When it comes to business etiquette, few things are more important than the thank you letter. Unlike personal thank you letters, business thank you messages can prove to be a little tough to write. While personal thank you notes can have a casual tone and a few inside jokes peppered through the message, professional notes are more demanding and time-consuming—plus, chances are, you’ll need to write plenty of them!
In this article, we’ll discuss some tried and tested tips on how to write a professional thank you letter that strikes the right tone and solidifies your business relationship.
- Send the letter quickly
Avoid leaving a large time gap between the event and the thank you note. Send the letter within a week or two of working with a new client or business. This will ensure that the person receiving the letter can still remember your interaction. Plus, it will prove that you are reliable, professional, and thoughtful as a business.
- Address the letter to your main contact
In a professional thank you note, you should try to avoid using general introductions. Use first or last names, depending on the familiarity of your relationship. If you worked with multiple individuals at the company, include all names in the letter’s introduction. If you had one primary contact, use that name, then mention other individuals you interacted with in the body of the letter.
- Use high-quality paper or card
Sending hard copy notes will set you apart from other businesses. Invest in high quality, tasteful stationery that the recipient will actually want to keep or display. Sending a beautiful card will generate a much more positive association with your business for the recipient and boost their opinion of you.
- Include a gift if it’s appropriate to do so
In some cases, including flowers, chocolates, or a bottle of bubbly is an appropriate gesture. If you are thanking a business for doing a large service for you, adding a gift with your note is a wonderful touch.
- Stick to professional language
When it comes to writing your professional thank you note, it’s crucial that you stick to business language and use a formal tone. Even if your relationship with the recipient is friendly and casual in person, don’t make the mistake of making your letter informal. Striking the wrong tone can come across as unprofessional, immature, and unreliable. You may find that the company is hesitant to work with you again in the future.
- Follow this simple format
Instead of rambling on and on for pages on end, stick to this basic, brief format for a professional thank you note:
- Say thank you. Start by simply expressing your wish to thank the business for the service or partnership they provided.
- Give some more details. Go into a little more detail about how or why their service was appreciated. Show them that you noticed the care they took in their work.
- Say thank you again. After explaining why you enjoyed the partnership, say thank you again.
- Express a wish to continue your professional relationship. Explain that you’d love to work with them again on future projects.
- Use an appropriate sign off. Sign off with appropriate phrases like, “Sincerely,” “Best wishes,” “Warm regards,” and so on.
- Make the letter personal
While it’s important to follow a logical format, be sure to make the content of the letter personal and meaningful. All the best professional thank you note examples include specific references to the individual rather than vague statements. Spend time thinking about details you can include in the note to make it feel unique and personal.
- Proofread before sending
Remember, this note isn’t representing you as an individual—it’s representing your company. Make sure you double and triple check your work. One typo or grammatical error can undo all of your good work. Sloppy writing will make you seem careless, rushed, and inattentive, none of which are qualities of a good business!
And there you have it—eight tips on how to write a professional thank you letter like a pro. We hope this guide has helped you feel a little more confident. Remember, keep the letter professional, concise, and personal, and you can’t go wrong!