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Business thank you letters format

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Business thank you letters format
March 31, 2019 Holiday Thanks 3 comments

See example business thank you messages to customers and more ideas and even mediums for those “thank you for your business” letters.

If you’re here, you’re likely interested in knowing how to write an interview thank you letter.

In this guide, we explain exactly how to craft your own for any situation, offer a variety of free thank you letter templates, and even provide alternatives (if you’re feeling less traditional).

Table of Contents

  1. Following Up: How to Write a Thank You Letter After an Interview
  2. Interview Thank You Letter Templates
  3. Alternatives to a Traditional Thank You Letter

1. Following Up: How to Write a Thank You Letter After an Interview

The purpose of your letter is to thank your interviewer for their time, recap your strengths as an applicant, and express your anticipation for a follow-up. Although there are many ways to contact your interviewer, emailing is the simplest and most common follow-up method.

General Guidelines

Use these guidelines to ensure that your thank you note is on the right track:

  • Make it prompt. Your thank you note should be sent within 24-hours after your interview.
  • Make it professional. If you made a personal connection with the hiring manager during your interview, you can make a reference to it–but don’t overdo it.
  • Make it concise. Your follow-up, whether it be handwritten or typed, should not exceed one page in length. When detailing the reasons you’d be a strong candidate, keep in mind that you’ll just want to include the major highlights. Your letter should be used as a gentle reminder.
  • Make it interesting. Don’t write a generic thank you letter simply thanking the hiring manager for the interview, and giving him/her vague statements about your abilities and skills. Be specific and reference the conversation you had during the interview.
  • Make it well written. Make sure you’ve edited out all spelling and grammar errors. You don’t want to leave a poor final impression due to careless mistakes.
  • Use a professional letter format. Use a normal font such as Arial, Times New Roman, or Verdana in no larger than a 12 point size and no smaller than 10 point size. Use one-inch margins and no more than double-spaced lines. Avoid anything besides black text – emojis, fluorescent colors, highlighting, all caps, etc., are usually considered tacky. Handwritten letters should be legible, in black ink.

When writing your subject line in your email, make sure you use concrete numbers and words (no “soon, or quick, etc.). Also, be direct and clear – state the purpose of the email. Lastly, make sure to include your name!

Interview Thank You Letter Format

Use our interview thank you letter format, separated into individual paragraphs, to help you structure the perfect letter today!

1st Paragraph — Open your letter by thanking your interviewer(s) for taking time out of their busy schedules to discuss the available position at their company. Reference a personal connection you made with the interviewer and how it has increased your interest in the company and/or role.

2nd Paragraph — Use this section to expand upon the factors discussed in the interview which make you a strong candidate for the position. Explain how your educational background, the experience you gained in your previous role, and your noteworthy accomplishments will allow you to help the company reach its goals.

3rd Paragraph —[Optional Section] If you weren’t able to discuss certifications, skills, or experience which makes you an ideal candidate during the interview, use this section to offer information about these qualifications. You can also use this section to clear up any misconceptions or discuss any point in the interview that you feel you didn’t cover strongly enough.

4th Paragraph — Close the letter by restating your gratitude for the interviewer’s time, your anticipation of their response, and an invitation to contact you if any additional information regarding your application is required.

The breakdown of an email looks something like below:

2. Interview Thank You Letter Templates

A strong thank you note ensures you will leave a good impression in the mind of the person who interviewed you. Luckily, we’ve made it easy for you to make a lasting impression with these free downloadable MS Word thank you notes. All you have to do is select the letter that matches the tone and style of your interview, customize it with your personal information, send it via email or post to the hiring manager, and wait for your job offer to arrive!

Professional Thank You Letter After Interview

If you attended a professional interview, your thank you letter should follow suit with a formal structure and tone. Begin by thanking your interviewer for their time and for the information they provided about the available position at their company. Use the rest of your letter to reiterate how your credentials, professional experience, education, and skills make you an ideal candidate for the position.

It’s appropriate to send a professional thank you letter after your interview in situations where:

  • The hiring manager has used formal communication in their written correspondence and in-person interactions.
  • The work environment of the company you’ve interviewed with places emphasis on professionalism.
  • You didn’t form a personal connection with the hiring manager during your interview.

