How to Format a Business Thank You Letter
A professional, well-formatted thank-you letter can make a good impression on past or potential clients. Sending a letter shows clients that you are polite, appreciative and thoughtful. A thank-you note also serves as a physical reminder of your company and services, which can lead to future business transactions.
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Instructions
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Type the company's name and address at the top center of your stationery, unless this information is included on the company letterhead. Type the company name on the first line and the address on the second line.
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Skip a line, and type the month, date and year. This information should be flush with the left margin.
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Skip another line and type the recipient's name and address, justified left, in the following format:
John Smith
12 Main St.
Cityname, NY 12345
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Skip a line and type your greeting: "Dear Mr./Ms. Lastname:" Use a personal name whenever possible, rather than an impersonal title such as "Potential Client" or "Valued Customer."
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Skip a line and state the letter's purpose in an introductory paragraph: On behalf of "X" company, I would like to thank you for "Y."
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Skip a line and give some additional details about whatever it is you and your company are thankful for. This could be a summary of what you learned from a meeting with a client, or what you gained from the recipient's services. This portion should be one short paragraph in length.
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Skip a line and write a third paragraph summarizing the nature of the letter. Thank the recipient once again. In this portion, you could express your desire to have a continued professional relationship with the client, and invite him to keep your company in mind for the future.
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Skip a line and close your letter with a professional word or phrase such as "Sincerely" or "Cordially," followed by a comma.
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Press the return key four times, and type your name. Hit return once again and type your professional title.
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Sign your letter between the closing and your typed name.
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