How To Write a Thank You for Referral Note

Category: Thank Yous

Last updated September 1st, 2023

Do you know the power of a well-crafted referral thank-you note?

Referral marketing statistics show that businesses can increase profit margins by 25% from referred customers. These customers spend approximately 200% more at businesses than other customers. In this blog post, we dive deep into the world of referral thank you notes, exploring their importance, various types, and how to craft the perfect one for your business. Master the art of expressing gratitude and appreciation to your referrers, and watch your business thrive.

Key Takeaways

  • Referral thank-you notes are essential for businesses to express gratitude, form relationships, and encourage referrals.
  • Crafting a personalized and genuine referral thank you note should include a professional tone with an appropriate greeting, expressing gratitude for the referral and offering incentives or rewards.
  • Ready-made templates & examples are available to provide the most professional message of appreciation for your specific situation.

The importance of referral thank you notes

communication, promotion, customer

Referrals are the lifeblood of many businesses, representing the second most reliable source of high-quality leads. They help in building strong business relationships and fostering customer loyalty. Crafting a thoughtful referral thank you note can help.

  • Express gratitude for the referral
  • Establish a business relationship with the person who made the referral
  • Stimulate future referrals, potentially resulting in amplified business expansion.

Sending a referral thank you note to someone who has provided new leads for your company, such as a real estate referral, shows appreciation and reinforces the value you place on their recommendation. Incorporating rewards or incentives as part of your referral program can stimulate referring customers to share even more contacts, potentially leading to additional referrals and increased business growth.

Types of referral thank you notes

thank you, thanks, card

There are various types of referral thank-you notes that businesses can use to express their gratitude. These include:

  • Handwritten notes: These have a more personal and impactful touch, but they require good penmanship and take longer to compose and deliver. They can be especially effective when thanking referring customers. Luckily, here at Handwrytten, we make the process simple for you.
  • Emails: These are quick and convenient, allowing for easy customization and personalization. They are also easily trackable and can be saved for future reference.
  • Templated versions: These provide a structured format and can be easily customized with specific details. They are efficient for sending multiple thank-you notes at once.

Consider the benefits and considerations of each type when deciding which one to use for your referral thank you notes.

On the other hand, sending thank you notes via email is advantageous due to its speed and convenience, especially when the referral is related to a job interview. While a template can save time, personalizing the note as much as possible is key. Include specific details about the recent referral and consider including a small token of appreciation as a gesture of gratitude.

Crafting a personalized and genuine referral thank you note

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Creating a personalized and genuine thank you note for a client referral requires the use of an appropriate greeting, the expression of gratitude for the referral, and the offering of incentives or rewards to encourage future referrals.

These elements combined will help you forge a strong connection with your referrer and motivate them to continue referring your business.

Choosing the right greeting

An appropriate greeting in a referral thank you note is necessary to demonstrate respect and courtesy to the recipient. When choosing an appropriate salutation for a referral thank you letter, use the recipient’s name, maintain a professional demeanor, and take into account the relationship with the recipient.

Greeting the recipient professionally in a referral thank you note shows respect and sets the tone for the rest of the message. A well-chosen greeting, considering the recipient’s job title, can make a lasting impression and help establish trust with the referrer, leading to a stronger relationship and potentially more referrals in the future.

Keep in mind, though – if you have a more personal relationship with your recipient, feel free to open up. Just because you technically have a professional relationship with someone doesn’t mean you don’t have the flexibility to greet them in a unique way.

Expressing gratitude for the referral

Expressing gratitude in referral thank you notes is a significant aspect as it shows appreciation for the referral and aids in relationship development. Here are some tips for writing a thoughtful referral thank you note.

  1. Be specific about which referral you are expressing gratitude for.
  2. Mention the impact the referral has had on your business.
  3. Show that you recognize and value their individual contribution to your company’s growth.

In addition to expressing gratitude, it’s important to highlight the positive impact the referral has had on your team or company. Let the referrer know how their thoughtful referral has contributed to the growth and success of your business. This not only demonstrates your appreciation but also strengthens the relationship between the referrer and your organization.

Offering incentives and rewards

Offering incentives and rewards in referral, thank-you notes emphasize the value and reward of referrals. Providing incentives or rewards can motivate referrers to continue sharing your business with their contacts, leading to potential increases in business growth.

