While fewer letters go out in the mail these days overall, thank you letters and cards are some of the more common pieces of mail. Both formal and informal thank you letters are sent daily, either from business or from one person to another.
Thank you note writers often have many questions on correctly formatting, writing, and finalizing a thank you letter. These anguished over notes are straightforward to compose. Below is a look into how to write the perfect thank you.
Thank you notes are a universal symbol of politeness, gratitude, and respect. In business, it is important to show your appreciation for your clients. It will show them that you truly value their business and will turn them into a lifelong customer.
Reasons to send a thank you note can be:
Some businesses such as retail, mom and pop stores, and those in hospitality, often send thank you notes to their clients as a token of their gratitude. In these cases, having a selection of hand-written bulk cards is beneficial. Hand-written cards add a personal touch and make the client feel as though the message was written just for them.
Instead of giving an intern carpal tunnel, your business can order a batch of thank you cards printed with your custom message. Our robot will write out your words on a card, which will look almost like it was done by human hands.
While you may be a pro at sending out personal thank you notes, you may be wondering what you should include in a business thank you card. The note’s content will vary slightly based on if it is a card for a client, employee, or just because.
The primary format will include:
This simple format can serve as a launching point for your note. If your business model is a little more casual, you can adjust the tone as necessary.
Finding the right words to close out a thank you note can sometimes be the most challenging part of the process. You still want to come across as friendly but professional and leave the recipient with a sincere closing.
A more formal approach to signing a letter would be using words like:
Or you can go with something as simple as, thank you.
If informal is more your business style, or the card is going to someone you know rather well, you can use one of the following:
If you and your business walk the middle road between formal and informal, you can use a mix of both closings, depending on which phrase best suits your recipient.
Client notes are the most important notes you will draft. They carry the most weight because the note represents you and your brand to your client. A continued relationship with a client can also be highly beneficial to your business. The thank you letter should convey just how much you value the client and express your desire to continue your business relationship.
An example of a client note is:
Dear Mrs. Pena,
On behalf of S & S Inn and Suites, we are delighted you entrusted us with your stay while visiting your family. As a small business, we genuinely appreciate clients such as yourself. We hope you thoroughly enjoyed your stay here with us.
We hope to serve you again on your next visit.
Warmly,
Mary
Customer Concierge
An informal example may look something like this:
Hello Louise!
We hope that you made it home safely and enjoyed your trip. Thank you for staying in our humble inn during your recent visit. We were delighted to have you and your dog, Peanut. He was such a character.
We look forward to seeing you again in the Spring.
Safe travels,
Lynn
Your employees appreciate thank you notes for a job well done. Often, recognizing your employee can make them feel like a valued member of the team. It also has the potential to increase productivity.
A formal example would be:
Dear May,
The management team and I have noticed your increasing efforts in keeping the store neat and tidy. We appreciate the level of detail you put into your work. It shows us you care about your customers and the store overall.
Thank you for your work.
Mr. Edwards
More casual notes may look like this:
Hello Nancy!
Thank you so much for putting in some extra time on the front displays! They look beautiful. You have an eye for color coordination.
We appreciate you!
Jenn
Additional ideas for employee notes can be found at The Balanced Careers.
There is nothing more heartwarming than receiving an unexpected letter expressing appreciation for you or for what you do. A “just because” note can easily go out to co-workers, clients, or even vendors.
An appreciative note will further your business relationship and show the recipient you care about them as a person too.
An appreciation letter may sound a bit like this example:
Dear Wendy,
We at J & M consulting are so thrilled to have you as our go-to paper supplier. We appreciate your timeliness with all of our orders. We hope to have a continuous business relationship with you for many years.
Thank you for always being there.
In gratitude,
Josh and Maria
If you are looking for more examples of showing your appreciation, take a look at Your Dictionaries for a list of ideas.
When sending your notes, a personal touch is key. Do not be afraid to show your personality as long as it resonates with your branding.
Scale your handwritten outreach, creating positive impressions and long lasting bond.
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