Click Here to Download This MS Word Letter

Professional Thank You Letter After Interview (Text Format)

Professional Thank You Letter After Interview

[Your Name]

[1234 Street Address]

[City, State, Zip]

_______________________________________________________________________

[Today’s Date]

[Company Name]

[1234 Street Address]

[City, State, Zip]

Dear [Hiring Manager’s Name],

Thank you for taking the time out of your busy schedule to speak with me about the [Position Title] at [Company Name]. Learning more about [Company Name]’s internal processes, company culture, and planned expansion has only increased my interest in the role and this opportunity to join your team.

As discussed in the interview, my professional experience includes [Relevant Experience], [Relevant Experience], and [Relevant Experience]. I have a proven record of success in the [Industry], as demonstrated by the following noteworthy accomplishments, [Accomplishment], [Accomplishment], and [Accomplishment]. I’m confident that my extensive industry experience, collaborative nature, and dedication to success can assist [Company Name] in reaching the targets you described in our meeting.

[Optional Section] If you weren’t able to discuss certifications, skills, or experience which makes you an ideal candidate during the interview, use this section to offer information about these qualifications. You can also use this section to clear up any misconceptions or discuss any point in the interview that you feel you didn’t cover strongly enough.

Again, thank you for your time and consideration. I’m confident that I would be a valuable addition to the [Company Name] team. I look forward to hearing from you regarding the next steps in the hiring process.

Sincerely,

[Your Name]

Sincere Thank You Letter After Interview

If you’ve developed a personal relationship with your interviewer, it’ll likely be awkward if you send them a generic or formal follow up after your interview. Instead, opt for a sincere letter that allows you to express your professional appreciation for the opportunity to interview. Make sure you thank your interviewer for their time and attention to your application.

It’s suitable to send a sincere follow up email after your interview in situations where:

  • You’re honored to be considered for the position and hold the company you’ve interviewed with in high esteem.
  • The hiring manager made an exception for your application such as allowing you to submit your resume and cover letter via email after the position closed.
  • The hiring manager made a special effort to accommodate your interview schedule.
  • You would like to reference the personal connection you made with the hiring manager during your interview in an attempt to strengthen your application.

Click Here to Download This MS Word Letter

Sincere Thank You Letter After Interview (Text Format)

Sincere Thank You Letter After Interview

[Your Name]

[1234 Street Address]

 

[City, State, Zip]

_______________________________________________________________________

[Today’s Date]

[Company Name]

[1234 Street Address]

[City, State, Zip]

Dear [Hiring Manager’s Name],

I sincerely thank you for taking the time out of your busy schedule to discuss the available [Position Title] at [Company Name]. I was delighted to have the opportunity to learn firsthand about [Company Name]’s product and service offerings, company culture, and growth objectives.

I’m impressed by the opportunity your next [Position Title] will have to [Position Description], [Position Description], and [Position Description]. As we discussed, in my previous role, I was responsible for [Relevant Experience], [Relevant Experience], and [Relevant Experience], which makes me perfectly suited for the available [Position Title] at [Company Name]. Given my history of [Accomplishment] and [Accomplishment], I’m certain I can help [Company Name] achieve its pressing short-term goals as well as its long-term goals.

[Optional Section] If you weren’t able to discuss certifications, skills, or experience which makes you an ideal candidate during the interview, use this section to offer information about these qualifications. You can also use this section to clear up any misconceptions or discuss any point in the interview that you feel you didn’t cover strongly enough.

I’m honored to be considered for a position on the [Company Name] team. I’m very much looking forward to hearing from you regarding the next steps in the hiring process. Please don’t hesitate to contact me if you require any additional information or have any questions regarding my application.

Sincerely,

[Your Name]

Formal Thank You Letter After Interview

If you’ve interviewed for a business professional position, it’s important to send a thank you email to the hiring manager after your interview. In a formal industry or company, a thank you note is used to demonstrate your professional competence and knowledge of business-related formalities. Failing to send a follow-up after your interview may hinder your chances of receiving a job offer.

Sending a formal thank you letter after your interview is ideal for situations where:

  • The industry or company you’ve applied for is known for placing emphasis on formality such as a bank or accounting firm.
  • The position you’ve applied for requires a high-level of formality to be used in your daily interactions with customers, clients, co-workers, and management.
  • The hiring manager conducted a formal interview in which you strictly discussed your application and avoided topics of a personal nature.

