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Step 1
Fill in the subject line first. Many companies don't even read emails without a subject line, and many spam filters will automatically put emails without a subject line into the junk email. Keep the subject line short, yet appropriate. Examples are "Thank you from the XYZ Company" or "The XYZ Company Thanks You."
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Step 2
Save the "to, cc and bcc" sections of the email until after you've written the email. If your email isn't addressed until the whole thing is written, then there is no chance of sending a half written email by mistake. The "to" section of the email is addressed to the person who will likely respond. The "cc" section is for others to read the email, but no reply is expected. The "bcc" section is used so others cannot see private email addresses.
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Step 3
Choose an easily read font style and size. A sales email can be informal, but should always look professional. Put your company name and date at the top of the email body.
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Step 4
Start the email much as you would a snail mail thank you. The salutation can be informal or semi-formal. Informal salutations should be used if you are friendly with the person you are addressing. "Dear Anne," is a good example of an informal salutation. A semi-formal salutation should be used if you've just met the company representative during your sales visit. "Dear Mr. Johnson," is a good example of a semi-formal salutation. Never use the very formal "To Whom it May Concern" in a thank you email.
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Step 5
Write the body of the email in the same grammar you would use in snail mail. Never use short word abbreviations in a sales thank you email to a business. For example, "I just wanted to thank you and everyone at your store for your help" is perfectly acceptable; "thnx 4 ur help" is not acceptable. Use the correct punctuation and writing style of business correspondence. Keep your tone friendly yet professional in your "thank you" email.
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Step 6
Sign the email thank you with a semi-formal signature line. "Thank you" or "Your Business is Appreciated" are good examples of semi-formal signature lines. Separate the signature line from the body of the email by at least 2 spaces. Put your contact information just under your signature. The first line of the signature should be "Thank you" followed by a return. Your name should be next followed by a return, then the name of your company followed by a return. Follow that with a phone number and return, a fax number and return and last, your email address.
