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Thank you for the courtesy

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Thank you for the courtesy
July 24, 2019 Houseguest Thanks No comments

The recent Common Courtesy Day got us thinking about the many different ways Parents would not demand a please and thank you every time their children.

Professional Thank You Letter Examples and Writing Tips

Saying thank you can go a long way. A thank you note or email message, in addition to showing your appreciation, can boost your career, help you get a job offer, and cement a relationship with a client, vendor, or networking contact.

The Value of Thank You Notes

Consider your job interview thank you letters as follow-up "sales" letters. This is an opportunity to say why you want the job, what your qualifications are, and how you would contribute to the company. Your thank you letter is also the perfect opportunity to discuss anything of importance that your interviewer didn't ask or that you didn't answer as well as you could have.

When writing other business and work-related thank you messages and letters, keep in mind that every time you say thank you, you are not just showing your appreciation - you are also reminding the person you are writing to of who you are. These letters are great relationship builders.

Here's information on when to say thank you and whom to thank, different types of professional thank you letters and when to use them. Also see sample thank you letters, thank you notes, letters of appreciation, and thank you email messages for a variety of professional, business, and employment-related circumstances.

How to Use Thank You Letter Examples and Templates

It is a good idea to read thank you examples or templates before writing your own. Examples can help you see what kind of content you should include in your message. Examples can also help you with the layout and format of your letter. Consider reading sample thank you letters and a formatted email thank you message to help you prepare your own note.

Thank you letter templates can also help with the format and structure of your letter. You can select a thank you letter template and fill it in with information related to your situation.

While examples, templates, and guidelines are a great starting point to your thank you note, you should always be flexible. Do be sure to take the time to personalize your message so it reflects your sincere appreciation and the reason why you are writing.

01

Job Interview Thank You Letters

It is important to say thank you to an employer after an interview. This is a great way to emphasize your interest in a job, remind the employer why you are an ideal candidate, and address any remaining concerns that came up in the interview. Read here for a list of sample thank you letters, and more tips on when and how to send an interview thank you letter.

02

Thank You Letters for References and Recommendations

 Always write a recommendation for people who write you letters of recommendation or provide references. This is a great way to show your appreciation for help with your job search. Here are sample thank you letters for people who provided you with references and letters of recommendation.

03

Professional Appreciation Letters

It is important to thank everyone who helps with your career, your business, or a job search. Showing appreciation for people is a great way to maintain relationships with employers, colleagues, vendors, and networking contacts. Here are sample appreciation letters to send to contacts who have provided you with assistance.

04

Business Thank You Letters

Thank you letters are important for a variety of business-related circumstances. Review business thank you letter samples for professional and employment-related scenarios, including thank you letters for employees, employers, colleagues, clients, and networking contacts.

05

Employee Thank You Letters

Sending a thank you letter to an employee is a great way to recognize someone’s hard work, boost morale, and maintain strong relationships in the office. Read here for examples of thank you letters and email messages to send to an employee who has done a good job. Also, read example thank you letters to a boss, to team members, to colleagues, and to others in the workplace whom you wish to thank for their assistance or performance.

06

Thank You Note Samples

When you need to say thank you, it is important to use both the right words and the right format. Sometimes a handwritten note is best; other times, a quick email is ideal. Here are a variety of samples of thank you emails, notes, and more.

07

Email Thank You Messages

An email thank you message is a great idea when you want to send a short note of appreciation as quickly as possible. This is particularly important after a job interview. Read here for email thank you letter examples, with a focus on emails for employment-related situations, including job interviews and more.

08

Handwritten Thank You Notes

t takes some time to write and mail a handwritten thank you note. However, many executives surveyed prefer handwritten notes to email messages. If time permits, mailing handwritten thank you cards can make a great impression.

09

Networking Letter Samples

Saying thank you after meeting or receiving help from a contact is a great way to maintain your network. Here are sample job search and career networking thank you letters including a thank you for an introduction, a thank you for a referral, and more.

10

Thank You Letter Writing Tips

Tips for writing and sending professional thank you letters, thank you notes, thank you cards, and thank you email messages, including whom you should thank, when you should say thank you, and the best way to send thank you notes and emails.

11

Sample Professional Thank You Letter

Eva White
123 Main Street
Anytown, CA 12345
555-555-5555
eva.white@email.com

September 3, 2018

Bob Smith
3 Oak Street
Anytown, CA 12345

Dear Mr. Smith,

I want to thank you for being a loyal CBI Designs customer. As one of our first clients, you helped our company get off the ground. It was a real pleasure helping you bring your vision to life in what was then your new home.