Click Here to Download This MS Word Letter

Formal Thank You Letter After Interview (Text Format)

Formal Thank You Letter After Interview

[Your Name]

[1234 Street Address]

[City, State, Zip]

_______________________________________________________________________

[Today’s Date]

[Company Name]

[1234 Street Address]

[City, State, Zip]

Dear [Hiring Manager’s Name],

It was a pleasure to meet you this afternoon. I appreciate you taking time out of your busy schedule to discuss the available [Position Title] at [Company Name]. I enjoyed learning about [Company Name]’s position as an industry leader, its mission statement, and its expansion plans.

As discussed in the interview, I have extensive experience in the [Industry] including [Relevant Experience], [Relevant Experience], and [Relevant Experience]. My proficient [Hard Skill] coupled with my robust [Soft Skill] has allowed me to make the following noteworthy accomplishments in my professional career: [Accomplishment], [Accomplishment], and [Accomplishment]. Given my proven record of success, commitment to quality, and leadership capabilities, I’m confident that I can assist [Company Name] in reaching the goals you defined in our meeting.

[Optional Section] If you weren’t able to discuss certifications, skills, or experience which makes you an ideal candidate during the interview, use this section to offer information about these qualifications. You can also use this section to clear up any misconceptions or discuss any point in the interview that you feel you didn’t cover strongly enough.

Thank you again for your time and attention. I’m I look forward to hearing from you regarding the next steps in the interview process. Please contact me if you require any additional information regarding my application.

Sincerely,

[Your Name]

Thank You Letter After Phone Interview

A phone interview is often the first stage in the interview process. Unfortunately, without face-to-face communication, it can be difficult to leave your interviewer with a strong first impression. Therefore, we suggest sending a personalized thank you letter to help the hiring manager remember select details from your phone interview. The added personal touch will increase your chances of receiving an invitation for an in-person interview.

It’s important to send a follow-up after your phone interview because:

  • It’ll prompt the hiring manager to invite you for an in-person interview.
  • It allows you to remind the hiring manager of your specific answers from your phone interview and associate them with your name and application.
  • It demonstrates that although you haven’t met the hiring manager in person, you’re serious about the position and interested in continuing with the application process.
  • It grants you the opportunity to provide information about your relevant skills, experience, or education which may have been missed due to a time constraint or faulty connection.

Click Here to Download This MS Word Letter

Thank You Letter After a Phone Interview (Text Format)

Thank You Letter After a Phone Interview

[Your Name]

[1234 Street Address]

[City, State, Zip]

_______________________________________________________________________

[Today’s Date]

[Company Name]

[1234 Street Address]

[City, State, Zip]

Dear [Hiring Manager’s Name],

Thank you for taking the time out of your busy schedule to conduct a phone interview with me this afternoon. I thoroughly enjoyed speaking with you about [Company Name]’s future projections as well as the opportunity to join the company as [Position Title].

As discussed in our conversation, I have over [Number] years of experience working in the [Industry]. Throughout my professional history I’ve been responsible for [Relevant Experience], [Relevant Experience], and [Relevant Experience]. This experience has allowed me to hone my [skill] and [skill] and accomplish [Accomplishment] and [Accomplishment]. Given my proven track record for success, I’m confident in my ability to help [Company Name] reach its goals and expand its position as an industry leader in the [Industry] market.

[Optional Section] If you weren’t able to discuss certifications, skills, or experience which makes you an ideal candidate during the interview, use this section to offer information about these qualifications. You can also use this section to clear up any misconceptions or discuss any point in the interview that you feel you didn’t cover strongly enough.

Again, thank you for considering my application and for organizing a phone interview with me. I look forward to arranging a date for me to join you in the office for an in-person interview. I’m confident that I would be an invaluable addition to the [Company Name] team.

Sincerely,

[Your Name]

Thank You Letter After Second Interview

If you’ve been invited to attend a second interview, congratulations–you’ve made it to what is likely the final round of the hiring process. Demonstrate that you’re a courteous and thoughtful professional by thanking the interviewer for their time and continued consideration of your application in a personalized thank you note.

