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Thank you for your business sample letter

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Thank you for your business sample letter
May 10, 2019 1st Anniversary Wishes 3 comments

Clients and customers complete a business. It's necessary to make them feel wanted and now you can do that by using our Sample Business Thank You Letter .

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

This guide provides insights on how to write a professional thank you letter. have provided samples that will help in developing a thank you note to show your .

How to Write a Perfect Thank-You Note to Your Business Partners

thank you for your business sample letter

Do you go out of your way to say ‘thank you for your purchase’ to your customers?

No?

I mean, why would you? What’s in it for you?

Well, what if I told you that by simply saying thanks to your customer, you can completely change the way your brand is perceived.

This is good ol' fashion customer service 101.

The most basic ‘thank you for your purchase’ note goes a long way in delighting your customer - and delighting your customer means that they'll remember you.

When I talk about saying thanks, I don’t mean via email, either. Anyone can queue up the stock standard ‘thanks for your order’ email.

But it’s true authenticity in a handwritten note that makes your customer feel truly loved.

It might be for a customer, or a friend, a business partner. If there’s a reason to show kindness, take it and show thanks.

In this article you’ll see how to write a thank you note to your customers, as well as:

  • Why you should never use the word ‘business’
  • How heartfelt customer appreciation can change the way you do business
  • Why the ‘hand’ in handwritten is the most important part of a thank you note

Saying thanks requires so little effort and returns so much. In fact, it's so easy to do that you can print it on the inside of a mailer box:

Are you an ecommerce brand that wants to use custom packaging to say 'Thanks'? Check out Packhelp's range of bespoke ecommerce packaging.

Christmas is the best time of year to start thanking your customers. If you want to find out how else your brand can leave a lasting impression these Holidays, read the article 23 Christmas Marketing Ideas To Boost Your Sales This Year [Read Now]

Now let's take a look at the difference a simple thank you note can make for your brand:

Why should I write a thank you note?

‘Gratitude is the most exquisite form of courtesy’
Jacques Maritain

In business, just like in life, we occasionally rely on the help of others in the pursuit of success and happiness. Without the help an input of others, business would be a lot harder than it already is.

If you’re a small brand that’s selling online, those ‘others’ that you rely on are your customers.

You wouldn’t be doing what you’re doing if it weren’t for the input and support of your customers - no matter how many or how few there are.

When your customer feel like they’re making a difference to what you do, they feel empowered.

They invest more in your brand on an emotional level because they see the difference they make.

Sure, this is great for the customer, but what’s in it for you?

When your customer is more invested in your brand, they like you more. And when they like your brand, they’re more likely to buy from you again.

Below you can see how basic this system actually is.

 

Things like using sustainable packaging like bio polymailers is a great way to surprise your customer and makes it easier for them to like you more.

The small gesture of a ‘thank you for your purchase’ note is a bit of a shock, your customer doesn’t expect it. This will certainly blow your customer away and give them more of an emotional investment in your brand. 

Gratitude makes your customer feel important

Nowadays when you purchase something online, you pay for your product and then you get it. End of transaction.

So uncommon is an act of genuine gratitude, that when it happens, it builds a relationship.

The relationship between you and your customer.

The act of sending a personalised thank you note is a way to build this relationship. It’s a more traditional old-fashioned way of genuine, heartfelt sincerity.

It doesn’t matter where you sell your products online, either. If you’re selling on a marketplace like Amazon, eBay or Etsy, it’s actually more important to send a note.

Why?

Because when people buy from marketplaces like this, they don’t remember your name.

They remember the name of the marketplace. ‘I got this on Etsy, it was discounted on Amazon’.

For example:

No mention of the brand name, no reference to the seller or the store name. Etsy takes all the credit.

This same problem happens when we talk about many modern services. Take, for example, Netflix.

"I watched Netflix last night", no mention of what watched.

This diminishes the effect of one of the most potent forms of marketing - Word of mouth marketing.

But by writing a handwritten note for your marketplace purchases, you literally put your brand name in the hand of your customer.

You increase your chances of your brand name being remembered by your satisfied customer. Throw in some custom tissue paper or custom tape to add a little class, and you increase the chances of your customer saying 'Oh I get this from Fred's online store!'

Keep reading to see how your customer’s happiness is the main driver in your sales...

 

Why not put your branding onto your packaging and use the space to say thanks? 

