If you’ve ever meant to send a thank you note to a customer and then… just didn’t, you’re not alone. Life gets busy. But those little gestures are the stuff long-term customer loyalty is built on. This guide is for anyone who wants to keep customers happy and coming back—but doesn’t have time to handwrite notes all day. I’ll show you how to use Handwrytten to automate personalized thank you cards that don’t feel like spam, and actually make customers feel noticed.
Let’s get practical and cut to the chase.
Why Automate Thank You Notes Anyway?
Before we dive into the how-to, let’s get honest about the why.
- A real, physical thank you stands out. Most businesses rely on email and digital touchpoints. A handwritten card? It’s rare, and it feels personal—even if a robot arm wrote it.
- Retention is cheaper than acquisition. Keeping good customers is less expensive than constantly chasing new ones.
- It’s scalable, but only if you automate. Handwriting cards is nice, but not if you’ve got dozens (or hundreds) of orders a week.
Still, this only works if the notes are actually personalized. If you send the same note to everyone, people can tell. That’s why this isn’t just “send generic cards”—it’s about automating real, personal touches.
What You’ll Need
Let’s not overcomplicate things. Here’s what you actually need to get started:
- A Handwrytten account (the paid plans are where automation really opens up)
- Customer data—at least names and mailing addresses, ideally with purchase info
- Some way to trigger the automation (e.g., an eCommerce platform, a CRM, or a Zapier account)
- A handful of solid, non-cheesy thank you note templates
If you’re missing one of these, bookmark this and come back when you’re set up.
Step 1: Get Your Handwrytten Account Ready
- Sign up or log in. Go to Handwrytten and create an account. You’ll need a paid plan to access integrations and automation features.
- Explore handwriting styles. Pick one that fits your brand—or your own handwriting, if you want to upload it. Don’t overthink it.
- Set up your address book. You can import contacts individually, in bulk (CSV), or through integrations. This is where you’ll store your customer addresses.
Pro tip: Don’t ignore the address book. Keeping it clean saves you a lot of headaches down the road.
Step 2: Choose Your Trigger—How Will Notes Get Sent?
Automation isn’t magic. Something needs to “tell” Handwrytten to send a note. Here’s what actually works:
- eCommerce integrations: If you use Shopify, WooCommerce, Magento, or similar, Handwrytten has direct integrations or you can use Zapier.
- CRM integrations: For Salesforce, HubSpot, etc., there are integrations or again, Zapier is your friend.
- Zapier: This is the Swiss Army knife for connecting apps. If your system isn’t directly supported, Zapier likely can bridge the gap.
- API: If you have a developer, Handwrytten’s API is solid and well-documented.
What to ignore: Don’t waste time on CSV uploads if you want true automation; that’s just manual work in disguise.
Step 3: Draft Your Thank You Note Templates
Now for the part that actually matters: what the note says.
- Keep it short and specific. “Thank you for your order!” is fine, but “Thank you for your second order—hope the blue mug makes your mornings better!” is better.
- Leave room for personalization. Use variables like
{{FirstName}}or{{ProductName}}so the note isn’t generic. - Avoid marketing fluff. This isn’t a sales pitch. Don’t tack on coupons or “reminders” unless there’s a genuine reason.
- Write like a human. If you wouldn’t say it out loud, don’t put it in a thank you note.
Sample template:
Hi {{FirstName}},
Thanks so much for choosing us. It means a lot. Hope you love your {{ProductName}}—let us know if you have any questions!
Best, The Team
You can save multiple templates in Handwrytten and rotate them, which helps avoid the “everyone gets the same note” problem.
Step 4: Set Up Your Automation (with Examples)
Let’s get to the nuts and bolts.
Shopify Example (Direct Integration)
- Connect Handwrytten to Shopify.
- In Handwrytten, go to Integrations > Shopify, and follow the prompts.
- Set your trigger.
- Decide which orders get a card. First-time customer? Repeat order? High-value purchase? Be specific.
- Choose your note template.
- Pick which message to send for each trigger.
- Map your data.
- Make sure Handwrytten is pulling the right name, address, and any product info you want to mention.
- Test it.
- Do a test run before you start sending out real notes.
Zapier Example (For Almost Anything)
- Create a new Zap.
- Trigger: “New Order in [Your App]”
- Action: “Send Card via Handwrytten”
- Customize your fields.
- Map customer name, address, and any custom message variables.
- Set filters if needed.
- Only send for certain products, order values, or customer types.
- Test and turn it on.
API Example (For Developers)
- Use the Handwrytten API documentation to build a custom integration.
- Useful if you want more control, but overkill for most small businesses.
What doesn’t work well: Relying on batch CSV uploads or exporting orders once a week. That’s not automation—that’s a weekly chore.
Step 5: Monitor, Tweak, and Don’t Get Weird About It
- Watch your metrics. Are repeat purchases going up? Are people mentioning the notes? If not, try tweaking your trigger or message.
- Rotate your templates. If you send the same note to everyone, it’s easy for customers to sniff out automation.
- Don’t overdo it. One note after a first purchase or big milestone is great. Sending a card after every tiny order? That gets old, fast.
- Update your address book. Remove bounced addresses and keep things tidy.
What Works, What Doesn’t, and What to Ignore
Works: - Personal, specific messages - Targeting notes to real milestones (first purchase, big order, anniversary) - Testing before you turn things on for everyone
Doesn’t work: - Mass-sending generic “thank you for your business” cards to every customer - Adding upsells or promo codes to every note—feels forced - Ignoring the data—sending notes to the wrong address is just throwing money away
Ignore: - Handwriting “fonts” that look too perfect—they scream automation - Overly flowery language nobody actually uses
Pro Tips for Keeping It Real (and Useful)
- Ask for feedback. A simple handwritten “P.S. Let us know what you think!” can lead to great reviews or helpful critiques.
- Use your real name when possible. “The Team” is fine, but “Jane from Acme Co.” feels more genuine.
- Don’t be afraid to skip automation for truly VIP customers. Sometimes, sitting down and writing a real note is worth it.
Wrapping Up
Start simple. Automate thank you notes for your real customer milestones, keep the messages short and specific, and don’t let the tech get in the way of being human. If you’re not sure if a note feels personal enough, it probably isn’t—tweak it and try again. Automation should make your life easier, not turn you into a robot. Iterate, keep it honest, and you’ll see the payoff in happier, stickier customers.