sweet spot is between 500 and 700 characters which average out to around 120 words. We’ll see exactly what that looks like in our free thank you templates below.

7. Sign your real name.

So, when we say to sign your real name, we don’t mean you have to sign every card. This one goes back to the fact that you can’t scale handwritten thank you for your order notes if you’re writing them by hand. You need to choose a service that offers handwriting font options with notes written by AI-powered pen plotters. These “robots” literally write the note, sign the name and add contact information.

Now, when we say “real name” that means not to sign notes with “The Staff” or “Customer Service.” Instead, consider using the name of someone on staff or a customer service representative. Many companies choose to sign thank you for your order notes with the CEO’s name.

8. Personalize your stationery.

Imagine if everyone who purchases a pair of hiking shoes from your company received a handwritten thank you for your order note with mountains on front. Now imagine that same customer received a note with your company logo on the front. 

Which would be more effective at building a closer relationship with your customer? 

Of course, that’s a rhetorical question. The mountain scene would leave the customer feeling like the handwritten note was written to them personally. 

We realize not every customer will purchase a single item, so what we’re getting at here is the power of customization. A generic, boring card front will not be displayed and you want them to display the card, so people ask about it. Free marketing, remember? The best handwritten notes services have graphics teams on-hand to personalize your notes.

9. Add collateral to the notes once in a while.

Instead of asking for another sale or more money from the customer, take the opportunity to share something with them in the thank you for your order note. The most common items to share are discount codes or coupons. 

Don’t be stingy and offer something like $5 off a minimum $100 purchase. That’s not going to turn any heads. Of course, you also want to steer clear of giving away the farm. Sharing 20% to 30% off or lower minimum purchase totals will significantly impact return sales.

The 4 Parts of a Thank You for Your Order Note

Now’s when we cover how to write a thank you for your order note. Or, if you’re hiring a handwritten notes service, which we encourage, how to create a template. The four parts of a strong handwritten thank you note are the greeting, thank you, sincere appreciation, and closing. Let’s look at each one more closely.

1. Greeting

Earlier we covered the importance of using an informal tone, but a tone that fits your business. The greeting is where you establish the tone for the rest of the note. Here are a few examples of informal greetings.

• Hey [name],
• Hi [name],
• Hi there [name],
• Hello [name],
• Hello there [name],
• Dear [name],
• Congratulations [name].
• Greetings [name],
• Howdy [name],
• Cheers [name],

2. Thank you

Here we are at the body of the thank you for your order note. This is the part where you thank the customer for the purchase, but you don’t want to say, “Thank you for your order.” The phrase is outdated and feels inauthentic. Instead, try:

• Thank you for being a part of the [company] family.
• I personally wanted to thank you for supporting our business.
• My name is [name] from [company] and I want to personally say thank you. We’re thrilled you chose us to meet your needs. 
• This is [name], the [position] at [company]. We appreciate your support by ordering from us.
• Thank you for being a valued member of the [company] family. Your support is invaluable.
• I’m writing to tell you how much we appreciate your support. People like you are invaluable to us.

3. A personal touch

To solidify the sincerity of your thank you note, add a short personal touch before closing. Consider something like…

• If there’s anything I can do for you, please don’t hesitate to get in touch.
• If you need anything be sure to let me know. I’m here to help.
• I’d love to hear about your experience so I can help more supporters like you.
• I hope this note brightens your day.
• I appreciate you.
• You made my day. I hope I made yours.

4. Closing

Finally, it’s time to close the thank you for your order note. The closing, like the greeting, should be informal, but with a tone that fits your business. That leaves words like “Sincerely” on the sideline.

Other phrases you may want to avoid include, “Best,” “Regards,” “Gratefully Yours” and “Many Thanks.” Instead, try to stick with closings like…

• Hope to see you again soon.
• Have a stellar day.
• Hope you have a beautiful day.
• Take it easy.
• Sending all the best.
• Thanks again [name].
• Please visit us again.

Sample Thank You for Your Order Templates

It’s always easier to get a feel for how to write effective thank you for your order notes with examples. Here are 10 templates to get you started.

