20 sample notes for when you need or want to thank someone for the I write this type of note most often at my office job which requires asking others for sent in an email, then a one sentence thank-you response is usually sufficient.
It’s important to achieve the right tone when you write. If you sound angry, impatient, or even over-formal, you risk alienating your reader.
This is especially important if you are writing to your boss. (See How to Write a Letter or Email to Your Boss for more help.)
Here are some phrases which make you sound impatient when you write. Make sure that you avoid them.
Putting “please” after “could you” makes it sound as if you have already asked the person to do something, and that you are reminding them again. It makes you sound exasperated with the other person. Instead, you could write “Please” at the beginning or the end of the sentence.
“Please could you send me the details of the insurance policy?”
“Could you send me the details of the insurance policy, please?”
Alternatively, omit “please”, as using “could you” is already polite enough.
This phrase makes you sound almost sarcastic, as if you think the other person is likely to refuse your request. In business, a person doesn’t need to be “kind” to do something: it’s generally their job!
Instead, use a phrase such as “Could you…” or “I’d be grateful if you could….” to make a request.
This word makes you sound angry, or that you think the other person is incompetent and can’t do their job properly. It’s much better to use a phrase such as “Could you..” to give instructions to someone.
Avoid using these. If something is urgent, use the following expressions:
“As this matter is urgent, I would appreciate a reply as soon as possible.”
“I would be grateful for your prompt reply.”
“I look forward to hearing from you as soon as possible.”
“I look forward to hearing from you at your earliest convenience.” (Slightly old-fashioned.)
Thanks for your prompt response to my inquiry. If I may ask,How do I go about authenticating my Certificate of Incorporation with the Chinese.
Asked by Mr.Oyeeze from Nigeria | Mar. 25, 2011 03:56
About:China Embassy in Nigeria
Thanks for your prompt response to my inquiry. If I may ask,How do I go about authenticating my Certificate of Incorporation with the Chinese Consulate in Lagos?
I am asking because i was at the Chinese Consulate in Lagos to authenticate my Certificate of Incorporation but was directed by the Security guard at the consulate office,to first go to Nigeria foreign ministry office in Abuja to authenticate before bringing it back to Chinese consulate for final authentication.
However, I am not sure if the security guard know what they are talking about.
My question is this,
1.Am I to go to Nigeria Foreign Ministry or Corporate Affairs office to Authenticate my Certificate of Incorporation before bringing it back to Chinese Consulate in Lagos for final authentication? Is that the procedure?If yes,apart from Chinese Consulate, which of the two Government agencies should authenticate my certificate of Incorporation?
2.How long does the Invitation Letter takes to be approved by the Foreign Affairs Office or Economic and Trade Bureau in China
3.If i obtained my Invitation Letter,how long does it take to book an appointment and interview before issuance of Visa? I want to be cleared in order to plan my trip properly.
Your quick answers to all my questions would highly be appreciated.
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I was pleased to see that you provided such a quick response to the application I sent in. You may know that searching out a new job can often be a sad time, especially when you get no acknowledgment that anyone is taking note of your application.
I recognize that you do not have any open positions at the moment with your firm but would ask that if any positions do open up shortly that you bear me in mind. I thank you again for taking the time to respond to my initial application and would love to have the opportunity to work for you shortly.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Further things to consider when writing thank you letters to management
Thank-you letters are letters written to politely acknowledge a gift, service, compliment or an offer. Simply put, these are letters you write to express your gratitude and appreciation for someone's thoughtful actions. You can send a thank-you letter after personal events, an interview, networking events, after receiving a gift or donation, etc. A thank-you letter is always special in that it lets the recipient know that what he/she did was greatly valued and appreciated. The letter should be sent promptly and when the events are still fresh so that it can be more meaningful.
Thank-you letters should be warm, personal, and sincere. Begin with the two magical words "Thank you," and address the recipient in a way that feels most natural. Be clear about what you are thanking the person for. Let the recipient know why his/her specific gift or actions are cherished and why they are important to you. Inquire after the recipient's well-being and share some information about your life. Let him/her know that you are thinking about him/her and mention the next time you may want to meet. To wrap things up, thank the recipient again and let him/her know that you value his/her friendship.
