How To Write a Business Thank You Letter (With Examples)

Updated June 22, 2023

A professional thank you letter or note, whether sent as a hard copy or email, helps develop and maintain relationships professionally. It's important to let colleagues, employers and vendors know that you value their time and effort. Sending a professional thank you letter is a great way to build rapport with your network and communicate your intentions for the future.

In this article, we discuss when to send a business thank you letter and provide examples to help you craft your message.

When you might send a business thank you letter

Here are some situations when you can send a professional thank you letter:

After someone helps with a job search
When someone provides a networking contact
When a customer makes a purchase
If a business awards you a contract
To state general appreciation
To follow up after an interview

Related: How To Write a Follow-Up Email

Image description

"Thank You Letter Format" is the title of this infographic that shows an image of an example letter.

On the left side of the infographic, a numbered list points to each section of the email:

Start with a greeting.
Share your gratitude with specific examples.
Include any details from your conversations.
Close with any additional thoughts or information.
End with a polite closing.

*Proofread your message: Take a few minutes to review your thank you notes for any spelling, grammar or syntax mistakes. A message that’s free of errors shows you’re professional and detail-oriented.

The letter reads:

Dear Jasmine,

I wanted to say thank you for taking the time to meet with me this morning regarding your needs for a videography resource. It was wonderful meeting you and your team and learning more about your creative vision. And I always enjoy having a chance to talk with another SCAD graduate.

ABC Company seems like an excellent organization. I love that you're all so committed to cross-departmental collaboration, and it was great to hear so many people outside the marketing team participate in the creative process. In my experience, that level of cooperation results in the best outcomes.

I was also excited to learn you're especially interested in creating more documentary style content. This has always been one of my team's favorite types of projects and, as you've probably seen on our website, it's an area where we have a great deal of experience.

Thank you again for taking time out of your busy day. I look forward to hearing from you again soon.

Sincerely,

Naomi Locklear

How to write a thank you letter or email

It's important to send thank you letters promptly. Sending a thank you note immediately following a job interview, for example, shows your genuine interest in the job. Sending a thank you letter after your company bids on a contract shows the organization your determination and willingness to be an effective partner. If a coworker does something helpful for you at work, a thank you letter shows your appreciation. No matter the occasion, following up within a few days is best for sending thanks. Here are nine steps for writing a great thank you letter:

1. Pick your method of contact

A handwritten letter is more personal and shows dedication. A mailed letter can take several days to arrive. Some occasions, such as job interviews, may be time-sensitive, in which case an email is better. Think about which method is best appropriate for the message you want to convey.

2. Choose your recipients

If you interviewed for a position with an HR manager, thank that person directly. If you met with a team, send each individual a separate note. Sending a unique thank you to each person shows that you value the relationship. It can also help ensure you receive a response from the appropriate person.

For instance, if you interview with a group but are unsure who can make the final hiring decision, writing a thank you letter to each person can increase the chance that the decision-maker receives your message. Be sure to include details from your conversation with each to show you were actively listening. The details can also show that you were genuinely interested in what they had to say.

3. Make it legible

If you send a hard-copy note, write it neatly. For typed letters, use a clean, easy-to-read font, such as Arial, Helvetica or Times New Roman in 10- to 12-point size. Carefully proofread your note to avoid spelling and other grammatical errors. If you're unsure, ask a trusted friend or family member to read your note. They can help determine legibility and catch errors you may have missed.

Business thank-you letters are forms of professional communication, so it's best to avoid colloquialisms or other informal figures of speech. Maintaining clear, direct language can show your communication skills. It can also earn the respect of others.

Example: “Hello Greg, I enjoyed our talk yesterday. I believe it can be helpful in our work on the construction project."

4. Address the recipient appropriately

You can use Dear Mr., Mrs. or Ms., as needed, followed by their last name if you're certain of the recipient's gender identity. You may also use their full name for a gender-neutral option. If the recipient is an acquaintance, it's appropriate to use only their first name.

5. State the purpose of your writing

Let the reader know immediately why you're writing. Professionals are usually busy, so it can help if your message is straightforward. State the purpose in the first sentence and then remind the reader of a previous encounter. Referencing earlier conversation points lets the receiver know you actively participated in the meeting. It also adds a personal touch. Choosing the points most relevant to your goals can help ensure the recipient responds to the issues that affect you most.

Example: “I appreciate your insights into the company's upcoming plans to renovate your offices. I believe my contracting firm is well equipped to handle the job.”

6. Highlight your qualifications

A thank you letter can be more than a display of gratitude. It can also be an opportunity to remind the recipient of your qualifications for a position. You might use this method when you're corresponding with a prospective employer.

Example: “I'm grateful for the chance to interview with your company. With my dedication and attention to detail, I know I have the skills to succeed in copywriting.”