Click here to start designing

Not sure where to start in the work of custom packaging? Read the article: Why your brand needs to use custom packaging with a logo [Read now]

Customer appreciation = your success

Here’s you: ‘Handwriting notes is a waste of time, I’m too busy with other stuff’.

Here’s me: ‘Handwritten notes are a better investment than PPC advertising’.

Wait, what?

Ask yourself this question:

What percentage of your marketing efforts are focussed on getting people who have never heard of you, to buy from you?

I’m guessing that percentage is going to be quite high.

And that’s fine, that’s pretty normal. Traditionally, we think of marketing as getting more sales by driving traffic to your website.

More sales from new customers.

But what about more sales from previous customers?

Which brings us to the next question:

How much energy do you spend getting people to buy from you for a second time?

Noticed how I said energy, not time or money?

That's because you’re 6 times more likely to win a new customer than to retain an old one.

That means there's so little time or money investing in retaining a customer compared to getting a new one.

Think about that for a second. 6 times harder.

So, by including thank you notes for customers, you’re making it even easier for your old customers to buy from you again.

You’re making your customer feel great about the decision they made.

Ultimately, increased happiness leads to a higher lifetime spend with your brand. That means that in their lifetime, they will stay loyal to your brand and spend more money with you.

Your customer is less likely to go and try other brands because they’re happy with you and your products.

What’s more, a happy customer that has a high lifetime spend is more likely to become a brand advocate.

A brand advocate is someone who spreads your name amongst their trusted friends because they simply love your brand.

All this, from spending less than a minute to write a note.

Here’s a thank you for your purchase note that a customer of velocitybikeco.com received:

Short, simple, to the point - and most importantly, it’s honest.

Are you still thinking it’s a waste of time?

Well, let’s take a look at just a few of the other benefits of saying thank you for your order:

  • Higher customer engagement
  • Greater customer satisfaction
  • Increased loyalty
  • More word-of-mouth marketing

So what’s the main thing to take away from all this?

Everything good happens when you stop and thank your customer for their purchase.

Let’s take a little look at how and why these things happen:

Higher customer engagement

When your customer is engaged with your brand, it means that they’re following you and paying attention to what you do.

This is obviously a good thing, as it means that your customer genuinely likes you. A customer who liked your brand is a satisfied customer.

Customer engagement comes in many forms. Here, you can see Buffer to support and engage users on Twitter.

Because there is trust between Buffer and it’s customers, they don’t hesitate to reach out and talk to the company.

Greater customer satisfaction

Remember how you felt when your favourite aunt sent you that birthday card? What about when your doctor sent you a birthday card, too.

It made you feel special, important and valued.

You then went made a phone call to your aunt or went back to that doctor the next time you got sick.  

So by doing something similar with your customers, you’re reinforcing the idea that your customer made the right decision to buy from you.

Increased loyalty

It’s obvious that loyal customers are a good thing. It means that they’re not going to go and buy from another brand because they value your brand so highly.

It means that they’ll keep coming back to you.

A loyal customer is also likely to spend more money with you in a single transaction.

This is valuable, as it’s harder to make a first-time buyer spend a lot in their first transaction.

More word-of-mouth marketing

As mentioned earlier, a loyal customer is more likely to become a brand advocate and tell their friends how happy they are with your product.

That may happen through a word of mouth mention. It may also happen through a social media share.

Today, a happy customer that’s using social media is a powerful powerful asset to you.

So by now, the benefits of a simple thank you note should be evident.

No matter what you sell or where you sell it, a thank you note can do a lot at empowering your customers.

So now that you know why they’re important, let’s take a look at how to write a ‘thank you for your purchase’ note.

How to be genuine when saying ‘thank you for your purchase’.

There is one golden rule you need to know before writing your note.

Don’t say ‘Thank you for your order’ or ‘Thank you for your business’.

Yes, these are business thank you notes, but you don't want to be seen as a 'business'.

By labelling touch-points with your customer with words like ‘order’, ‘patronage’ or ‘business’, you devalue the transaction. You make your customer feel like just another number in your finance books.

Have a think, what other phrases sound a little too ‘business-ey’?

  • Thank you for shopping with us
  • Thank you for your business
  • Thanks for your order

These just sound bad. Using phrases like this don’t make your customer feel warm and welcome. It makes them feel like you’re just glad they’ve finally paid you.

Avoid thank you for your order by using something like:

  • Your support is invaluable
  • Thanks so much for shopping with us
  • Choosing us means a lot to us
  • Thank you very much for supporting us

The main takeaway here is this:

Business means a transaction. Support means a relationship.

