A well-written corporate thank-you note can make your clients happy and increase your business. Conversely, a poorly written note sends a signal that you do not care 100% about your clients.
Mastering the perfect thank-you note involves just three basic things:
- Say thank you for the specific present (or favor);
- Say something about the present (that it’s pretty, delicious, or useful);
- Be personal – in greeting and in closing (use names; refer to common ground)
These three elements let your client feel appreciated. And it makes you sound like you put some thought into your letter and your business relationship.
The Internet abounds with samples of business notes and reasons to write them – it might be for a gift; for an introduction or advice; or for an interview. The three basic rules apply in all cases: Someone needs to be thanked by name for a particular present, deed, or service; and a personal tone will make the recipient feel good about it.
So you’ve received 12 other fruitcakes in December? That should not matter at all. What matters most is that you acknowledge it and make the recipient feel your appreciation.
The following are examples of thank-you notes – one is a Don’t, the other a Do.
Let’s say you ask your assistant to compose a thank you note to a company that sent you a holiday gift basket, and he writes:
Dear Advantage Construction Company,
Thank you for the holiday gift. We really appreciate it and look forward to doing business with you in the future.
Happy New Year!
Sincerely,
Acme Contractors
Was that a good note?
No. That sounds like junk mail. It’s a form-letter style thank-you that will make the giver think you either did not like the present or did not remember what they gave you. Or both. Plus, there was not the slightest hint of appreciation.
Appreciation is, above all, specific and personal.
Here’s how to turn that throwaway note into a note that will be remembered:
First, find out the name of the company president and write the letter to him or her. Is your company’s president on a first-name basis with the other president? Find out and use the proper form after including the president’s name and title above the greeting:
Jaclyn Smith
President
Advantage Construction Company
Dear Jackie,
1) Say thanks for the specific present.
Thank you so much for the fabulous gourmet gift basket!
2) Tell how you liked it or used it.
The whole office has been enjoying the chocolates, cookies, specialty crackers, and the cheeses. Everything is delicious!
3) Close with a personal message that includes a reference to seeing each other or working together in the future.
It was great working on the XYZ Building project with you this year. Acme and I look forward to working with you again soon.
• And sign-off:
All the very best wishes for a successful year,
• Plus name and title
Bill Lee
President
Acme Contractors
That’s it! Just a few personal sentences that can bring loads of good feeling and enough personal touch to keep your company high on their list of clients.
(Here’s what the letter looks like without interruptions:)
Jaclyn Smith
President
Advantage Construction Company
Dear Jackie,
Thank you so much for the fabulous gourmet gift basket!
The whole office has been enjoying the chocolates, cookies, crackers, and the specialty cheeses. Everything is delicious!
It was great working on the XYZ Building project with you this year — I look forward to having our companies work together again soon.
All the very best wishes for a successful year,
Bill
Bill Lee
President
Acme Contractors
Your appreciation and thoughtfulness will help you stand out – and make people want to work with you.