Win Them Back with This “We Miss Your Business” Letter

Last updated, October 24, 2022

Have you ever received an email or letter in the mail from a business you haven’t contacted in months? If so, you know just what a “We miss your business” letter looks like.

Returning clients who’ve been with a business for a long time are worth their weight in gold. They can come to represent the lifeblood of a successful business.

There are times when a successful business may discover that a regular client has not been using its services for an extended period. This is a clear indication that it’s time to reach and check in with the client; engaging with your customer base at multiple point throughout the customer journey is an important strategy to improve your customer experience, after all. There may be something about what you offer that no longer appeals to them. Maybe they weren’t treated very nicely on several occasions. Whatever the case may be, quick action is essential. The loss of one loyal customer can snowball into multiple ones in a hurry.

Taking the time to create a handwritten letter cannot be understated. Reaching out in such a way to a client demonstrates a professional and personal commitment to their needs. It’s a time-tested way to get those loyal customers back.

Take a few minutes to read over our helpful guide to creating a thoughtful “We want you back” letter. We’ve covered everything from when to send a letter to sample letters to helpful tips.

When to Send a “We Miss Your Business” Letter

Writing a “we miss your business letter” is clearly an extremely different situation than welcoming a new client to your brand. That being said, there are numerous reasons that a regular client may decide to discontinue using a company’s services or product. There are a few that stand apart from all others:

  • They may have found a better price elsewhere.
  • They are unhappy with the quality of the product or service.
  • Your company may have done something to upset them.
  • They simply no longer need your services.

No matter the case, it’s important to find out why and how you can fix the situation; this is a very important step in providing a good customer experience.

Knowing just the right time to reach out to an old client goes a long way in trying to bring them back. Some of the best times to reach out are:

  • During a regular periodic review of client accounts
  • A possible change in ownership
  • No contact for an extended period/probe for a reason
  • To offer an apology for a mistake

Knowing the reason why they left and the best time to stand out go a long way in re-engaging their interest.

Tips for Creating a Compelling Letter

Writing a great “We want you back” letter is the first step in regaining client business. Consider including the following elements in your handwritten letter:

Focus on Personalization

Handwritten notes go a long way in expressing your genuine concern for a client’s loyalty. Customers want to feel that they’re more than just a number in your account files. If not by first name (if possible), be sure to use the second person (‘you’) when addressing them. Reaching out to them on a personal level just as much as a professional level adds a touch of sincerity to your words. With Handwrytten’s unique integrations, you have the ability to upload your client contact information and create customized letters right in the software, just make sure that you send it at the right time to arrive when you want it to.

Offer an Incentive

Put a shine on the personal touch by making the client an ‘offer they can’t refuse’, so to speak. In an effort to win them back, offer a discount on existing and new products or services and guarantee that you’ll beat any competitor’s pricing.

Include Details

There are times when it may be necessary to compose a longer letter. Including details about what’s new with your business or how you’re more directly addressing customer needs is important if you hope to re-engage a client’s business. Keeping in mind a general sense of gratitude will make sure that you can write a genuine letter.

Prioritize the Conclusion

Don’t forget that the conclusion is often one of the most important parts of a letter. Writing a great closing for your card will ensure that you leave a good imprint on the potential customers mind, though keep in mind that a closing like “with love” is not optimal for business-related letters.

“We Miss Your Business” Letter Examples

Writing business letters of this sort on a regular basis is a highly valuable practice. Not only should it be part of any periodic business accounting, but it also helps to re-establish any possible separated personal or business relationships.

Here are a few ‘win back customer’ letter samples:

Example #1

Dear [Customer],

A successful small business is like a family. Everyone involved plays a part in the personal and professional relationships that drive us forward, especially the regular customers we’ve come to appreciate.

Our records show, however, that you haven’t contracted business with us in some time. Your connection to our company and your business are important to us. Without loyal customers such as yourself, we can’t thrive.

We’d like to know if there’s anything that we can do to bring your business back or if there’s anything that has happened that has caused you to leave us. We’ve recently made some improvements in what we have to offer and in our methods of service, and we’d like to share those with you.

We’d be delighted if you’d consider coming back to us. In an effort to welcome you back, we can promise you prices and quality of service that exceed what you previously experienced with us and that of our competitors. Feel free to reach out to us at your convenience.

Example #2

Dear [Customer],

The pandemic of the past year has been a difficult time for everyone. Not only have people and personal relationships suffered, but businesses and their relationships have also been affected. Since things have begun to reopen, we’ve noticed that we’re missing your regular business.

Aside from the effects of the pandemic, if there’s anything about our service or products that you feel needs to be brought to our attention, please contact us. We’ve enjoyed supplying your [service/product] needs for the past five years and look forward to continuing to do so. We’re enclosing copies or brochures that highlight what’s new with our business since reopening. We’d love for you to take advantage of our new pricing. In fact, in an effort to honor our personal and professional relationship, we’ll guarantee pricing and services that exceed our last contract with you.

We’re confident that we can meet your business needs and continue working together. We look forward to hearing from you.

Example #3

Dear [Customer],

For the past five years, you’ve been a valued customer here at [business]. We have always appreciated your business. In going through our customer accounts, however, we’ve noticed that you haven’t placed any orders with us for the past six months. Is there any particular reason why you haven’t contacted us?

If we have, indeed, temporarily lost your business, we would welcome an opportunity to meet with you to discuss your future plans. We’re eager to understand the reason(s) that you’ve decided to take your business elsewhere. We certainly will do whatever is necessary to improve ourselves, to bring you back, and to satisfy your business needs.

Please contact us at your convenience. We look forward to hearing from you.

The Value of Handwritten “We Miss Your Business” Letters

One of the great features here at Handwrytten is that we can replicate your handwriting and signature. The value and sentiment of a handwritten note to your client can’t be overstated. Having one produced with complete authenticity tells your customers that you’re willing to go that extra mile for them. This factors in highly when thinking about sending in-kind donation letters to donors.

Contact us today and send a sample letter to reconnect with clients. Our free sample kits can show you how to build deep and lasting bonds with your customers.

We’re confident you’ll be pleased with the results.

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