Since then, we’ve worked together on numerous home renovation and design projects, and I’m always excited when I see that you’ve emailed with ideas.

In addition, I’m grateful to you for recommending other customers. You’ve helped make my part-time hobby into a full-time job, and I can’t thank you enough.

Sincerely yours,

Eva White, CBI Designs

The recent Common Courtesy Day got us thinking about the many different ways Parents would not demand a please and thank you every time their children.

The Lost Art of Common Courtesy

thank you for the courtesy

There’s an art to writing a thank-you letter. It goes beyond saying, “Thanks for _____. I really appreciate it.” We’ll show you some thank-you letter examples and templates that will help you express your gratitude in style.

We’ve all seen the movie and television trope where one character realizes that another has helped them and has a profound realization. The helped person usually says, with feeling, “Thank you. I don’t say it often enough.” But you don’t have to wait for that wind-beneath-my-wings moment to show your appreciation for someone. In fact, you don’t need an epiphany at all, just some common courtesy and the desire to make a good impression.

Here’s a tip: Want to make sure your writing always looks great? Grammarly can save you from misspellings, grammatical and punctuation mistakes, and other writing issues on all your favorite websites.

Thank-you letters aren’t just for that all-important job interview follow-up. Although it’s essential to send a thank-you after an interview, there are plenty of other reasons to send thanks. You might consider thanking people who’ve helped you with a job search, for instance, or someone you met at an event who hooked you up with networking leads. Why not formally thank a colleague who filled in for you while you were on vacation, or your supervisor, who went out of her way to help you get time off on short notice? And don’t forget to send a thank-you note to Grandma. She worked hard on that crocheted blanket! And she probably remembers a time when thank-you cards were required etiquette for such gifts.

Thank-You Letter Types and Templates

You don’t need an excuse to send a thank-you letter—just a reason to be grateful. Here are a few different situations where sending a thank-you is good form, along with some templates to help you write the perfect expression of appreciation.

Job Interview Thank-You Letter

You did it! You wrapped up an awesome interview for a job you’re eager to land. Now that you’ve made a first impression, it’s time to send a thank-you note so that you’ll make a lasting one.

Don’t forget to use your thank-you letter as an opportunity to highlight why you’re the best candidate. Just keep it subtle. Remember, your goal is to express gratitude, not make a full-on sales pitch.

Here’s a tip: Consider the company culture when you decide on the format for your thank-you letter. A structured, formal office like a law firm would be most impressed by a handwritten thank-you note. A Silicon Valley tech startup might see you as a trendsetter if you sent a quick thank-you video as an email attachment. For most situations, an email to the interviewer is a foolproof option, especially if you know the company plans to make a quick hiring decision.

Your thank-you doesn’t need to be formal. In fact, it should be sincere and personable. The goal is to thank the interviewer for his time and reiterate your interest in the position. We covered it in detail in our article How to Write a Thank-You Email After an Interview, According to Experts.

Template

Dear [Interviewer’s Name],

[Opening line thanking them.] [Personalized detail about how you enjoyed meeting them, the hiring manager, and/or the team.] [Sentence that adds value to the discussions you had, and shows your passion for the company and position.]

[Sentence about how excited you are to hear from them, which also sets you up to send a follow-up email later.] [Closing sentence that thanks them again, and offers to provide further information.]

[Sign-Off],

[Your Name]

Example

Dear Ms. Kingston,

Thank you for taking the time to meet with me yesterday to chat about the content marketing manager position at Really Big Corporation. It was a pleasure connecting with you and hearing how energized you are about the company’s content marketing and growth goals. Because of my background in influencer marketing, I was particularly interested in your innovative ideas for influencer outreach—they sparked some ideas of my own and left me with the sense that we’d make an excellent collaborative team.

You mentioned that you’ll be taking some time to make a hiring decision, so I’ll do my best to wait patiently despite how excited I am to be considered. Meanwhile, let me know if there’s any further info I can provide. Thanks again for choosing me.

All the best,

Joe Miller

Saying Thank-You to a Colleague

Is formally thanking a colleague who goes above and beyond required by office decorum? Not really. And yet, it’s a professional gesture that won’t go unnoticed. If you’ve ever felt unappreciated after helping a coworker succeed, especially if you were the unsung hero, then you already understand why a thank-you note for a colleague is a powerful tool for cementing working relationships.