Incentives or rewards that can be offered in a referral thank you note may include discounts, free products or services, and loyalty program points. Tailoring these incentives to the preferences of your referrer will not only make them feel appreciated but also encourage them to continue referring your business to others.

Implementing a successful customer referral program

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A customer referral program is a strategy used to promote word-of-mouth marketing, wherein current customers are rewarded for referring their contacts to the business. Businesses can incentivize referrals by implementing a customer referral program and utilizing email marketing and social media campaigns to inform existing customers of the rewards they can earn for referring others.

Successful customer referral programs, such as those implemented by Quickbooks, Levi’s, and Allio, often involve sending referral thank you notes to express gratitude for the referral and offering rewards for the referral. Implementing a successful referral program can help attract new customers, retain current ones, and create additional revenue by offering incentives such as discounts or rewards.

Referral thank you note templates and examples

coffee, phone, paper

Templates and examples for referral thank-you notes can help streamline the process and ensure consistency, with variations for individual customers, business contacts, and employee referrals.

Adapting these templates to your specific needs can help save time while still crafting a personalized and genuine message of appreciation for your referrers.

We’ll start each section by giving you a template for a specific setting and follow up by explaining some things to keep in mind when customizing your version.

Template for individual customers

Subject: A Special Thank You for Your Referral

Dear [Customer’s Name],

I hope this message finds you well. I am writing to express my sincere gratitude for your recent referral of [Referral’s Name] to our [Product/Service]. Your confidence in our [Product/Service] is greatly appreciated and is vital to our growth.

Because of your trust, our business continues to expand, and we are able to serve more people like you. It is customers like you who make doing business a pleasure.

As a token of our appreciation, we are pleased to offer you a [Discount/Reward] on your next [Product/Service] purchase. You can claim this by using the code: [code].

Once again, thank you for your continued support. We truly value your trust and promise to continue delivering the quality service you deserve.

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]


When crafting a referral thank you note template for individual customers, be personalized and specific, customizing the note to include the customer’s name and the particular referral they made. Show gratitude by expressing your sincere appreciation for the customer’s referral, and let them know how much you value their support and trust in your business.

Include the positive effect the sent referral has had on your business and how it has contributed to your growth and success. Finally, consider offering a small token of appreciation, such as a discount code or a gift card, to further express your gratitude and motivate future referrals.

Template for business contacts

Subject: Sincere Thanks for Your Business Referral

Dear [Contact’s Name],

I trust this message finds you in good health. I am reaching out to express my deep appreciation for your recent referral of [Referral’s Name] to our [Product/Service]. Your support is instrumental to our continued growth and success.

Your referral is a testament to the strong relationship we’ve built, and it solidifies our mutual business interests. It is partnerships like ours that make our professional journey rewarding and fruitful.

To express our gratitude, we would like to extend an offer of [Discount/Reward] on our [Product/Service] for your business. Please use the code: [code] on your next purchase.

Thank you once again for your continued faith in our services. We promise to uphold our commitment to excellence and look forward to further solidifying our professional bond.

Kind Regards,

[Your Name]

[Your Position]

[Your Contact Information]


For business contacts, the referral thank you note should maintain a professional tone while still expressing appreciation for the referral. Customize the note to mention the contact’s name and the specific referral they made, demonstrating that you recognize their individual contribution to your company’s growth.

Additionally, emphasize the positive impact the business referral has had on your business and how it has contributed to your success. Consider offering incentives or rewards tailored to the preferences of the business contact to express your gratitude and encourage them to continue referring your business to others through sharing your business phone number, thus increasing your business referrals and customer referrals.

Template for employee referrals

Subject: A Heartfelt Thanks for Your Employee Referral

Dear [Employee’s Name],

I trust this email finds you well. I am writing to express my sincere appreciation for your recent employee referral of [Referral’s Name] for the position of [Job Title]. Your valuable insights and the trust you have in our organization are instrumental to our continued growth and success.

Your referral demonstrates not only your understanding of our company’s needs but also your commitment to helping us grow and succeed. It is employees like you who foster a culture of collaboration and teamwork that makes our business thrive.

To show our gratitude, we are pleased to offer you [Reward/Incentive] as a part of our employee referral program. You can claim this by [claiming process].

Once again, thank you for your continued support and for the trust you have placed in us. We promise to continue striving for excellence and creating an environment where every employee feels valued.

