A business thank you letter, whether hard copy or email, builds and maintains relationships in the professional world. Sending a simple thank you letter goes a long way in intensification strong and long-lasting business relationships. Sending out thank you letters to customers, clients and colleagues become a dominant method to secure an ongoing business affiliation.
Show your customers you are appreciative of their business. And consequently, persuade them to remain to do business with you instead of going elsewhere. Sending your faithful customers a thank you letter cement your business affiliation.
Format of the business thank you letter
- Make use of the letterhead of the company,
- Add your name and address,
- In the center, left or right side you can add the contact details,
- In the center, left or right side you can add the date,
- Add the official name of the recipient,
- Add the address of the recipient,
- Start with the salutation,
- Say thank you in the first paragraph and mention the reason,
- Elaborate the reason in the second paragraph,
- Offer assurance in the third paragraph related to the subject matter,
- Add closing salutation,
- Add signature and name,
- Add your designation and contact number.
Once you have decided to send a thank you note, follow these steps:
- Pick your method of contact – A handwritten letter is more personal and shows dedication.
- Choose your recipients – If you interviewed for a position with an HR manager, thank that person directly. If you meet with a team, thank each individual separately.
- Make it legible – If you send a hard-copy note, write neatly. For typed letters, use a standard font like Arial or Times New Roman.
- Use a professional tone – Maintaining clear, direct language will show your communication skills and earn the respect of others.
- Address the recipient appropriately – Use Dear Mr., Mrs. or Ms. as needed, followed by their last name.
- State the purpose of your writing – Professionals are usually busy, so it will help if they can get right to your point.
- Highlight your qualifications – A thank you letter can be more than a display of gratitude.
- Ask about the next steps – This question will also give you a timeline for what to expect later on.
- Conclude the letter – Thank the recipient again for the interaction that led to you writing the letter.
- Send it – If sending a hard copy, make sure to mail it promptly. Emails are the quickest method, and promptness is key in business communications.
Here are some examples of when to send business to thank you letters:
- When a customer makes a purchase,
- If a business awards you a contract,
- Stating general appreciation,
- To follow up on an interview.