The most effective way of reaching out to your customers to inform them that you are closing down your business is through a letter. A business closure letter will give you a chance to contact each customer separately (even if you write just one general letter) and provide them with information on what they have to do before your office closes down for good.
Following the standard salutation (Dear Customers), you will need to provide a reason of why you are closing down your business – it is the customers’ right to know. You need to tell them if they should close their accounts with you, pick up or pay any outstanding payments or come in to sign documents. Everything must be spelt out eloquently.
If you need to pay your customers something, you may enclose checks with your business closure letter. If there is any compensation or returns that need to be managed, they can also be discussed in a letter of this sort. Be sure to give your customers a timeline so that they know when you will no longer be available to them. Have a look at the sample below to determine what you can write in a business closure letter:
April 1, 2015
Re: Harper’s Tech Services Closing Down
We are writing to inform you that Harper’s Tech Services is unfortunately going out of business. As a result of this decision, we will not be taking any more orders for sale or services. In the next three months, we will be going through out accounting records to determine if the company owes something to its customers (or vice versa) and will be contacting you if needed.
The success of Harper’s Tech Services over the previous 10 years has been largely due to its amazing customer base. We have tried hard to make each one of our customers happy through exceptional customer services and we are very grateful to you for trusting in us for your technology solutions.
We would like to thank you for your past business. Please contact us at (333) 333-3333 if you have any queries regarding pending orders – we will be honoring all orders that we have already taken. If you have given us something to be repaired, please note that it will be handed back to you on the date and time written on your receipt.
Please do not hesitate to call us if there is anything we can do help you through this difficult transition. We apologize for any inconveniences that this may cause.
Harper’s Tech Services
8297 Elm Road
Elkins Park, PA 88777