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]


Crafting a referral thank you note for employee referrals involves the following steps:

  1. Start with a warm and personalized greeting.
  2. Express gratitude for the referral and acknowledge the effort made by the referrer.
  3. Recognize the value that the referral brings to your organization.
  4. Specify how the referral has positively affected your team or company.
  5. Highlight the qualities or skills of the referred employee that make them a great fit for your organization.

Incorporate a call-to-action or invitation for the referrer to remain connected or provide further referrals, and keep the note concise and to the point while still conveying sincerity and appreciation. Providing incentives or rewards for employee referrals can further encourage employees to refer talented individuals to your organization.

The do’s and don’ts of referral thank you notes

prohibited, don't, do not

Several best practices exist for sending referral thank-you notes. Here are some tips to keep in mind:

  1. Send the thank you note in a timely manner.
  2. Personalize the note to the referrer, mentioning specific details about the referral.
  3. Proofread the note to avoid any errors that could give a negative impression.
  4. Avoid generic or impersonal messages, as they may come across as insincere.
  5. Convey genuine appreciation to build relationships and encourage future referrals.

Some potential pitfalls to avoid when crafting a referral thank you note include being overly familiar or using slang. Maintaining a professional tone and focusing on expressing genuine gratitude will help create a lasting impression on your referrer and foster strong, long-lasting relationships.

Measuring the impact of referral thank you notes

blur, chart, computer

Assessing the impact of referral thank-you notes can aid businesses in understanding the effectiveness of their referral program and making improvements to enhance customer satisfaction and referrals. Following up and observing the reactions of your recipients, requesting feedback, or tracking any rise in referrals received is one way to evaluate the impact of referral thank you notes.

Referral tracking software can also be utilized to measure metrics such as shares, conversion rates, and referral revenue. By analyzing the effectiveness of referral thank-you notes and making adjustments based on the data collected, businesses can further optimize their referral programs and continue to reap the benefits of increased customer satisfaction and referrals.


In conclusion, crafting the perfect referral thank you note is an essential skill for any business looking to strengthen relationships, show appreciation, and encourage future referrals. By focusing on personalization, sincerity, and offering incentives or rewards, you can create a lasting impression on your referrers and motivate them to continue spreading the word about your business.

Remember, the power of a well-crafted referral thank-you note should not be underestimated. As you implement these best practices and measure their effectiveness, you are well on your way to fostering a thriving referral program and driving your business growth to new heights.

How To Send Thank You Referral Notes

Since referrals greatly influence purchasing decisions, you should send a thank you letter when your company receives a referral. This gesture will let the referrer know that you appreciate the referral. Expressing your gratitude increases the likelihood that individuals will refer your business again if they encounter other prospects for your products or services.

Handwritten thank-you notes add a personal touch, and you can professionally create them in minutes. The next time you receive a referral to your business, you can place a thank you letter in the mail on the same day if you know how to write a thank you for referral note. A little preparation and thought can make your message more personal.

Frequently Asked Questions

What do you say in a thank you note for a referral?

Thank you for referring [name of friend] to [name of your business]. We’re honored that you chose to trust us and share us with your friends.

We promise they will receive the same excellent service as you.

How do you show appreciation for referrals?

Thank you for your recent referral of (name of referral). It’s an incredible honor that you think highly enough of our service to recommend us to your valued contacts.

To show appreciation, I will send a personalized thank-you message as soon as possible to express my gratitude. Thank you again!

What are the different types of referral thank you notes?

Handwritten, email, and templated versions are the main types of referral thank you notes.

Each type of thank you note has its own advantages and disadvantages. Handwritten notes are more personal, but they can take longer to write and send. Email thank you notes are faster.

Why is personalization important in a referral thank you note?

Personalization in a referral thank you note helps to show appreciation for the specific referral, strengthening the relationship with the referrer.

This can be done by mentioning the referrer’s name and the referral itself and expressing gratitude for the referral. Additionally, it is important to include a call to action, such as asking the referrer to stay.

How can I measure the impact of my referral thank you notes?

To measure the impact of referral thank you notes, follow up with recipients for feedback, track any increase in referrals, and use referral tracking software to measure metrics such as shares, conversion rates, and revenue.

This will help you understand the effectiveness of your thank you notes and make adjustments as needed.

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