Template

Hi [Name], Thank you for [specific statement about what you’re thanking the recipient for]. [Sentence about why the person’s contribution deserves your gratitude.] [Sentence explaining the positive effect the recipient’s contribution had.]

[Optional: reiterate your thanks or offer a compliment or other friendly comment.]

[Sign-off],

[Your Name]

Example

Hi Kate,

Thank you for helping me put the final touches on the launch announcement video. You gave up some of your weekend to make it happen, and I just want you to know how much I appreciate your creative talents and energy. Your contributions made a difference, and we not only hit our deadline but created something awesome.

Thanks again. We crushed it!

Cheers,

Alyssa

Thanking Friends and Family

Sometimes, we forget to thank the people closest to us for the things they do or give to us. When a heartfelt face-to-face thank-you isn’t possible, a brief letter, card, or email is an excellent way to show that your friends’ and family members’ contributions haven’t gone unnoticed.

Template

Hi [Name],

Thank you for [specific statement about what you’re thanking the recipient for]. [Sentence or two about why the recipient’s contribution was meaningful to you.] [Optional: A sentence praising the recipient for their kindness, generosity, etc.]

[Optional: Any personal closing statement.]

[Sign-off],

[Your Name]

Example

Dear Jackie,

Thank you for your help with the family reunion—you’re my hero! The time you put into booking the hall and sending out invitations to family members, not to mention organizing the potluck, took much of the strain off me this year. I learned that, when I have someone to help me, the Nolan family reunion is not only manageable but fun. If you hadn’t jumped in to save the day, I might have ended up canceling it altogether and missing the chance to reconnect with everyone.

I’d love to take you out for coffee next time you’re in town as a small token of gratitude for all you’ve done. Give me a call!

Love,

Aunt Carol

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“Thank you” is more than a courtesy

thank you for the courtesy

You just got an email from Susie in accounting asking you to bring three dozen of your famous cupcakes for Dave the office manager’s retirement party. Which, by the way, is tomorrow. Susie signed her email:

Thank you in advance,

Susie

Your reaction to that sign-off will probably depend on the tone and content of Susie’s email. If she politely apologized for the short notice and begged you to please consider whipping up what has become an office favorite (because, really, who doesn’t like cupcakes?), you might get busy baking after work. If she was demanding and unapologetic . . . not so much.

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“Thanks in advance” is a rather loaded sign-off. On one hand, a study by the email app Boomerang ranked it as the sign-off most likely to get a response. (Other forms of “thank you” also ranked at the top.) Clearly, gratitude is a solid way to end an email if you want to hear back from the recipient.

On the other hand, “Thank you in advance” can come across as presumptuous and even passive-aggressive. Depending on the context, it could make Susie sound as though she’s saying, “I expect you to do this.”

If you want to steer clear of the potential misunderstandings this popular sign-off might create, here are a few options to try.

1 “Thanks”

There’s nothing wrong with a plain ol’ “thanks.” Taking “in advance” out of your expression of gratefulness removes the tone of expectancy and takes some pressure off the receiver. It’s a little vague, though, so if there’s any chance your recipient might find herself asking Thanks for what?, it’s better to . . .

2 Use a call to action.

If you want your email to get a response, ask your recipient to do something after he finishes reading it. Let’s use Susie’s cupcake request as an example. After explaining what she hopes you’ll do, she might finish with a call to action (CTA) in the form of a question.

I know this is really short notice—I clearly wasn’t planning ahead! Do you think you’d have time to make us some of your awesome treats?

Susie

“Thanks in advance” can put the recipient in the awkward position of having to say no after you implied that you expected a yes. Using a CTA, however, gives the recipient options rather than expectations. That makes it both polite and effective. Here, Susie asked a direct question. She included a little mea culpa, and she didn’t make assumptions. How nice of her!

3 I appreciate your help with ______.

This sign-off works best if someone has already lent you a hand. Or you can use it if you’re asking for assistance and you’re pretty sure the recipient is going to say yes because you’ve had an ongoing dialogue or your working relationship is already cooperative.

4 Thanks for considering my request.

This sign-off can work well because it doesn’t presume that the recipient will do anything more than give some thought to what you asked them to do. Pro tip: It’s best to use this type of sign-off in conjunction with a CTA. Otherwise, all the recipient may do is consider your request . . . without ever getting back to you.