Here are a few other things to remember when writing your thank you note:

Do:

  • Send the physical note in the customer’s purchase - not afterwards
  • Be genuine when you’re showing appreciation.
  • Use the same tone of voice that’s used in your branding
  • Use the most appropriate stationery. Not a torn-off piece of paper, or an overly fancy letterhead.

Don’t:

  • Don’t talk about things that aren’t relevant
  • Don’t try and sell more products
  • Don’t be negative, cynical or doubting
  • Use different coloured pens - blue or black

The thank-you note is about your customer, not you. Focus on being sincere and honest. Don’t think ‘more sales’.

Now that you know the dos and don’ts of your thank you note, let’s get stuck into writing one!

How to write a thank-you note

For some people, writing is hard. Whether it’s a lengthy letter or a simple ‘don’t forget to feed the cat’ note, writing can be tricky.

Which is exactly why you’re now going to see a step by step guide to using the perfect elements in your thank you letter.

By the time you’re done here, you’ll be able to create your own template and modify it for each and every customer.

1. Introduction

You only get one first impression, so start off on the right foot by you know, using your customers’ name.

  • Hey Mike,
  • Dear Mike,
  • Dear Mike
  • Mike,

2. The ‘Thank you’ part

Get straight down to business. You’re writing to say thanks, so say thanks straight away.

  • Thanks a lot for shopping with us. It really means a lot that you decided to support us, I’d love to hear your feedback.
  • You could have gone with one of our competitors, so I’m writing to say thanks for giving us a chance
  • I just wanted to send you a quick little something to say thanks. So, thanks for your order, and for picking us.

3. Personalise it a little

You can really push your sincerity home by offering a little personalisation, something specifically for that one buyer. Be honest, don’t be weird.

  • <name of product> is one of my personal favourites. I think you’ll love it and I’d love to hear what you yourself think about it.
  • I was packing your order and noticed your postal address in Dublin. I studied there as a kid and have nothing but great memories of that part of the world.

The most important part here is that you’re honest. If there’s nothing you can personally relate to, don’t make something up just for the sake of a few extra letters.

4. Wrap it up

Close off your thank you note in a casual manner.

  • Thanks once again
  • All the best
  • Thanks, heaps

Don’t forget though that each part of your thank you note needs to be written for specifically who you’re sending it to.

Not each one of your customers is named Mike.

Maybe.

Also, ensure that what you’re sending is relevant to the reason you’re sending it to.

The above examples aren’t going to work if you’re thanking someone for recommending you to their friend.

Still not confident to write a thank you note yourself?

Look at the following examples to see how a ‘thank you for your business’ note can be written.

Customer thank you note example

So now you know the different elements that come together for a genuine thanks for your order note, it’s time to see how to write a thank you note yourself. Feel free to use these following examples to create your own thank you for purchasing template for whatever purposes you need.

There's one thing you need to remember - they are examples. Each example will have to be customised for your own brand, product and message.

Thank you for your purchase template for customers:

‘Hey Steve

 I’m Tom, the co-founder of Barbarian belts. I’m sending you a little note just to say thanks. The Viking belt and buckle you bought are some of my personal favourites.

Try them out and let me know your thoughts. I’m very interested to know how you find them.

Remember that you can swap them over, no questions asked, if you’re not happy.

Thanks, mate

-Tom’

Business style thank you note example:

‘Dear Pete

After talking with you for the last few weeks about our merger problem, I’m feeling a lot more comfortable. Thank you so much for your support, insight and direction.

I’m personally excited for a future working alongside Transparent Inc. and I can assure you that the rest of us are, too.

Our competition won’t know what’s hit them.

-Tom’

Thank you for shopping with us template:

“Hey Sally

It’s not often we get people who make a first purchase as big as you just have. That’s why I’m writing you this note, firstly to say thank you (thank you very much!) and secondly to get your feedback.

Our new range of Angel foundation brushes are growing in popularity, but I’d still love to know what you think.

To sweeten the deal here’s an extra 15% off your next purchase - Just use WELOVEYOUSALLY at the checkout.

Once again, thanks, and please tell us your thoughts!

-Tom’

Thank you for your order example:

“Hey Sebastian

I’ve seen your name come up quite a few times in recent months, so I thought I’d take the time to personally thank you.

Judging by your purchases, you have a killer taste in fashion. I guess you won’t need me to tell you how good our new Winter range looks with a well-cut jacket.

Thanks once again, I’m just an email away whenever you need me!