Letters to management are letters written to the personnel or department that controls and makes decisions for a company or organization. These could be job application letters to apply for jobs, complaint letters to raise complaints, inquiry letters to request information, etc. Under all circumstances, all letters written to the management should be formal, contain all the necessary information, and free of grammatical errors. They must also be typed in a legible and professional font. Make sure not to include any sensitive information especially when the letter is not addressed to a specific person.
Before writing letters to management, you need to think about what you want to achieve and exactly who you are writing to. Use proper address and salutation. If you do not have an existing relationship with the recipient, introduce yourself in the first paragraph. Start with the most important information and go directly to the point. Keep it brief. However, if your letter is relatively lengthy, break it into short paragraphs. If there are any attachments, make sure to mention that in the letter and give a brief description of what they are. Finish with an expression of appreciation and give your contact details.
Thank you for your prompt response.” reply to my [email, request, inquiry, etc.]. . What is the best response to someone if he is saying "thank you" to me?.
Below are examples of messages for thanking someone for the information provided.
I write this type of note most often at my office job which requires asking others for information sometimes. So, I usually send the note via email, but depending on your situation, you could hand write the note or choose another method for delivering a thank you listed here.
Notes: In the samples, replace the words in [brackets] with your own words.
The examples will only the middle section of a thank you note. To see the complete layout of a thank-you note check out this cheat sheet. It shows all five parts of a note or download the free thank-you note writing guide.
#1 Thank you for sending me the information about [list what it was about]. I learned [what you learned] from it. I appreciate you the detail you went into [topic that was covered]. I am grateful for the amount of time and effort you put into this helping us. Your insights and summary are beneficial.
#2 Thank you for sending me the information. It was exactly what we needed and allows me to move on with my part of this project.
#3 We have received the information you sent in the mail. The book about eating whole, unprocessed foods has been interesting. Our clients will benefit from what we are learning.
#4 Thank you for providing the information about the sugar detox last weekend. I have purchased the book and will give it a try soon. By your results, I'm sure I will feel better after doing it!
#5 I want to thank you for sending the information about the real estate class. Hearing your perspective helped me decide to enroll. I look forward to being in class with you!
#6 Your information about how to help the cat was spot on. She is now using her litter box everyday! The website you shared with me had plenty of things to try.
#7 Thank you for providing the requested information. I am learning so much about [topic] now. We can discuss it in more detail the next time we meet for lunch.
#8 The information you provided about [topic] has been very helpful when discussing the topic with [Child's Name]. I appreciate the time you spent gathering all those books and pamphlets.
#9 Thank you for sending the email with the information that I requested. The details about the project are exactly what I needed to understand how to contact the supplier and handle the current situation. I am grateful for the background history you were able to provide as well.
#10 I am excited to read the information you gave me about how to get out of debt! You are a great mentor and I appreciate your book suggestions. I hope to be debt free within five years.
#11 Thank you for the information about how to save more money and invest. I want to learn everything that I can and what you provided will help to get me started. Our conversations about money are always exciting and help me to think about how I could be handling money better.
#12 Sometimes I feel like I have information overload. Thank you for sending me only the materials I needed for tomorrow's training course. I am grateful not to have to spend time sorting through stuff that isn't needed.
Click Image to see these note cards on Amazon! (affiliate link)
#18 Thank you for the information. I will be reviewing it soon and will let you know if we have any follow-up questions.
#19 The information you sent was useful. Thank you for taking the time to organize it. We will save this for our records.
#20 Thank you for helping us by providing the information that you had about the project. Your efforts saved us time and helped us learn more about the customer. We appreciate the detail you give to us.
What's your favorite way to thank someone for information?
#13 How kind of you to mail me the report I asked about last week. The printed version is easier for me to review. I will have the revisions back to you soon.
#14 The travel information you provided was fantastic! It helped me class decide where we will go on our camping trip. Your expertise saved us so much time.
#15 Thank you for the wonderful information about birds. The bird book you sent home with me has helped me identify several birds that are coming to my bird feeders in the yard. I am also excited to learn their songs using the app you told me about.
#16 The information you provided for the meeting was great. Seeing the data in charts helped make it easier to understand and present. The client had a few questions which I will forward on to you for review.
#17 I have learned so much about [topic] since you shared that your pet also as [condition] and you sent me information about websites that talk about the condition. Thank you for sending me all of those links!
Thank you for responding to my request/inquiry/complaint so quickly. Thank you for your prompt reply. Thank you for contacting us.