5 Thanks for your attention. I’m looking forward to your reply.

This one is more businesslike and direct. If you do indeed expect a reply, it conveys a tone that’s firm and insistent. This one’s probably best used by managers communicating with people they supervise. When used by colleagues on the same tier, it could come across as bossy.

Email Request Example

“Thank you in advance” can be useful when you know the recipient is going to do what you’re asking of them, and you want to express gratitude up front. But more often, it’s likely to be misconstrued as demanding, even if you don’t mean it to be.

Your best bet is to explain what you’re hoping the recipient will do, include a CTA, and offer a quick thanks. Using that format, Susie’s cupcake request might look like this:

Because Susie was polite and played her cards right, there’s a good chance of cupcakes at the party tomorrow. Huzzah!

I would like to thank you for last week's telephone conversation which I am Thanks for the courtesy extended to me during my visit to your office yesterday.

Thank you for your sense of responsibility, courtesy and your hospitality

thank you for the courtesy

Using words and phrases that reflect common courtesy will keep customer–advisor interactions respectful and consequently improve rapport.

Here is a run-down of the courtesy words that contact centre advisors should have in their vocabulary, along with guidelines on when they should be used.

Before we get into the detail, here is a quick reminder of some of the phrases that you need to avoid.

Phrases to avoid

Below are some other examples of phrases that should not be used in customer service and a set of courteous phrases that can be used to replace them.

Phrases to AvoidPhrases to Use
It’s company policyIn this situation, I would
Can you hold for a moment?If it’s OK with you, I’m just going to put you on hold while I get your details
Thank you for your time todayI’m glad that I was able to help [Customer Name], is there anything else I can help you with?
If you check our websiteI’ll send you a link to a useful web page, and I can take you through it as well
I don’t knowLet me find out for you

Providing Reassurance and Immediacy

To assure the customer that their query is a matter of importance, it is vital to provide them with a sense of immediacy.

This is also courteous as the advisor is demonstrating that they understand the value of the customer’s time and that they are doing their bit to speed up the process.

“Right away”

Using this phrase signals that the process of solving the customer query has been enacted. For example:

“I’ll contact the delivery driver right away and give them this new information.”

“I’m currently”

If the advisor informs the customer as to what they are doing to help them while still on the phone, they are taking control of the situation.

This is courteous as it allows the customer to feel as if the problem has been “lifted from them”, while it is also a good tactic to minimise “dead air”.

“Dead air” is a period of silence during a customer–advisor interaction, which may damage the rapport-building process.

Offering a Commitment

During difficult queries, especially those where the customer has high emotional interest, making a commitment over the phone can help to comfort the customer, which not only helps to show courtesy, but also empathy.

“I will”

To make a commitment, “I will” is the obvious place to start. And following up on this promise will help to establish a basis of trust, which should encourage future customer loyalty.

[Follow the link for: 18 Empathy Statements That Help Improve Customer-Agent Rapport]

The Basics

Let’s also look at the most common courtesy words, which can be sprinkled into an interaction as a signal of mutual respect.

“Please”

Don’t forget to say please when asking for information from the customer! Doing otherwise will seem rude and may damage any rapport than had been built previously.

“You’re welcome”

When a customer expresses their gratitude, saying “you’re welcome” shows that it has been acknowledged by the advisor. Such acknowledgement statements are a powerful tool in building rapport.

Also, using “you’re” instead “you are” makes the conversation sound more natural, taking away the robotic tone many negatively associate with the contact centre.

“Thank you”

When the customer hands over their information or pays the advisor a compliment, it is important to say thank you. Common sense, right?

“Sorry”

As a representative of an organisation, it is courteous for an advisor to apologise when something goes wrong.

However, an advisor should not say “we’re sorry”, “I’m sorry” should instead be used, so the customer can feel assured that someone has taken it personally upon themselves to resolve their query.

Greeting a Customer

Being courteous in an opening statement is a great way to set the foundation for a strong customer–advisor interaction.

“Good morning / good afternoon”

According to our readers, good morning/ good afternoon is the best opening to a contact centre greeting, although “welcome to” and “thank you for calling” were also well received.

These are polite and welcoming openings to an interaction and a full, courteous greeting should be phrased like the example below:

 “Good morning / afternoon! Welcome to [INSERT COMPANY NAME] customer service. My name is [INSERT NAME]. How can I help you?”

#tip it is also courteous for an advisor to introduce themselves in their greeting, so the customer has a good idea of how to address them.