It’s critical to send a thank you letter after your second interview because:

  • It’s your final opportunity to leave a good impression in the minds of the decision-makers involved in the hiring process.
  • It allows you to express your enthusiasm for the position and gratitude for being selected for a second interview.
  • It’s your final opportunity to address any undiscussed details regarding your application or the interview process.

Click Here to Download This MS Word Letter

Thank You Letter After Second Interview (Text Format)

Thank You Letter After Second Interview

[Your Name]

[1234 Street Address]

[City, State, Zip]

_______________________________________________________________________

[Today’s Date]

[Company Name]

[1234 Street Address]

[City, State, Zip]

Dear [Hiring Manager’s Name],

Thank you for inviting me to join you this afternoon for a second interview. My interest and enthusiasm for joining the [Company Name] team in the [Position Title] position has continued to grow with each of our meetings. I especially enjoyed gaining a more in-depth understanding of the logistical role I’d fill as [Position Title] in the company structure.

As discussed in the interview, in my previous role as [Previous Position Title] I gained valuable experience [Relevant Experience], [Relevant Experience], and [Relevant Experience]. Throughout my professional career I’ve developed a proven record of success as demonstrated through the following accomplishments [Accomplishment], [Accomplishment], and [Accomplishment]. Given the opportunity to join your team, I’m confident that my initiative, determination, and dedication to success can assist [Company Name] in its expansion and future goals.

[Optional Section] If you weren’t able to discuss certifications, skills, or experience which makes you an ideal candidate during the interview, use this section to offer information about these qualifications. You can also use this section to clear up any misconceptions or discuss any point in the interview that you feel you didn’t cover strongly enough.

Again, thank you for taking the time to conduct a second interview with me. If you require any additional information or have any questions don’t hesitate to contact me. I look forward to hearing back from you, and hope to continue moving forward with [Company Name].

Sincerely,

[Your Name]

Thank You Letter After Group Interview

It can be difficult to form a connection with the decision-makers involved in the hiring process during a group interview. Luckily, sending a thank you email after your interview is an easy way to leave a lasting impression in the minds of your interviewers.

A thank you letter after a group interview is helpful because:

  • It demonstrates that you’re a thoughtful and courteous individual who understands the importance of professional politeness.
  • You can highlight relevant credentials or experience which may have been missed during your interview.
  • It gives you the opportunity to clear up any misconceptions or elaborate on a point in the interview you wish you’d covered more clearly.

Click Here to Download This MS Word Letter

Thank You Letter After Group Interview (Text Format)

Thank You Letter After Group Interview

[Your Name]

[1234 Street Address]

[City, State, Zip]

_______________________________________________________________________

[Today’s Date]

[Company Name]

[1234 Street Address]

[City, State, Zip]

Dear [Hiring Manager’s Name] and [Hiring Manager’s Name]

I would like to thank you [Both/All] of you for taking the time out of your busy schedules to discuss the available [Position Title] with me this afternoon. The detailed description you provided of [Company Name]’s business processes, company culture, and internal initiatives has only heightened my interest and enthusiasm for the role.

As discussed in the interview, I have over [Number] years of experience in the [Industry]. I’ve developed proficiency and expertise in [Relevant Experience], [Relevant Experience], and [Relevant Experience]. Throughout my professional career I’ve achieved many noteworthy accomplishments such as [Accomplishment], [Accomplishment], and [Accomplishment]. My extensive experience, proven record of success, and initiative make me the ideal candidate to assist [Company Name] reach the goals you described in our meeting.

[Optional Section] If you weren’t able to discuss certifications, skills, or experience which makes you an ideal candidate during the interview, use this section to offer information about these qualifications. You can also use this section to clear up any misconceptions or discuss any point in the interview that you feel you didn’t cover strongly enough.

It was a pleasure to meet you [Both/All] this afternoon. Thank you for your time and considering my application. I’m confident that I would be a strong addition to the [Company Name] team. I look forward to hearing from regarding the next steps in the hiring process.

Sincerely,

[Your Name]

3. Alternatives to a Traditional Thank You Letter

A tricky dilemma faced by applicants deciding how to thank an interviewer. This is hard because different hiring managers might have different expectations, companies might have different cultures, or your personality just doesn’t suit some kinds of responses. Here is our list of methods for following up and useful advice on how to compose your message.

 Phone Call

The direct phone call to a hiring manager can also leave a strong impression. Be careful though- this method isn’t always appropriate.

