Writing a letter to a client might seem like something from the last century, but the reality is quite different. In the midst of digital saturation, receiving a well-written, clear, and personalized message is a breath of fresh air that builds trust in your brand.
Whether you’re a large corporation or an SMB, knowing how to address your audience in writing is a skill that separates businesses that sell from those that simply “spam”.
In this article, we’ll dive deep into mastering the client letter, what types exist, and how you can use Mailrelay to make the process automatic, professional, and above all, effective.
What is a client letter?
When we talk about a letter to a client, we refer to any formal message sent with a strategic goal. It isn’t a simple WhatsApp message or a social media comment.
It’s a document (usually digital via email) where the company takes the time to explain something important. Its value lies in the authority and the attention it demands from the recipient.
Whether sharing good news or reporting a technical change, the informative letter acts as the official bridge between your business and the person who trusts you.
What are the 3 types of formal client letters?
Although you could write for a thousand reasons, most company letters to clients fall into three broad categories. Understanding which one you are sending will help you strike the right tone.
Thank you letter (Loyalty)
This is likely the letter with the best long-term return on investment. It’s sent after a purchase, on a subscriber’s one-year anniversary, or after an event.
- The goal: To make the client feel like part of something, not just a number on your spreadsheet.
- The trick: Don’t try to sell anything here. Just say thank you. Sales will follow thanks to that strengthened trust.
Informative letter (Changes or Updates)
The informative letter template is vital for transparency. It’s used to announce price changes, new legal regulations, office relocations, or service updates.
- The goal: To avoid misunderstandings and provide reassurance.
- The trick: Be crystal clear. If there’s a change that affects the client’s wallet or time, mention it right at the beginning.
Prospecting or sales letter
Here we enter commercial territory. The sales client letter aims to present a solution to a problem the client has (or doesn’t know they have).
- The goal: To get a click, an appointment, or a purchase.
- The trick: Focus on the benefits, not the features. Don’t sell “a tool”, sell “time savings”.
How do I start an informative letter to my clients?
Writing an informative letter doesn’t have to be a headache if you follow a logical structure. Here’s a step-by-step breakdown on how to build it:
The subject line
It’s 80% of your success. If the subject line fails, your informative letter for clients will never be opened.
- Avoid: “Newsletter nº 24” or “Information”.
- Use: “Important account update” or “[Name], we have some news for you”.
The greeting
As we always say: personalization is non-negotiable. With Mailrelay, it’s very easy to use tags to display the client’s name. A “Hi, [Name]” breaks the ice much better than a cold “Dear Client”.
The information
Apply the inverted pyramid technique: the most important part goes first. If your informative letter is to announce an office relocation, don’t start by telling your company’s history. Start with the new address and the date of the move. Then, explain the details.
Conclusion
Close by reinforcing the main message and thanking them for their patience or trust. Don’t leave the ending “up in the air”.
The sign-off + CTA
Sign off with a tone that fits your brand (Sincerely, Best regards, Cheers). And, most importantly: add a call to action. Even in an informative letter, there can be an “If you have questions, reply to this email”.
How to write a letter to a client? Key drafting tips
If you want your client letters to rank “Top 1” in your users’ inbox, apply these expert tips:
Personalization
Don’t just stick to the name. If you can segment your database by interests or purchase history, do it. A letter to a client that mentions something they actually bought has a much higher conversion rate.
Clarity
Cut the “fluff”. Use short sentences. If a word doesn’t add value, delete it. The client should be able to read your informative letter in under a minute and understand everything.
Call to action
What do you want them to do after reading? Go to your website? Make a phone call? Add a large, contrasting button with actionable text (e.g., “I want my discount”).
Formatting
Use bold text for key ideas. Today’s reader doesn’t read, they scan. If they only read the bold text in your client letter, they should still get the general idea.
Other articles that might interest you:
- Ecommerce Newsletter: Guide to creating a successful one + examples
- TOFU, MOFU, BOFU: What are they? Examples and implementation strategies
- Abandoned Carts: How to recover them?
- Email Marketer: How to be the best at Email Marketing
Examples of the best client letters you can send
Here are three client letter templates for you to copy and adapt today:
Thank you letter template
Subject: Thanks for being there, [Name]
Hi, [Name]:
Today we don’t want to sell you anything. We just wanted to thank you for trusting [Your Company Name] over this past year.
Clients like you are the ones who motivate us to improve every day.
As a token of our gratitude, we’ve added a surprise gift to your user dashboard.
[Button: View my gift]
Informative letter template
Subject: [Important] Change in our terms of service
Hi, [Name]:
We are writing this informative letter example to let you know that, due to new European regulations, we have updated our privacy policy.
How does this affect you?
- Your data is more protected than ever.
- You have more control over which messages to receive.
You don’t have to do anything, but if you want to read the full text, it’s right here: [Link].
Prospecting or sales letter template
Subject: [Name], would you like to save 2 hours a day?
Hi, [Name]:
We know that managing [Client’s problem] is exhausting. That’s why we’ve designed a new system that does it for you.
Benefits for you:
- More free time for your business.
- Fewer manual errors.
We’ve reserved 5 spots for a free demo this week. Are you in?
[Button: Book my free demo]
How to send the informative letter to clients?
You don’t need to be a tech expert to send bulk client letters. With Mailrelay, the process is this simple:
1. Sign up for free
Create your account in seconds. No credit cards or commitments.
2. Create your own campaign for your clients
Use our Smarteditor. You can drag and drop blocks, add images, and if you get stuck, our generative AI can write the body of the letter for you.
3. Manage your mailing list
Upload your contacts from an Excel or CSV file. Organize them into groups so your informative letter reaches only those who are interested.
4. Review your statistics
Once the client letter is sent, don’t stay in the dark. See who opened it, what link they clicked on, and who bounced. This way, you can improve your next delivery.
Mailrelay: Up to 80,000 free emails to your clients
We know that finding useful information is like searching through a huge, dusty library. That’s why at Mailrelay, we want to make it easy for you.
If you’re looking for the best tool to send your client letters, you’re in the right place. We offer the largest free account on the market: 80,000 emails per month to 20,000 contacts.
With no feature limits, human support in English (in case you get stuck with your first informative letter), and the best deliverability.
[Create your free Mailrelay account and start sending letters that convert]