Business Thank You Letter

Why Use Business Thank You Letters?

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

Who Do You Send Thank You Letters To?

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.

Buy Printed Thank You Notes

There are a variety of printed thank you notes available at office supply stores or online. They’re not cheap. You can add a handwritten comment at the bottom of the card, but this lacks impact.

It’s Best To Handwrite Thank You Letters

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.

Use Your Computer To Format And Print

• 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 thank you letter.
• 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.

Using a computer to make your own business thank you letters and notes is the best thing for those of us who are handwriting challenged and can’t read our own illegible scrawl.

How Long Should A Thank You Be?

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.

Prepare For Appreciation

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. Just make sure no stray words are left in from previous letters if you copy one to use for your next contact.

I can guarantee that once your letter or note arrives, you’ll be remembered. 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 OK 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.

Don’t Overdo It

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.

Other Related Business Writing Articles

• How To Write A Business Letter
• Business Editing
• Business Email
• Memo Writing