Five Simple Steps to Writing A Business Thank You Note

Thank you!

Your mother may have instilled in you the importance of sending handwritten thank you notes for birthdays, holidays, and graduation gifts, but in today’s fast-paced life, many people forget how beneficial it can be to send a thank you card to colleagues, clients and customers to show your appreciation.

It may be easier to shoot off a quick email, but it’s not a replacement for a handwritten thank you note.

Five Steps to Writing a Business Thank You Note

Thank you notes don’t have to be long; a few sentences will suffice. Here’s what you need to include:

  1. Always start with “Dear” and follow it with the person’s title and surname, such as Ms. Smith, if you are unfamiliar with the person. If you are on a first name basis, use the person’s given name.
  2. Begin the body of the note by thanking the recipient for the specific gift or opportunity given to you.
  3. Next, express the impact that the opportunity had on you or how you plan to use the gift.
  4. The third sentence should be used to further your relationship with the recipient.
  5. Close the note in a friendly manner by saying “Thanks again!” and then sign your name.

Here’s an example of a business thank you note that you can tweak to fit your situation.

Dear Jim,

Thank you for allowing me to speak about team building at last week’s staff meeting. I enjoyed sharing my 20 years of experience and getting to know your colleagues.

I look forward to talking with you again, and if you ever need me to give another talk, don’t hesitate to give me a call.

Thanks again!

Susan Smith

Thank you notes not only show your gratitude and appreciation to the person, but also help keep the lines of communication open. They are simple and take just a few minutes to write, so make sure that your desk drawer is stocked with cards so that you can send them out promptly when the need arises.

What are your best thank you note tips? When is the last time you sent a thank you note yourself? Leave a comment below, we’d love to hear what you have to say.