Many clients have reached out to us with an urgent communications need this week – including business owners and experts trying to respond in a thoughtful, empathetic way, while economic (and other) fears loom in the face of this pandemic. Remember, proactive communication is reassuring. It tells people you care and you’re thinking about them.

If you are thinking of sending out a brief communication to your client base, we compiled a letter template below that you are free to use and adapt as necessary.

Sample Client Communications Template for COVID-19

Dear Client,

As concerns about the spread of the coronavirus COVID-19 increase, I wanted to personally reach out to update you on what we are doing to care for both our employees and clients during this time. 

Our plan is as follows: 

Working remotely, connecting digitally: Our team is continuing to work normal business hours and has the resources and tools they need to do their jobs remotely. Where necessary, we are working from home and here to support you with the best-in-class service you’ve come to expect. 

Your health comes first: We are encouraging everyone to wash their hands, socially distance, and follow best practices to protect the health and wellbeing of themselves, their families, and our community at large. Additionally, we believe in supporting all members of our team should they become ill and we are asking anyone who feels sick to take as much time off as they need to fully recover. 

Taking care of one another: We will be donating a percentage of our profits over the next month to a local organisation supporting vulnerable families who need food assistance and direct relief during this difficult time.

In addition to these steps, we will be monitoring the latest information, including recommendations from the Department of Health and World Health Organisation and doing our part to stop the spread of this disease.

We will continue to keep an eye on the situation and make further adjustments to our action plan if and when necessary. The health and well-being of our clients, team, and community are of utmost importance to us and will continue to be our guidance as we navigate the road ahead.

Thank you for your steadfast support of our business—we are truly grateful.