Short & Sweet Templates

Template #1:

Hey [first_name],

I’m thrilled to see you’ve joined the [company] family. If you need anything, make sure to contact us.

I hope to hear from you again soon!

[first_name][last_name] – company

[contact_information]

Template #2:

Hi [first_name],

I wanted to write to thank you directly for your support. I’d love to hear about your experience with us so I can help others just like you. Feel free to contact us to pass along your feedback when ready. 

Thanks again [first_name],

[first_name][last_name] – company

[contact_information]

Template #3:

Hi [first_name],

My name is [name] from [company] and I want to personally say thank you. We’re thrilled you chose us to meet your needs. No matter how many years go by, we’re constantly working to improve our [products|services] because you’re worth it!

You made my day. I hope I made yours. Take care and contact us anytime if you need anything. 

[first_name][last_name]

[contact_information]

Template #4:

Dear [first_name],

It’s come to my attention that you’ve recently become a part of the [company] family. It’s supporters like you who keep us going year after year. As always, we want you to have the best experience possible, so if you have any questions or concerns, please contact us. 

I hope this note brightens your day!

See you soon,

[first_name][last_name] – company

[contact_information]

Template #5:

Hey [first_name],

My name is [name] from [company] and I want to personally say thank you. We’re thrilled you chose us to meet your needs. It’s our vision to ensure everyone receives something that fits perfectly into their lifestyle. We certainly hope you feel [company] does just that. 

We’re always open to questions, comments, feedback, or anything else you may need.

Welcome to the family!

[first_name][last_name]

[contact_information]

Longer & More Detailed Templates

Template #6:

Hey there [first_name],

I’m writing to you because you’re a dedicated supporter of [company], and that deserves to be celebrated. I’m here to thank you for all you do for our business and I’m not talking about the money you spend. Your support gives everyone at [company] a sense of pride in what they do. That pride makes them feel good about who they are, so thank you for that. 

If you ever need to speak with someone for a question, comment, or any other reason, we’re here for you. Contact us and we’ll see what we can do.

Thanks again [first_name],

[first_name][last_name]

[contact_information]

Template #7:

Hello [first_name],

I’m [name] the [position] at [company]. I wanted to send you a message to tell you how honored I am that you chose us to fulfill your [company category] needs. There are plenty of other options out there, but you chose us, and we appreciate you for that.

It’s support from people like you that fuels us every day. Let me know if there’s anything I can do for you – honestly!

Take care [first_name] and thank you again!

[first_name][last_name]

[contact_information]

Template #8:

Dear [first_name],

I hope this note finds you well. I’m writing to personally thank you for choosing us for your needs. You could have chosen from dozens of other shops, but you chose us and that means a lot. The support of people like you is how we grow and become even better for you and the rest of the [company] family.

If you need anything be sure to let me know. I’m here to help.

Please visit us again!

[first_name][last_name]

[contact_information]

Template #9:

Hi [first_name],

Thank you for being a valued member of the [company] family. Your support is very much appreciated. Thousands of other shops were available for you to choose from, but you opted to go with us, and that means so much to us. Our growth and improvement depend on the support of people like you.

So, I wanted to personally thank you and express my gratitude. If you need anything at all, contact us.

[first_name][last_name]

[contact_information]

Template #10:

Hey, how are you today [first_name]?

Thank you for everything you do for us. It’s the support of people like you that brings purpose to what we do. You’ve made more than a purchase, you’ve joined our personal [company] family. We’ve been in this business a long time and it never fails to bring a smile to my face when I get to thank a supporter like you. 

I hope your day is as good as mine. Feel free to keep in touch with any questions, comments, or concerns you may have.

Take care now,

[first_name][last_name]

[contact_information]

Congratulations, you’ve just made a sale! But what now? In most businesses, the next step would be to add that customer to an email list to try and sell them more products.

However, something is missing that could impress your new customer – follow-up communication thanking them for their purchase and letting them know what happens next. This small gesture can make all the difference in terms of customer loyalty and future sales.