How to follow up with a phone call

  • If you can, ask for the hiring manager by name. Do your research. If not, ask for “the hiring manager.”
  • Be friendly.
  • Identify yourself first thing. State your name, then your purpose, e.g., calling to check on an application, calling to say “Thank You” for an interview, etc.
  • Avoid word-vomit. You will likely be anxious and want to get out everything you say. Be measured, wait for them to finish speaking, and don’t hog the conversation.
  • Call at convenient times. Morning or mid-afternoon are best. Don’t call right at 4:59.
  • If it helps, prepare a script. Avoid reading directly from your script however. Think of them as “notes.”
  • If the hiring manager or interviewer isn’t available, leave a message and don’t call back for at least a week.
  • If your call was to thank the interviewer for an interview and they weren’t available, send an email at this point.

If the manager isn’t there, instead of calling back, consider writing an email and stating you called. You’ll get credit for having made the call and your message is sure to get to the interviewer.

 Card

The card functions like the letter, but adds a more informal and personal touch to the process. Cards can be small and straight-forward, or they can be a fun way to show a little bit of personality. Obviously gauge the company and interviewer as to how they may respond, but cards have proven useful to many applicants.

How to write a card

  • Choose the right card. If you want to go with something humorous or silly, make sure that matches the personality of the company or interviewer. When in doubt, play it safe.
  • Don’t write too much. You should only use a card if you don’t have so much to say beyond “thanks” and that you’re very interested in the position.
  • Like the letter, you can prepare a card before an interview and then write it immediately afterwards.
  • As you will probably have to write a card by hand, make sure your handwriting is legible and neat. If it’s not, then avoid sending a card.
  • Avoid making a card on your own, unless you can do it at a professional level. Otherwise just buy one – you don’t want to come across as tacky.
  • If you decide to buy a gift, make sure you send a card as well.

 Gift

This one is the riskiest and most expensive, but it also lays it on thick that you want a position.

How to follow up with a gift

  • Pick something the interviewer will find useful or related to the function of the company
  • If you send something general (a gift basket, candles, etc.), make sure you also include a card expressing gratitude as well as identifying yourself.
  • Don’t go overboard – the gift tactic is highly delicate, and for most interviews we don’t recommend it. However, if the interview process has been an exceptionally long one, and if you have developed a relationship of sorts with the organization, a gift could be appropriate. Just don’t spend too much or buy something inappropriate (like flowers or gag gifts).

Which is Best Follow-up Method?

“So,” you might be asking, “which option should I use? Which is best?”

In our collective opinion, we recommend an email first, and a letter second. The email is a surefire way to make sure you get seen and can efficiently convey your thoughts about the interview as well as your gratitude.

The letter does this as well, but it really should mostly be used in the most formal of interviews. Think finance and law, not tech and service. However, we can’t be there to judge every situation, so use your best judgment, think about the personality of the interviewer and the culture of the company, and pick the best option for you. One word of warning – don’t pick more than one. Just like giving a gift can seem like too much, an email and a letter can seem like you are kissing up and kind of begging for the job. Choose one option, do it well, and let it be.

Written by Mollie Moric

Mollie Moric is a Career Advisor at Resume Genius. She firmly believes that a passionate, fulfilled, and empowered workforce is the key to a successful company. She is dedicated to providing the necessary training,... more

Free printable thank you letter for business used as an appreciation letter template for business accounts.

Formal Job Interview Thank You Note Samples

business thank you letters format

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What is a business thank you letter?

A business thank you letter, whether hard copy or email, builds and maintains relationships in the professional world. It’s important to let colleagues, employers, vendors, networking contacts or other individuals know that you value their time. In any business arrangement, the initial meeting is only part of building a connection. Sending a business thank you letter is a great way to build rapport with your contact and communicate your intentions for the future. Here are some examples of when to send business thank you letters:

  • After someone helps with a job search
  • When someone provides a networking contact
  • When a customer makes a purchase
  • If a business awards you a contract
  • Stating general appreciation
  • To follow up on an interview

 

The benefits of writing business thank you letters

Thank you letters show potential employers, colleagues and other business contacts your dedication to the professional relationship. Other benefits of expressing your gratitude in this form include:

