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How to write a letter to introduce a new employee to a customer

Updated February 21, 2017

Regardless of the industry, customers generally value consistency in quality and service. So if you're adding on to your team of employees, it helps to write a letter introducing this new person to your clientele. It need not be a lengthy, formal document. Instead, keep it short and highlight some of the reasons why this person was hired.

Greet your customers in the opening sentence of the letter. Start with "Dear Customer" or use individual names if time allows. Make the customer feel comfortable right away.

State the new employee's name right away in the first body paragraph and share that this person is the newest addition to staff. You can even provide the employee's start date to make the letter sound more like an announcement. This information will help smooth things over so that customers are not thrown off by a new employee.

Write a few sentences on the employee's work background. For example, you can explain which company the staff member came from or any major contributions to the field. This is an opportunity to let customers know that the new staff member is qualified and was carefully selected.

Explain the new employee's role in improving overall operations. It's important to stress that the purpose of hiring was to make things better for the customer.

Say thank you to close the letter in order to show customer appreciation. Then sign your name or have an executive or administrator sign theirs.

Include the new employee's business contact information. To make this easy, just slip a business card in the envelope with each outgoing letter. This gives customers a chance to get to know the employee and will help the worker become acquainted more quickly.

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About the Author

Since 2006, Pilar Ethridge has had the pleasure of honing her writing skills as the assistant editor of the newsletter from a Washington, D.C. nonprofit organization. Her interests include children's media, film, American pop culture, crafts, and performing arts in general. Based in Southern California, Ethridge received a Bachelor of Arts degree in liberal studies from the University of California.