Business Thank You Notes Guide: Write Quickly, Simply and Efficiently

Category: Thank Yous

The art of the thank you note is too often forgotten, especially when it comes to business thank you notes. Sending a business thank you letter is a great way to make an impression and show a little thoughtfulness, whether you’re sending it to an employee, current customer, or prospective client. Knowing exactly what to say in a business thank-you note can be daunting, so we’re making it easy for you with the help of this article that will walk you through the steps. We’re even offering sample thank-you letters that you can use for inspiration to get started.

What are Business Thank You Notes?

A business thank you is just a professional note expressing gratitude to help maintain and develop business relationships. The recipient doesn’t need to be within the same business, but they also don’t need to be a long-term, loyal customer to deserve a thank you.

There are many different reasons why you might want to send a business thank you card to someone, so let’s explore why these kinds of notes are important and the instances when you might want to send one.

Why Writing a Business Thank You Note Is Important

Writing a business thank you letter matters to the recipients. They might not expect it, but it’s always welcomed and always remembered. It may seem like a minor thing, but a successful business owner understands the benefits sending handwritten cards has.

Sending a thank you letter shows gratitude, something that we often forget about and can help us keep track of the things we’re thankful for. It also shows respect for the recipient by formally thanking them for something they did, helping to build customer loyalty. Finally, it should be a great deal of thoughtfulness because writing a thank you card requires you to take time out of your day.

Thank you cards can also help build relationships with current customers, prospective customers, vendors, contributing donors, or superstar employees. Or, it can also be a great way to thank someone for their donation.

If you want to make a lasting impression, a thank you card is a great way to do it because sending a physical note creates a distinct memory that will stand out in the recipient’s mind for days, months, or even years to come. Don’t underestimate the power of a simple, classy sign-off on a thank-you card.

Reasons to Send a Business Thank You Letter

There are countless reasons you might want to send a business thank you letter, so let’s take a look at five of the most common.

1. Employee Thank Yous

An employee thank you letter is a great way to express your gratitude to an employee who has gone above and beyond in their role or who is producing incredible results. It’s also a good way to show your appreciation for an employee who might not be feeling confident in their work or who is struggling with self-doubt.

Getting a thank-you note from your employer is a big deal. It can remind employees that they are valued and that their presence and work are important to the larger organization. It’s easy to get lost in the day-to-day shuffle, and employees might not have the attention from their leaders that they’d like to have. A simple thank-you can remind them that their efforts are noticed and appreciated.

2. Customer Appreciation Notes

Another great reason to send thank you cards is to show appreciation for current customers. Nurturing customers is an important part of the customer lifecycle and keeps them engaged and loyal.

You could send a thank you letter after they make a purchase or even when they’ve been idle for a while to remind them of your gratitude for their business and possibly even convince them to make another purchase with your business.

You could also choose to send them at regular intervals to let all of your customers know how valuable they are, but thank you letters usually mean more when they are sent on an individual basis.

3. Donation Thank You Notes

Some businesses or non-profit organizations raise funds for one reason or another. Many times, other businesses or capable individuals will contribute to the cause, whatever it may be.

To show your thanks for their contribution, whether monetary or with physical items like toy donations at Christmas time, can confirm their decision to donate and fuel the fire of their continued contributions.

It’s also a great opportunity to share just how their donation was put to good use so they can see the impact they’ve made.

4. Vendor Thank You Notes

Another thank you card opportunity is a vendor that has contributed to your business in one way or another. This could be your cleaning team that comes in and makes the office fresh for each morning’s arrivals or the branded products company you use to make your team swag.

Writing them a thank you card as their customer shows just how much you appreciate their participation and solidifies that you’d love to continue working with them in the future.

5. Consideration Thank-You Notes

If you’re vying to win a bid or be selected as the provider, among other options, sending a thank-you note after a pitch meeting is an excellent way to make your way to the top of the pile of pitches and stand out from the rest.

Just as a job candidate might send a thank you letter after their interview, it’s a smart idea for businesses to send thank-you notes for the time and consideration granted by potential clients. It just might be the difference between landing the job and missing the mark.