7. Restate your goals

The thank you letter allows you to reiterate your desire for future contact. It's much easier for people to assist you if they understand what you want or need. Include this information toward the end of your message.

Example: “I'm thrilled at the prospect of joining your law firm as a conflicts analyst.”

8. Ask about the next steps

Let your recipient know that you're ready to take the necessary measures for a continued relationship by asking a question regarding the next steps. This question can also give you a timeline for what to expect later. Knowing this information can help you plan if there are other measures you can take.

Thank the recipient again for the interaction that led to you writing the letter. Follow this last item with a proper closing, such as “sincerely” or “gratefully,” and your signature. If you're sending an email, typing your name is appropriate.

Example: “When do you expect to hire a candidate for this position? Please let me know if there's anything else I can do to aid your decision.”

9. Send it

If sending a hard copy, make sure to mail it promptly. You can also hand-deliver the note to the front desk if possible. Emails are the quickest method, and promptness is key in business communications. A fast follow-up is more likely to have a strong impact on the reader.

Download Thank-You Letter Templates

To upload the template into Google Docs, go to File > Open > and select the correct downloaded file.

Thank you letter template and examples

Reading example thank you letters can give you inspiration for what you want to include in your thank you letter. Use the following examples to guide you when writing professional thank-you letters.

Example 1: After a job interview

Here's an example of a message that's appropriate for sending after you meet with an employer:

Dear Ms. Gonzalez,

I want to send my appreciation for your time yesterday. I enjoyed our conversation about the Marketing Manager position and appreciated learning more about working with the marketing team.

It sounds like a rewarding role, especially given the opportunities for collaboration and advancement. I think my master's degree in marketing combined with my marketing experience makes me an excellent candidate for the role.

I look forward to discussing this opportunity with you more. Please don't hesitate to contact me if you need additional information about my references.

Thank you,

Hannah Lee
hannah.lee@email.com
229-555-0919

Example 2: After a business meeting

The following shows a sample message for a business associate to send to a client or potential partner:

Dear Ms. Paulson,

I want to thank you for meeting with me yesterday and offering us a new contract. My firm is excited to provide you with our document review services. I'm confident that our 30 years of experience in the legal business is going to make us an ideal vendor for your needs.

You noted yesterday that you need us to review a minimum of 1,000 documents per month. Our team of eight dedicated analysts is ready to provide you with the turnaround you require. We pride ourselves on attention to detail, diligence and timeliness. Are you able at this point in your project to let me know if there's an opportunity for more work after we complete this contract?

Again, I'm grateful for your time and that you've chosen us for your business. I look forward to developing this working relationship with you.

Sincerely,
Andre Torrance

Example 3: After a coworker helps you

If your coworker offered their assistance with a task, your thank you message may resemble the following example:

Dear Madeline,

Thank you so much for your assistance in decorating the office for the holiday party. I know you stayed late to get everything in order, and I appreciate your dedication. The holiday party is an important opportunity for the whole team to socialize together. Having a great location and atmosphere is crucial to the experience and your help made it possible.

I look forward to working with you on many more successful events throughout your time at the company.

With gratitude,
Tyler Burke

Example 4: After a networking opportunity

Here's an example of a message that appeals to someone in a professional network:

Dear Abdul Kahn,

Thank you for introducing me to Leanne Jones yesterday. Your introduction showed faith in my professional qualifications, and I'm sure that your recommendation can greatly benefit my relationship with Ms. Jones.

As you know, I'm seeking employment and Ms. Jones's software engineering company is ideal for my skills and training.

I know your extensive experience in the software development business has provided you with many valuable contacts. I'm grateful that you thought to include me in your professional network. Please keep me in mind for any future introductions.

With thanks,
Veronica Grandi

Value of writing a professional thank you letter

Thank you letters show potential employers and colleagues your dedication to the professional relationship. Other benefits of expressing your gratitude in this form include:

Demonstrating professionalism: Showing your contacts respect in your interactions fosters better business relationships.
Serving as an of courtesy: Basic etiquette calls for sending thank you letters to individuals with whom your conduct business. Even in situations where the recipient doesn't expect a note, the act of sending it can let your contact know that you care about your relationship.
Making you memorable: Positive gestures toward others can help them remember you. This kind of action could be a deciding factor in whether you get a job or a contract, and if you send thanks to contacts, it may make them more likely to help you in the future.
Promoting yourself: After conveying your gratitude, you can further promote your goals and qualifications. Restating your qualifications can let your recipient know that you're a valuable contact and are ready to work with them.
Maintaining communication: Sending a note of thanks can extend a conversation beyond the interview or meeting. Remaining in the contact's mind could make you the first choice for a professional opportunity.