In drafting a thank you letter for use in a business setting the best approach is to focus on the interests of the letter's reader, not your own business interests. Whether you're thanking a customer for his or her patronage, thanking a colleague for a referral or someone for speaking at a corporate function, a letter sends a strong and lasting message of appreciation.
Make sure the letter is sent from and signed by a real person, not "the company."
Write clearly and concisely. Try to keep to one idea per sentence. Three or four paragraphs is sufficient for most business thank you letters.
Be sincere. Most people will be put off by a condescending letter, or one in which it's clear the only goal is to sell more stuff.
When writing a business thank you letter is it best to adopt a conversational style. That's not to suggest you be too familiar; rather, simply avoid industry jargon and overworked business clichés.
If the letter leans more formal than personal, use the traditional block style of composing a business letter, with addresses of both the sender and the recipient and spaces between each paragraph. Do not indent the paragraphs. Always date business letters. If a personal note style seems more appropriate, omit the inside addresses (but retain the date) and indent each paragraph and do not add spaces between them.
Be sure to avoid pretentious, antiquated phrases such as:
Close with a phrase such as: Respectfully yours, Yours truly, Sincerely, Cordially, Best regards or Appreciatively.
Depending on the situation, consider using high-quality paper and company letterhead. Choose a matching envelope, and address it by hand rather than computer or typewriter for a personal touch.
Index of Thank You Letter Examples