It just might be the difference between landing the job and missing the mark.

How to Write a Business Thank You Card

While every business thank you card will be a bit different, there are a few features that all of them should have.

Professional Greeting

The first critical component is a professional greeting. Since this is a note coming from a business, it’s best not to get too personal or comfortable with the recipient in the greeting. Using “hello” or “hi” is better than using “hey,” for example.

Then, introduce or reintroduce yourself and your role at the company.


Once you’ve greeted the recipient and professionally introduced yourself, get right to the point and tell them what you’re thanking them for.

Try to use as much detail as possible. Instead of saying thanks for their hard work, you might say something more like, “Thank you for your hard work developing this social media campaign, especially all of the overtime you’ve put in after-hours and even coming in on some weekends.”

This shows the specific things you’re recognizing and thanking them for, and it also personalizes the letter. You don’t want the recipient to feel as though this letter was also sent to ten other people — it should feel like it was meant for them and only them, as it is.

Look Toward the Future

Then, look toward the future and what that looks like with them. Perhaps you can offer something in return, such as a matched donation for another business if they ever start fundraising for a charity.

If that’s not appropriate, you could paint a picture of what your future relationship will look like and what you look forward to the most about it.

Final Thanks

Finish it off by saying “thank you” one more time and closing out your letter; there are a wide variety of ways you can close your thank-you card, but in most cases, this is not the time to sign off “with love“.

Summing It Up: How to Write Handwritten Thank You Notes For Business

To write a customer thank-you note, follow these simple steps:

  1. Use a professional greeting like “hi” or “hello”, and introduce yourself and your business.
  2. Next, express how grateful you are by specifically addressing why you are sending the thank you note.
  3. Address the future by mentioning how you’re excited for your relationship to grow.
  4. Close it out by thanking them one more time.

handwrytten thank you letter

Sample Business Thank You Notes

Here are three thank you letter examples that you can use for inspiration.

Thank You Letter Template for Employees

Hi Samantha,  I’m writing as your proud team leader to let you know how much I appreciate all of your hard work on this upcoming project. The way you’ve led all of the meetings and guided the rest of the team toward success with superior management skills has not been lost on me.  I look forward to seeing you continue to grow and impress me in our future projects, and I see a long and fruitful future for you here at our company.  Thanks again, and know just how much we are grateful to have you on our team.  Best, Tom 

Thank You Template for Small Business Customers

Hello John,   My name’s Tom and I’m the head of business development here at ABC Company. I just wanted to reach out personally and thank you for your consistent business and for choosing ABC as your go-to supplier for construction supplies. We know construction is hard work, which is why we’re glad to make it a bit easier with a robust inventory of products at competitive prices.  I’d love to offer you a 10% off discount on future supply orders over $500 as a small token of my appreciation.    Thanks again, and we appreciate your business.  Sincerely, Tom 

Thank You Card Template for Potential Clients

Hello Rebecca,   Thanks again for having my team and me at ABC Company today to discuss your upcoming warehouse project. As ABC’s development director, I feel confident that we’re the best team for the job and can support you every step of the way.    I know you’re meeting with several different vendors, so I just wanted to take a moment to say thanks for your time and attention. We appreciate your consideration, and we hope to work closely on this project and many to come.    Thanks again, and we look forward to speaking soon.  Best, Tom 

The Art of the Business Thank You Card

Generic thank you cards are always appreciated, but specific business-oriented thank you cards can go the extra mile in business. Business thank you letters are a wonderful way to show your appreciation in a way that gives your brand a personal touch, and they can start or nurture great relationships, leading to loyal customers.

Handwrytten can help make sending small business thank you letters easier by streamlining the process and taking the responsibility off your hands. We offer customized handwritten notes in over 25 styles for the most thoughtful touch. Sign up to start sending professional thank-yous out today.

Choose from our cards design or your own.

Over 100 designs to choose from or design your own. Our online card customizer makes it simple.

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