-Tom

PS - Your name looks Spanish - Muchos Gracias!"

Thank you for your support example:

"Hey Michael

The other day, you bought a few little accessories from us. I just thought I’d take a moment to say thanks.

In our industry, it’s obvious that there’s a lot of competition. It’s loyal customers like you that keep us at the top of the industry.

Thank you for your ongoing support.

-Tom"

Thank you for your ongoing support template:

"Hi George

I’ve noticed that every few weeks you’re placing an order with us.

Thank you.

It means a lot that you constantly keep coming back to us. We’d love any feedback on how to make you even happier.

On a side note, I can assure you that the packs you’ve been buying from us are some of our most popular even - thanks to your efforts!

All the best

-Tom"

Now you know how to write a thank you note for a wide range of situations!

Remember that you need to customise each and every one specific for your situation, but these should help you out if you’re stuck.

But writing a thank you note doesn’t end there - let’s take a look at how to continue the customer appreciation.

There’s more to customer appreciation than a thank you note

The whole point of writing a thank you note is to make your customer feel as special and as important as they actually are.

And if you’re already sending these notes, you may be already benefiting from an increase in customer loyalty.

But combine a ‘thank you for your order note’ with a few other customer appreciation techniques, and you’ll see your brand’s popularity skyrocket.

So, how else can you make your customer feel well and truly appreciated?

Be Charitable

Pair up with a charity and donate to them. Either a certain percentage of each sale or hold an annual drive to raise funds for them.

Why?

By aligning your brand with a charity whose message resonates with your customers, you improve the way your brand is perceived.

Is there something that all your customer have in common? Find a charity that’s relatable to that, and work with them.

If your customer knew that their purchase would help this little guy from N.E.A.D.S become someone’s helper, would they be more likely to buy from you?

I think they would.

Which charities do we like?

A free gift

Every now and then, pick a random past customer. Send them a small gift pack full of freebies.

Why?

Your customer has a sense of winning something. Plus it reactivates them and can get you some fantastic social media content!

Encourage more loyalty

One very overlooked metric of selling online is lifetime value.

By creating and implementing a loyalty program, you encourage your customers to increase their lifetime value. Loyalty programs are often cheap to implement but have a very large ROI in the long run.

Give a treat

Selling cookie jars? Surprise your customer with a pack of cookies.

Selling teapots? Surprise your customer with a pack of tea.

See where I’m going here? Surprise your customer by including a free little treat, something that compliments what they bought from you.

Upgrade

If your products come at a tiered level, considering giving out the occasional free upgrade. Does your ‘Model S’ have more bells and whistles than your ‘Model X’?

Give one lucky buyer a free upgrade to the top-shelf version.

Gift cards

From time to time, throw a gift card into a random package. It may be a gift card for your own store, it may be a gift card for Amazon or eBay (since everyone has an account there).

By giving your customer the sense of winning, you’ll help build that rapport with them.

Show the difference

If you’re regularly asking your customers for feedback (and you should be), show them that they’re making a difference.

If you’ve changed the way you operate because of customer feedback, show that to your fans.

Even if a customer didn’t suggest the change, you’ll be saying ‘Hey, I listen to you and because one of you said this, I fixed it’.

Thank you notes and branding

Every brand knows the importance of good quality branding.

You spend a lot of time building your image, your tone of voice, visuals, everything like that.

But when writing your ‘thank you for your purchase’ note, it’s important that you don’t let your branding take over.

While it may be tempting to pull out a bit of paper with the fanciest letterhead and logo on the top, that might not be your best option.

Considering using just a stock standard piece of notepaper. By going the ‘branded’ route, you increase your chances of coming off as a bit of a salesman.

If you really want to push your branding home, throw in a few branded stickers - everyone loves stickers and can find somewhere for them.

4 more tips for writing a thank you for your order note:

1 - Your handwriting is great

Yeah, sure, your handwriting is bad. Everyone’s handwriting is bad.

But that’s where the charm is. If you plan on printing your notes, well then don’t both.The trust is built on your non-perfect handwriting. Go with it!

2 - Keep it short and to the point

You’re writing a thank you note, not a novel. Keep it short and get straight to the point and you’ll keep your reader engaged. Think between 30 and 60 words.

3 - Yes, this will take time

Thank you notes are an investment in your time. If you get hundreds of sales a day, writing for each one may be a bit much. But the point is, that you spend some time each day writing something personal for a select few customers.

This investment will come back with a return in many areas.

