Business Thank You Letter

A business thank you letter not only makes the recipient feel appreciated, but in today’s fast-paced business world, it’s quickly becoming a lost art. Tom Hopkins built an entire career around thank you notes. But you don’t have to be in sales to benefit from the power of a simple thank you.

While a business thank you letter isn’t a new concept, the impact it has makes a difference. If you as a boss send one to a subordinate, the simple act of sending a word of appreciation will speak volumes. Everyone likes to be appreciated. Sending a thank you is a nice PR touch that won’t be forgotten.

Send a thank you letter or note to a team member for getting a project done on time, a package delivered, after a presentation, staying overtime to complete a task, to a customer for purchasing a new product or service, for a referral, or appreciation for being asked to speak at a business function.

There are a variety of printed thank you notes available at office supply stores or online. This isn't the best way to show your appreciation in the business world. These notes are not cheap and adding a handwritten comment at the bottom of the card lacks impact.

Handwritten letters have the best impact. Granted, this takes time, but taking the time to express your appreciation for an associate, customer or community contact, is what it’s all about.

Using a computer to make business thank you letters and notes is the best thing for those who are handwriting challenged and can’t read their own illegible scrawl. However, it's nice to make a thank you letter stand out from a standard business letter. To do this follow these steps:

• Buy a supply of 81/2 x11-inch 24# parchment paper, 43/8 x 5/¾ A2 and full-size #10 parchment envelopes.
• Use a full sheet for a business letter thank you.
• Cut the sheets in half with a cutting board and use these for notes.
• Use your word processor to format your letter or note to fit in the center of the full or half parchment sheet.
• Print both with an inkjet or laser printer using a script font that best fits the page and your personality.
• Full sheets go into #10 parchment envelopes. Half-sheet notes are folded in half and inserted into an A2 envelope.
• Sign the letter or note, hand-address it and send it off.

Each note will have visual impact and look like you personally wrote it.

Each note should only be a few sentences, no more than that. Use a format similar to this:

Date

Sally Berwin

Logotype Products

Dear Sally:

I wanted to express my appreciation for the hard work your team did in setting up our trade show booth. As you know, we were pressed for time when Commander’s Expositions suddenly changed the dates for the show. But your team got everything set up in plenty of time for our sales team to successfully work the booth. We had our best show ever thanks to you.

Thanks Again,

Jim Duncan

You don’t need other contact information in the letter other than what I’ve listed here. This is an informal communication.

This technique really works. Once you have a number of generic business thank you letters set up in your word processor, you can begin archiving. Every time you write one, the copy will and should change to make each one truly unique. If you copy a thank you letter to use for your next contact, just make sure no stray words are left in from previous letters.

Once your letter or note arrives, it will make a lasting impression. And if you send several, despite what recipients may say about receiving too many, they will be appreciated. After a while, they’ll be expected.

It’s okay to include your business card with the thank you. If you don’t, make a quick follow-up call to make sure that the person received their letter. If there is any confusion about your identity, you can straighten this out and refresh the relationship.

Despite templates, these letters and notes do take time, so fit them into your busy schedule as you can, or have your assistant print them out according to your verbal directions. Whatever works for you. While the notes costs next to nothing to send, a few cents for postage and paper, the PR value of each is high. They may not always remember your name, but they will remember you as the “note guy.” And that’s half the battle.

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