How To Write A Business Thank You Note and When To Send It

Writing business thank you notes is the just the first step in mastering business thank you note etiquette

They say that golf is essential to doing business. I don’t know about that, but I do know that etiquette is. Practicing proper business etiquette takes you (and your business) to the next level of professionalism in the eyes of your business partners, vendors and clients. That’s why learning how to write business thank you cards is so important.

Writing business thank you notes gives you a competitive edge

Knowing how to write a business thank you gives you the leg up

Business thank you note etiquette ranks among the top skills all professionals should hone in their arsenal of business etiquette tactics. Writing business thank you notes is as important as paying your bills on time and knowing your competitors’ strengths and weaknesses. Believe it or not, learning how to write business thank you cards gives you a competitive edge.

Why? Because not enough people do it. Writing business thank you notes, while imperative and considerate, is often overlooked as a mandatory business practice. And because it makes you memorable; people like to be thanked, so expressing your gratitude will distinguish you. So if you make it a practice to write business thank you notes, you will be one critical, and courteous, step ahead of your competition (you can read more about it in our blog about building customer loyalty through random acts of customer appreciation).

How to Write Business Thank You Notes

You say you don’t know how to write a business thank you note? It’s not too different from writing a personal thank you note, which we discussed in our blog about thank you card wording; just keep in mind your intended audience.  Here is a practical guide to business thank you note etiquette:

• First and foremost, do not send store-bought notes. Be sure to use either company letterhead or, even better, personalized notes and cards.  See our blog on why personalized business stationery makes business sense for more on this.
  

  The Executive Card, an appropriate choice for business thank you notes

• Address your note to the particular person who provided you a service or helped you in some way; use the person’s formal name and title on the envelope.
• Use ‘Dear Mr. / Ms. X’ unless you have already established a relationship on a first-name basis. Only use a more informal greeting, like ‘Dear Bob,’ if you know the person well.
• Maintain professional language and tone throughout the business thank you note; you can be relaxed but not too informal (avoid slang and inappropriate language).
• Identify yourself and the purpose of the note, and reference the circumstance that prompted the business thank you note.
• Polonius said it best in Shakespeare’s Hamlet: “…since brevity is the soul of wit…I will be brief.” You should, too. Without sacrificing friendliness or important information, keep your business thank you note concise.
• Close with ‘Sincerely,’ followed by your formal name and title in closing. Be sure to enclose your business card, especially if you don’t have a prior relationship with the recipient. If you are in job search mode and do not have a business card, you can order personalized calling cards that present your contact information in a professional manner.
• Address the envelope with the recipient’s formal name, title and company name, as well as mailing address. It is acceptable to handwrite the address, especially if you are sending a personalized note or card. Don’t forget proper postage!
• Mail your business thank you note promptly. If you are sending a thank you note after an interview or meeting, send it that afternoon or the next day. If you are thanking someone for speaking at an event, send it upon conclusion of the event. If you are expressing gratitude for a gift you received, follow the same business thank you note etiquette by sending it as soon as possible.

When you should send business thank you cards and notes

Now that we’ve got the ‘how’ figured out, let’s talk about when you send business thank you notes.  I can’t cite every instance for which you should write business thank you notes, but I can give you examples that can guide you for future reference.

Writing business thank you notes makes good business sense

The long and short of it is that you should send thank you notes whenever you feel a person or company has done something to merit gratitude.  Here are some examples:

• For a client referral
• For new business
• For continued business
• For a favor
• For a gift
• For granting a request (conducting an interview, providing information, giving a tour, etc.)
• To an event host (business breakfast/lunch/dinner host, conference coordinator, association manager)
• To a guest speaker
• To a mentor

The impact of learning how to write business thank you cards is clear

When writing business thank you notes, you are setting yourself apart from your competition, making yourself memorable, and practicing good business etiquette. Learning how to write a business thank you with a solid understanding of business thank you note etiquette can give you the professional edge.

The Emily Post Institute says it best: “When you say “thank you,” you are showing appreciation and displaying confidence and maturity.”