  • It demonstrates professionalism. Showing your contacts respect in your interactions will foster business relationships.
  • It is an act of courtesy. Basic etiquette calls for sending thank you letters to individuals you conduct business with. Even in situations where the recipient does not expect a note, the act of sending it will let your contact know that you care about your relationship.
  • It will make you memorable. Positive gestures toward others will help them remember you. This kind of act could be a deciding factor in whether you get a job or contract. If you send thanks to contacts, it may make them more likely to help you in the future.
  • It is another opportunity to promote yourself. After conveying your gratitude, you can further promote your goals and qualifications. Restating your qualifications will let your recipient know that you are a valuable contact and are ready to work with them.
  • It maintains communication. Sending a note of thanks can extend a conversation beyond the interview or meeting. Remaining in the contact’s mind could make you the first choice for a professional opportunity.

Related: Guide to Writing Thank You Notes

 

How to write a thank you letter for business

Aim to be prompt when sending a letter of thanks. A thank you note immediately following a job interview, for example, shows your desire to get the job. Sending a thank you letter after your company bids on a contract shows the organization that you want their business. No matter the occasion, a quick follow-up is best for sending thanks.

Once you have decided to send a thank you note, follow these steps:

  1. Pick your method of contact
  2. Choose your recipients
  3. Make it legible
  4. Use a professional tone
  5. Address the recipient appropriately
  6. State the purpose of your writing
  7. Refer to specific details from your meeting
  8. Highlight your qualifications
  9. Restate your goals
  10. Ask about the next steps
  11. Conclude the letter
  12. Send it

 

1. Pick your method of contact.

A handwritten letter is more personal and shows dedication. However, a mailed letter can take up to several days to arrive at its recipient. Some occasions like job interviews may be time-sensitive, in which case an email is better.

 

2. 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. Sending a unique thank you to each person shows that you value the relationship. It will also help ensure you receive a response from the appropriate person. For instance, if you interview with a group, having a unique response to each person will ensure the main decision maker receives your message.

 

3. 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 in 12-point size. Carefully proofread to avoid spelling and other grammatical errors. 

 

4. Use a professional tone.

Business thank you letters are forms of professional communication, so it is best to avoid colloquialisms or other informal figures of speech. Maintaining clear, direct language will show your communication skills and earn the respect of others.

Example“Hello Greg, I enjoyed our talk yesterday. I believe it will be helpful in our work on the construction project.”

 

5. Address the recipient appropriately.

Use Dear Mr., Mrs. or Ms. as needed, followed by their last name. You may also use their full name. If the recipient is an acquaintance, it is appropriate to use only her first name.

 

6. State the purpose of your writing.

Let the reader know immediately why you are writing. Professionals are usually busy, so it will help if they can get right to your point.

Example“I am sending this letter as thanks for organizing the client files last night.” Or “I want to convey my gratitude for introducing me to your equipment supplier.”

 

7. Refer to specific details from your meeting.

Referencing earlier conversation points lets the receiver know you actively participated in the meeting, and adds a personal touch. Choosing the points most relevant to your goals will help ensure the recipient responds to the issues that affect you most.

Example“I appreciate your insights into the company’s upcoming plans to renovate your offices. I believe my contracting firm is well equipped to handle the job.”

 

8. Highlight your qualifications.

A thank you letter can be more than a display of gratitude. It can also be an opportunity to talk about your desirability for a position or other interactions.

Example“I am grateful for the chance to interview with your company. With my dedication and attention to detail, I know I have the skills to succeed in copywriting.” Or “I appreciate your first order from Langley Textiles. I am confident that my company can continue providing the products you require.”

 

9. Restate your goals.

The thank you letter allows you to reiterate your desire for future contact. It is much easier for people to offer you assistance if they understand what you want or need.

Example“I very much hope to join your law firm as a conflicts analyst.” Or “I hope to hire a roofer for the new office building next week.”

 

10. Ask about the next steps.

Let your recipient know that you are ready to take the necessary measures for a continued relationship by asking a question regarding next steps. This question will also give you a timeline for what to expect later on. Knowing this information can help you plan if there are other measures you can take.

Example“When do you expect to hire a candidate for this position? Please let me know if there is anything else I can do to aid your decision.”