[To find out more on this topic, read our article: The Best Customer Service Greeting Phrases – with Examples]

Clarifying a Situation

There will be occasions when the customer feels as though they have fully detailed their query yet the advisor cannot quite understand the situation.

In these scenarios, it is important for advisors to use courtesy phrases like those below, so that the customer does not feel as though the advisor was simply not listening to them.

“Pardon me”

While we earlier encouraged the use of contractions (e.g. “you’re” as an alternative to “you are”) to initiate natural conversation, when clarifying a situation, it is important to use the more formal “pardon me” instead of “what?”

While “what” may be more natural, some people might still consider it rude, especially over the phone, where it is more difficult to convey tone.

“Forgive me…”

“Pardon me” is a good reflex phrase when an advisor has missed a small part of the conversation. However, when large chunks of information have been lost, “forgive me” is more appropriate.

For example, it can be used in this way: “Forgive me, I didn’t catch your email address. Could you please repeat it for me?”

Acknowledging a Customer

To build rapport, it is important that the customer feels that their thoughts have been acknowledged.

However, during difficult customer–advisor interactions, where the customer has discussed an emotional situation, it is important to avoid the phrase “I understand”. This is because the customer may take offence at the suggestion that the advisor shares their emotions in some way.

So, the following alternatives can be used to courteously acknowledge the customer:

“I realise this is difficult”

This is effective in terms of acknowledging a problem without voicing any personal thoughts on the matter.

“Now that I’m aware, I will do my best”

This can be used for situations that are not necessarily emotional and, with the repeated use of “I” in the statement, it shows that the advisor is courteously taking personal ownership of the matter.

Closing the Call

It’s important to remain courteous for the full duration of the call, so customers feel comfortable in voicing more concerns or queries. This consequently boosts satisfaction.

Courtesy Statements are Important When Closing the Call

Is there anything else that I can do?

Closing courtesy statements of this nature are important and should ideally be customary.

Instead of using the standard Thank you for your time today it is much better use the extended alternative closing, I’m glad that I has able to help [Customer Name], is there anything else I can help you with?

Using this phrase also helps to highlight to the customer that there are no company time constraints on advisors that would prevent them from providing great customer service.

Other Tips to Show Courtesy

As well as the language that advisors use, there are habits that advisors can adopt to show courtesy over the phone. These include:

Use Personal Pronouns

Many of the words and phrases above included personal pronouns, such as “I” and “you”, which are often encouraged in customer service. These can also be labelled as courtesy words.

For example, the customer will often prefer the advisor to take personal ownership of their situation, signified by using the word “I”, rather than hiding behind the corporate “we”.

In addition, saying “I” and “you” helps to convey interest in the customer as an individual, as the advisor signals to them that they are the priority.

Ask the Customer How They Would Like to Be Addressed

While it may be more courteous to address the caller as “sir” or “ma’am”, using this language can feel systematic, as though the advisor is reading from a script.

So, instead advisors could try asking the customer if they are happy being referred to by their first name. This is equally courteous, while it is less likely to damage rapport than the method mentioned above.

Another option would be to ask the customer directly how they would like to be addressed, which could work to the same effect.

Speak with a Smile and Maintain Good Posture

While the words and phrases specified earlier will help to convey courtesy, it must be remembered that how you say something is just as important as what you say.

It is courteous to sound interested in the matter at hand and smiling can make the advisor sound more upbeat and positive on the phone.

One of our readers, Kevin, agrees, stating: “Indeed it does work, we have done practice sessions where two advisors sit back to back and one of them talks and the other listens.

“Each advisor can normally hear if the agent is smiling, as well as things like posture. It all comes across if someone is grumpy and slouching.”

Use Verbal Nods

In addition to attentive, polite and respectful language, reassuring noises can also be used to show courtesy. These are often known as verbal nods.

When the customer speaks for a long period of time, it could be disconcerting to hear silence on the other end of the phone. So, verbal nods such as saying “yeah” or “uh huh” can help to reassure them.

This is courteous as it avoids the caller feeling helpless and assures them of the advisor’s focus and understanding.

Which other words and techniques can be used to demonstrate courtesy over the phone?

Please leave your thoughts in an email to Call Centre Helper.

WATCH THE VIDEO ON THEME: Tea Time with James

The recent Common Courtesy Day got us thinking about the many different ways Parents would not demand a please and thank you every time their children.

thank you for the courtesy
Written by Samusar
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