4 - You’re not selling anymore

By this point, your customer has already bought from you. It’s your job to now enhance their trust with you by being an open, relatable person.

Don’t spend this time promoting new products or upselling products.  

Summing up

Making your customer happy is a relatively simple process once they’ve bought from you.

But delighting them takes a little more effort. That effort pays off in the form of a bigger lifetime spend and more advocates of your brand.

Therefore it’s safe to say that investing in ‘thank you for your purchase’ notes, as well as customer satisfaction goes a long way in helping your brands’ image.

Do you send out thank you notes to your customers? How do you show customer appreciation?

Let us know in the comments!

The header image is a resource from Etsy.


An Aussie living in Warsaw. Specialising in the field of SEO, digging into analytics and getting graphs trending up and to the right.

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thank you for your business sample letter

In this age of informality, manners can seem like they’ve gone the way of the dinosaur, but saying thank you in the business world may be more important than you think. Sure, it’s a polite gesture, but it can also make or break a deal or business relationship.

A simple ‘thank you’ can show your clients and partners that you value the relationship, and it helps build rapport. For employees and co-workers, ‘thank you’ can instil confidence, demonstrate that the work they do is integral to the success of your organization, and build loyalty.

To improve your relationships and ensure you’re making the people you interact with feel respected and valued, check out how to say ‘thank you’ in business below.

Saying ‘thank you’ builds loyalty

Everyone appreciates hearing ‘thank you’. Whether it’s for something small, like picking up coffee before a meeting, or something significant, like a new client has entrusted your agency with their entire marketing budget, a simple ‘thank you’ can make whatever was done and whoever did it feel worthwhile.

Verbalizing gratitude shows that you’re engaged in the work you’re doing, and are mindful of those you interact with. It can also build brand loyalty.

Customers don’t choose who they do business with based solely on products and what they cost, there are other things at play. For example, only 9% of customers said they switched to a competitor because they preferred what they were offering. And 68% said that businesses lost them as a customer because they felt unappreciated.

So don’t shy away from those ‘magic words’ – show your thanks often.

When to send a thank you note vs a thank you letter

They sound similar, but there is a big difference between a thank you note and a thank you letter, primarily in the amount of effort that goes into each.

Thank you notes are written quickly, convey a lighter/casual tone, and can be sent in pretty much every business setting.

A thank you note may sound something like,

“Hi Jennifer,

I just wanted to say thanks, again, for organizing such a great lunch-and-learn. It was really informative, and there were some great takeaways and strategies I’m excited to implement into my team’s routine.”

The note is concise, the tone is casual, and it shows the recipient you appreciate the time and effort they put into their task.

Here’s a real-life example of a great thank you note that went viral on Reddit from Jimyz Automotive in Ohio. What’s extra cool about this note is that after it started to spread across the internet, other Jimyz Automotive customers past and present chimed in to confirm what a stellar business it is:

Some business situations, however, require a more formal sign of gratitude – a thank you letter. Letters are a great way to say thanks for more significant occasions. Like extending your appreciation to businesses who sponsored and attended a conference you organized, a major client whose large project your team just completed, or an organization who nominated you for an award.

Generally, thank you letters are written in a professional tone, are closer to a page, maximum, in length, and demonstrate that you’ve put effort into saying thank you. They can still be sent as an email, but format and personalize it accordingly so it comes across as a sincere thank you letter, and not a painfully long email.

Here’s an example of the format of a business thank you letter:

Kathy Green
Revelation Interiors, Store Manager
641 Maple Street
Anytown, USA 99999

January 29, 20XX

Jessica Mountain
Interiors by Jess, Owner
3672 Main Street
Anytown, USA 99999

Dear Jessica,

Thank you very much for your marvellous help during our recent store renovation. Your design experience and organizational skills really made a difference in how quickly we were able to reopen, and the new layout you designed already seems to be increasing sales of some items!

We are planning a similar renovation of our satellite store on the West Side within the next year, and I would like to contact you for your expertise on that project as well when the time draws closer.

I have given your name to several executives and clients who inquired about our exciting new look. I hope that this will help you to grow your business as well. Please feel free to contact me should you ever need a professional testimonial – I can promise to write a glowing one for you.

Thank you again for your flawless service, and I look forward to working with you in the future.

Regards,

Kathy

Remove “thank you for your business” from your vocabulary

Is there an email more dull or lacking of personality than one that says, “Thank you for your business”?

