Thank You Letter: What Is It & How to Write it

Thank you letters are special messages sent to express gratitude for work, establishing business connections, collaboration, or assistance. The recipients can be individuals, teams, or entire companies.

A thank you letter is a fundamental element of corporate culture and a marketing tool. These letters can be sent in both physical and electronic formats. The article will delve into who receives thank you letters, why they are sent, the types of such letters, and how to write them correctly.

Whom and why to write thank you letters

The purpose of a thank you letter is to improve business relationships. Among its valuable benefits, a company:

• reminds others of its presence;
• enhances brand loyalty;
• builds friendly connections;
• promotes its products or services;
• stands out among competitors.

Recipients of thank you letters can include:

• specific individuals: employees, customers, partners;
• departments, teams, project participants;
• the entire organization.

Types of thank you letters

Thank you letters are divided into:

• letters to customers;
• letters to partners;
• letters to employees.

Let's break down each type of letter.

Thank you letters to customers

These include expressions of gratitude for:

• registration;
• making a purchase;
• closing a deal;
• subscribing to an email newsletter, and more.

Example of a thank you for subscription email from a travel blog

Such letters are typically sent via email to boost recipient loyalty and convert them into repeat customers.

An example of an email thanking a client for the order

An example of an email thanking a client for being a subscriber and congratulating them on a company’s birthday

Thank you letters to partners

The purpose of such letters is to express gratitude for cooperation and strengthen business communication. Thank you letters can be posted on the website as testimonials.

A template of an email thanking a business partner for collaboration

Appreciation letter to employees

Employees are also presented with appreciation letters, recognizing their contribution to the company's development. The purpose of this letter is to foster positive relationships and motivate individuals.

A example of a creative email thanking the employee for good work

Creating a thank you letter

A thank you letter is not a formal business document, but there are some general guidelines to follow in its formatting.

For a printed version of a thank you letter, you can use the company's letterhead or a pre-designed template available in office supply stores. It's important to consider that your letter might be framed or displayed on the company's website, so it's best to create it on a well-designed template with a legible font and a prominent company logo.

In the case of electronic thank you letters, there are fewer design restrictions. Different fonts, vibrant colors, and the inclusion of images, gifs, and videos are acceptable.

Structure

1. Header

In electronic letters, the header typically includes the organization's logo, and links to social media may be added. In printed versions, you should include company details such as the full name, contact information, and address.

2. Salutation

While it's possible to omit a salutation, it's generally advisable to include one as it's a form of showing respect to the recipient. If you are sending the letter to a specific individual, address them by their first name or full name. In letters to clients or colleagues, you can use "Dear customers/colleagues," but if you know the recipient's name, it's preferable to use it. Personalization is usually appreciated.

For letters to companies, it's straightforward – use the full name of the organization.

Example of a personalized email addressing by the client’s name

3. Main text

In the main body of the thank you letter, you should specify the merits, achievements, or any notable activities for which you are presenting the letter. Additionally, you can express your well-wishes or convey your desire for future collaboration.

Example of the main body of the thank you letter

In emails, it's common to include holiday greetings, offer discounts, bonuses, and promo codes to motivate customers to make a purchase.

4. Signature

In the electronic version, the signature typically includes information about the author of the email.

In the printed (paper) version, you would additionally include the date, a handwritten signature, and the company's stamp or seal.

Several tips for writing thank-you emails

• Registration on the website, subscribing to newsletters, signing up for a masterclass, making a purchase — for all these customer actions, it's important to set up trigger email campaigns with different email templates in your brand's style.

• Carefully think of the email subject line for your thank-you email. The recipient should be interested and want to open the message.

• Address the subscriber by their name. Many email marketing services offer this feature.

• A thank-you email is an important tool in email marketing, through which you can motivate the customer to make another purchase. Place a link to your product assortment or offer a discount at the end of the email.

Summary

A company's thank you letter is a special manifestation of corporate culture.

It demonstrates the company's interest in its clients and motivates further collaboration.

Gratitude can be expressed to both individuals and entire companies. The structure of such letters typically includes a header, salutation, main text, and signature.