 

11. Conclude the letter.

Thank the recipient again for the interaction that led to you writing the letter. Follow this last item with a proper closing (ex: “sincerely” or “gratefully”) and your signature. If you’re sending an email, typing your name is appropriate. 

 

12. Send it.

If sending a hard copy, make sure to mail it promptly. You can also hand deliver the note to a front desk if possible. Emails are the quickest method, and promptness is key in business communications. A fast follow up is more likely to have a strong impact on the reader.

 

Business thank you letter examples

Use the following examples to guide you when writing business thank you letters.

 

Example 1: Thanking a new business contractor

Dear Ms. Paulson,

I would like to thank you for meeting with me yesterday regarding the new accounts. My firm is excited to provide you with our document review services. I am confident that our 30 years in the legal business make us an ideal vendor for your needs.

You noted yesterday that you need us to review a minimum of 1,000 documents per month. Our team of eight dedicated analysts will certainly provide you with the level of work you require. We pride ourselves on attention to detail, diligence and timeliness. These skills will ensure your satisfaction with our firm. Can you tell me if there is an opportunity for more work after this contract is completed?

Again, I am grateful for your time and that you have chosen us for your business. I look forward to developing this working relationship with you.

Sincerely,

Andre Torrance

 

Example 2: Thanking a colleague

Dear Madeline,

Thank you so much for your assistance in decorating the office for the holiday party. I know you stayed late to get everything in order, and I appreciate your dedication. The holiday party is an important opportunity for the whole team to socialize together. Having a great location and atmosphere is crucial to the experience and your help made it possible.

I look forward to working with you on many more successful events throughout your time at the company.

With gratitude,

Tyler Burke

 

Example 3: Thanking a networking contact

Dear Abdul Kahn,

Thank you for introducing me to Leanne Jones yesterday. Your introduction showed faith in my professional qualifications, and I am sure that your recommendation will greatly benefit my relationship with Ms. Jones.

As you know, I am seeking employment, and Ms. Jones’ software engineering company is ideal for my skills and training. 

I know your extensive experience in the software development business has provided you with many valuable contacts. I am grateful that you thought to include me in your professional network. Please keep me in mind for any future introductions.

With thanks,

Veronica Grandi

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Writing a Professional Thank You Letter

business thank you letters format

Business Thank You Letter Examples

When should you send a business thank you letter?

Almost anytime! Send a thank you to a new customer for a recent sale, or a returning customer for his or her loyalty.

Drop an email to a colleague in appreciation for assistance with a work project.

Mail a note of thanks to your supplier contact for meeting a deadline.

Send a business thank you letter whenever someone takes time from his or her schedule to meet with you.

This could be for a job interview, a sales call, or marketing research.

A note of thanks is courteous and always the right thing to do.

For some ideas, here are a few examples of thank you letters for various business situations.

Thank You Notes

Dear Ms. Smith:

Thank you for choosing Sunshine Pools to install your bark-yard “oasis.” I know you are concerned about the necessary permits, but let me assure you that our staff is well versed in dealing with your city’s permit department. We’ll take care of everything!

Once the permits are issued, your pool will be ready for use within three weeks. Our installers are top-notch. And they will explain everything about upkeep with you before they are finished.

Call me anytime at 555-3954, but expect a call from me Monday with your installation date!

Sincerely,

~~~~~~~~~~~~~~~~~~~~~~~~


Dear Mr. and Mrs. Rodgers:

I am happy to see that we’ve got you on the schedule to open your pool again this year. Your loyalty is very much appreciated!

As part of our spring service, our technician will also inspect all hoses and connections to make sure you’ll have another summer of great back yard fun!

Let us know if there is anything else we can do for you! Call 555-3954, or email through our website: sunshinepools.com. Our store hours are now 7 days a week, 9:00am – 5:00pm, for your convenience.

Sincerely,

~~~~~~~~~~~~~~~~~~~~~~~~


Dear Mr. Burke:

Thank you for taking time out of your schedule yesterday to meet with me regarding the last-minute changes to our order of whirly-gigs. I appreciate the efforts you are making on our behalf.

Can you keep me posted as to the progress of this order? You can just drop me an email at [email protected], or if there is a problem call me direct at 555-1324.

Thanks again for your accommodation. If all goes well, I anticipate a second order within 90 days.