Thanking your customers is great, but thanking them for their “business” feels a bit cold and heartless; like you only sent the message because you exchanged money, not because you’re grateful. As short or as long as you make it, a personalized thank you note will always have a stronger impact than a cookie-cutter, generic email.

Your customers and employees want to read something that feels like you took the time to think of them and what they’ve done for you – it should exhibit your genuine appreciation for the relationship you continue to build. This isn’t to say you can’t automate a message thanking new customers for their business; you just need to make sure the automated emails you send FEEL real.

There are a few different services that can help you make something automated feel personal. Some companies like Letter Friend and Handwrytten handwrite notes or cards for you, and send them to your clients, while still allowing you to control the content.

Proposify does something similar by helping you set up personalized, automated emails to clients, ensuring you never forget to thank them after they’ve read or approved your proposal.

Automating part of your ‘thank you’ process increases productivity by freeing up the time you’d spend writing out each thank you email and allows you to maintain a strong connection with clients. Just make sure the notes you send don’t sound like you’ve just swapped out the recipient’s name - be authentic and sincere.

Thank you from management goes a long way

Thanking your employees for their work is incredibly important. Sure, they’re doing their assigned tasks, but they could be putting in that same amount of effort to help your competition grow their business.

Hearing ‘thank you’ from management can remind an employee that what they do is valuable to the company and that their contribution is appreciated. It can also be motivating. According to a recent survey, 69% of employees said they would work harder if they felt their efforts were better appreciated.

So check in with each department on a regular basis, understand the projects being worked on and which employees are involved, then take time to thank those employees once the work is done.

Or, if you know your team is bogged down in an especially challenging project, a simple thank you midway through can be a good shot in the arm for everyone to help them push on to completion.

Thanking your employees doesn’t warrant writing and formatting a professional letter. Instead, thanking employees can be done more casually – send them a quick email, leave a note on their desk, or drop by their office to say ‘thank you’ in-person.

No one wants to feel invisible, so take time to recognize the hard work each employee puts in to keeping your business successful and thank them for it.

Two simple words that go a long way

Saying thank you for your business is a simple but powerful way to grow your relationships, build brand loyalty, and create general goodwill among clients, employees, and partners.

It’s easy to say, quick to do, and it’s never taken the wrong way. There is no downside to sending a business thank you email or thank you letter, so try scheduling time in your week to do it more often.

And thank you for reading this article.

About Becky

Content Producer at Proposify, and sometimes mistaken for Emma Stone and Lindsay Lohan. Baker extraordinaire who believes the point of running is to eat delicious food. 

Quick! Grab this proposal guide before your competitors do.

Download “The Closer’s Guide to Winning Proposals” for free and gain the edge.

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A business thank you letter is written to express your gratitude towards your business associates, for their professionalism, hard work and persistent efforts.

How to Say ‘Thank You’ in Business

thank you for your business sample letter

Sample Letter #1

Copied!

Let me take this opportunity to thank you for choosing Doe Fire Extinguishers to provide your company the finest extinguishers and servicing. We are proud to welcome satisfied clientele and look forward to many years of working together.

If you have any questions about our equipment or service, we invite you to call us immediately at 555-5555, and we will be happy to assist you.

Once again, thank you for your business.

Sample Letter #2

Copied!

I want you to know how much we enjoy serving your hardware needs and consider you a special customer. Of course we appreciate your orders, but we also appreciate the positive lift we get from your visits. As a token of our appreciation, I am enclosing a coupon worth 10% off your next purchase. Come visit us soon.

Sample Letter #3

Copied!

Thank you for trusting us to be your source for top quality sporting goods in Springfield. We appreciate your kind expressions of appreciation, and are especially grateful for the recent order of basketball uniforms for your company team. Your colors are nicely coordinated and your logo is plainly visible. We hope the players will be pleased.

Thank you for choosing Doe Sporting Goods to supply team equipment this season. We look forward to sharing your success.

Sample Letter #4

Copied!

After our Friday meeting I was thinking about our business relationship and how fortunate I am to work with you. I want you to know that there are few people I respect as much as I do you. I enjoy working with you and hope we can continue to have opportunities to work together.

Sample Letter #5

Copied!

I would like to take this opportunity to thank you for your cooperation in recently completing your dental treatment.

Restoring the patient to a higher level of dental health is our goal. After initial diagnosis and necessary appointments have been made, it is a source of satisfaction and accomplishment for both the patient and the doctor.

With conscientious home care and periodic dental examinations, you can look forward to excellent dental health.

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thank you for your business sample letter
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