How to Write a Thank-You Note to a Client For Selecting Your Services

When a customer agrees to go ahead with your quote, it's because they trust you to show up, do the job properly, and respect their space. Earning trust is all about building a connection, and there are some subtle tricks that you can use to give a great account of yourself.

One floor fitter we spoke to sends a short thank-you message after every job. "It's just a text," he said, "but people always reply, and they remember it." That small gesture can often lead to referrals or another job down the line. 

A thank-you note doesn't need to be fancy. It shows appreciation, builds trust, and keeps your business in mind when the next project comes up. Polite? Yes. But also a very clever way to grow.

In this guide, we'll break down how to write a professional, effective thank-you note that reflects your brand, improves customer loyalty, and supports your small trade business.

Why Thank-You Notes Matter in Trade Businesses

In the trade sector, personal service and trust are essential. 

In most instances, you're working in and around people's homes. With jobs like kitchen fitting, laying a floor, or rewiring a property, your reputation depends on both the quality of your work and the impression you leave behind. 

That's why thank-you notes matter in trade businesses. Taking the time to send a short thank-you message can go a long way.  And it doesn't matter what type of customer you're talking to; thank-you notes can be used with new clients, long-standing customers, or after a recent purchase, all the same. 

These notes show your commitment to excellent customer service, make clients feel genuinely appreciated beyond the invoice, and help build stronger relationships that might just land you future work. 

A simple gesture like this can encourage repeat business and word-of-mouth referrals, helping to keep your schedule full with less effort.

Don't believe us? Take a look at the data, which shows that customers who feel an emotional connection to the company have a 306% higher lifetime value than the average satisfied customer. 

Say if a customer spends £10,000 on your services in their lifetime, one who feels that you've connected emotionally could spend £30,600.

How Thank-You Notes Build Customer Loyalty

Alongside being simple good manners, writing notes for customers is a smart way to build customer loyalty. When clients feel appreciated:

• They are more likely to become repeat customers
• Leave positive reviews and recommendations
• Become loyal clients who choose you again over competitors
• Feel part of an ongoing customer appreciation culture

Regardless of how well you know the client or how long you've been working with them, a well-timed thank-you note shows what loyalty means to your business.

How to Write a Thank-You Note That Keeps Them Coming Back

Every thank-you note is a chance to stand out. A quick, thoughtful message can turn a one-time job into repeat business. The trick is to make it feel personal, not like something you send to everyone. Here are the key elements to include to make sure your message hits the mark.

1. Personal Greeting

Make it feel natural. Use their actual name and keep the tone consistent with how you've communicated so far.

For example:

• Hi Sarah,
• Hello Mr. Patel,
• Morning Dave,

2. Genuine Appreciation

Ditch the formal fluff. Just thank them like you mean it.

For example:

• Thanks again for going ahead with the job. We really appreciate the trust.
• Big thanks for choosing us - it means a lot.

3. Mention the Specific Service or Purchase

Make it clear you remember what you did. It shows care and professionalism.

For example:

• Glad we could get your new heating system sorted, hope it's keeping the place nice and toasty.
• Really enjoyed working on the garden room build, turned out great in the end.

4. State Customer Value

Let them know they’re more than just another name in the books.

For example:

• We really value your business and hope we can help out again soon.
• You're exactly the kind of client we love working with, greatly appreciate the support.

5. Offer Further Assistance

Let them know you’re not disappearing after the invoice.

For example:

• If anything crops up, just drop us a line, we’re always happy to help.
• Need anything else down the track? You’ve got our number.

6. Close Professionally, with a Warm Tone

Friendly, confident, and not too formal.

For example:

• All the best, Mark – [Company Name]
• Cheers, Sarah – Director, [Company Name]

7. Keep It Personal (Not a Letter to Mr Darcy)

If your thank-you note sounds like it belongs in a Jane Austen novel, it might be time for an update. No one wants to read a message that feels like it was written with a quill. Clients want something that shows off your brand's personality - short, warm, and from the heart.

Here are a few phrases that feel a bit stiff or overdone these days:

• Sincere appreciation
• Unwavering support
• Continued partnership
• Genuinely grateful
• Expressing gratitude
• Continued collaboration
• Joyful holiday season
• Deepest appreciation
• Warm regards
• Continued patronage
• Look forward to serving

If you wouldn’t say it over a brew or on-site, don’t write it in a thank-you. Keep it modern, keep it you.

Practical Thank-You Templates for Your Clients

To see it all in action, we've put together a couple of templates. Here are two examples of thank-you notes tailored for trade businesses:

Email Template for a New Client

Subject: Thank You for Choosing [Company Name]

Hi [Client Name],

Just a quick note to say thanks for bringing us in to handle your recent [service]. We really enjoyed working on the project and hope you're happy with how it turned out.

It means a lot that you trusted us with the job. If anything comes up or you’ve got questions down the line, feel free to get in touch, we're always happy to help.

Hope to work with you again sometime soon.

Cheers,

[Your Name]

[Job Title]

[Company Name]

This is a nice, slightly formal note that gives a good impression without sounding overly casual.

Handwritten Note for a Loyal Customer

Handwritten notes feel personal in a way no email ever can. They're simple, thoughtful, and show you've taken the time, which makes a lasting impression. For loyal customers, that extra effort can strengthen the relationship, spark referrals, and remind them why they trust you in the first place.

Here's a template you can use:

Hey [Client Name],

You're officially our favourite repeat offender. Thanks for always coming back, we seriously appreciate it. Always a pleasure working with you (and not just because you keep the coffee flowing).

Let's catch up properly over lunch soon.

Cheers,

[Your Name]

Bonus Ideas: Go The Extra Mile

A thank-you note is powerful on its own, but a few thoughtful extras can make an even bigger impact. 

Small gestures such as sending a surprise gift, a branded mug, a discount on their next purchase, or even a handy maintenance checklist, show that you've put extra thought into the relationship. These touches can feel personal, useful, and memorable for your client.

You could also include a referral card with your note, turning appreciation into an opportunity for new work. A follow-up message asking for feedback is another simple yet effective way to strengthen the bond, showing customers that their opinion matters and that you're committed to giving the best possible service.

Seasonal touches work well, too. Sending thank-you notes during the festive season with a small discount voucher not only spreads Christmas cheer but also encourages future bookings.

Taken together, these gestures put in legwork beyond the site, helping customers feel valued and leaving a lasting impression that reflects your brand's attitude.

Keep It Easy with Templates in Intrflex

With Intrflex, sending thank-you messages is quick and professional. Using our contact management tools, you can:

• Save thank-you note templates to use again
• Personalise messages using client records
• Automate follow-ups after completed jobs
• Schedule messages to keep customer satisfaction high

Writing a handwritten note for a long-term client or a quick thank-you email after a successful project? Either way, Intrflex can help you keep the personal touch without adding admin.

Turn Happy Clients Into Repeat Work with One Simple Habit

Thanking customers doesn't take long, but the benefits last. Make every client feel like a valued customer with a thank-you note that supports ongoing support, future business, and stronger relationships.

Looking to improve your customer communications? Great job, management software like Intrflex keeps it all in one place. 

Intrflex can help you manage client communication, automate your admin, and deliver excellent service from quote to completion. Happy customers mean more customers, and more money in the back pocket.

If you're interested in finding out how Intrflex can make your life easier, with less admin and more clients, book a demo today.

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