Sincerely,


Want more business thank you letters? If so, check out our customer appreciation notes page .



Back from Business Thank You Letter to Thank You Note Examples and Tips Home

We'll show you some thank-you letter examples and templates that company culture when you decide on the format for your thank-you letter.

After Interview Thank You Letter Samples

business thank you letters format

A thank you letter to employees is a formal appreciation message sent to an employee in the form of a letter or email, to thank them for their hard work or for successfully completing a project.

To save you time, we've put together two thank you letter examples for you to use.

Thank You Letter to Employees Example 1:

[Company Address]

[Company Tel. Number]

[Email Address]

[Date]

[Name of Recipient]

[Job Title]

[Company Name]

[Company Address]

Dear [Employee Name],

I sincerely thank you for your dedication and commitment towards the [Provide details about the successful project]. Your work is truly commendable and we appreciate your contribution to [Company Name].

[Optional] As a token of appreciation, please find enclosed [Mention details of the gift enclosed].

Once again, I would like to thank for your hard work and dedication - you are a valued member of our team.

Best wishes,

[Your Name]

Thank You Letter to Employees Example 2:

[Company Address]

[Company Tel. Number]

[Email Address]

[Date]

[Name of Recipient]

[Job Title]

[Company Name]

[Company Address]

Dear [Employee Name],

As a valued member of my team, I would like to take the opportunity to thank you for your hard work and dedication.

Throughout your tenure at [Company Name], you have stood out as an employee who has never wavered in your commitment to excellence. I admire your strong work ethic and personal integrity.

In particular, I would like to thank you for your work on [briefly describe the recent project]. Employees like you make my work all the more rewarding and enjoyable.

Sincerely,

[Your Name]

FAQ's:

How do you say thank you to your employees?

Saying it face-to-face is simple and effective, or you can write a thank you letter or letter of appreciation. The extra time spent on a letter can be meaningful to employees.

See our examples of thank you letters.

Why is it important to send a thank you letter to an employee?

A professional thank you letter goes a long way to show that you are thankful for the hard work your employees have put into their jobs every day. Employee recognition is important for morale, and a simple thank you note to staff is an indication that you as the leader care about your employees.

Learn more about thank you letters.

When should I send a thank you letter to employees?

You can send a thank you note at any time, but most managers send thank you notes to their staff at the end of a financial year, after they've completed an important project, or have come up with a solution to a challenging task.

You can use one of our thank you letter examples.

What are the reasons to say thank you to employees?

There are many reasons to say thank you to your employees. For example, you could send an appreciation letter to an employee for their hard work. Here are a few more reasons to express gratitude toward your staff.

  • For achieving their goals.
  • For generating new ideas.
  • For finding a solution to a problem.
  • For being a good leader or role model.
  • For making a sale.
  • For securing new business for the company.

What are some employee appreciation quotes?

Here are a few employee appreciation quotes to help you write your employee appreciation message.

  • "I just wanted to let you know that the things you do for the company do not go unnoticed. You're a necessary piece to this puzzle. I appreciate your dedication and service, and I know others do too."
  • "Thank you for being an essential part of our team."
  • "You have been a valuable member of our team and we appreciate all of the hard work you have put in. Keep it up!"
  • "As we express our gratitude, we must never forget that the highest appreciation is not to utter words, but to live by them." – John F. Kennedy
  • "Talent wins games, but teamwork and intelligence win championships." – Michael Jordan

See our examples of thank you letters.

How can you show employees your appreciation?

  1. Celebrate birthdays.
  2. Introduce a cheers for peers program.
  3. Celebrate staff accomplishments for team work.
  4. Introduce creative rewards.
  5. Take staff out for lunch.
  6. Establish a staff appreciation holiday.
  7. Recognize non-work achievements.

Where can I find more letters for HR?

Thank You Letter to Employees Template 1:

Download this thank you letter template to employees for hard work, in Word format.

Download Word DocInstant download. No email required.

Thank You Letter to Employees Template 2:

Download this sample appreciation letter to employees for outstanding performance, in Word format.

Download Word DocInstant download. No email required.

WATCH THE VIDEO ON THEME: Writing a Formal Business Letter

These samples can be used for email, or for sending a thank you letter in the .. Getting business cards from each person you met with during the interview is.

business thank you letters format
Written by Zolokasa
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