How to Write a Perfect Thank-You Note to Your Business Partners

Mightycall Team
Mightycall Team
26 July 2016 Business Insights

How to Write a Perfect Thank-You Note to Your Business Partners

People like to be thanked — it shows that someone has recognized their efforts in some way. So too in the business world, it’s nice to be appreciated, and a thank-you letter goes a long way to building goodwill and cementing relationships among your business’s partners. We’ve put together a few tips and tricks to get the most out of your thank-yous.

In this article we cover:

  • Reasons to write a perfect business thank-you letter
  • a step-by-step guide with a sample business thank-you letter
  • tips for writing a business thank-you letter after a meeting.

Business development is based on partners’ relationships. Keeping these communications positive is part of a successful corporate policy. Thanking people makes them content, and they would rather continue a relationship. That gives your business more opportunities.

A well-written thank-you note is a valuable but cost-free way to build a solid partnership, show your gratitude or deal with conflict.

The core rule of thanking is to focus on the gratitude itself, rather than on future deals or sales.

Reasons to write a perfect business thank-you letter

The less time that has passed after a deal, a meeting or services delivered till expressing thanks, the more effective this activity is.

Here are some typical reasons to send a thank-you note to a business partner:

  • Referrals. This is a great service to thank for. If someone refers a new client to you, don’t delay expressing your gratitude. Besides appreciating a partner’s concern, you can encourage this person to continue referring prospective customers to you.
  • Business cooperation. New partners instead of new competitors – this is a good reason to express your gratitude. A thank-you letter for collaboration also registers your business and your name with a new partner.
  • Meetings. Thank your partners and key players for participating and sharing their ideas and knowledge.
  • Events. Express thanks to partners for the pleasure of discussion and their company.
  • Holidays. The holidays are a great occasion to thank partners for cooperation, express interest in future dealing or simply to remind about your alliance.
  • Without reason. Thank-you notes out of the blue are best if your business relationship is long-term and casual to some extent.

Business thank-you letter sample: step by step

Business partners receive thank-you letters without presumption, so make your gratitude explicit.

Have a look at an example of a typical business partnership thank-you note. Its structure makes the content and the main idea clear for the recipient:

Dear Mr. Rogers,
On behalf of Enterprise I would like to thank you for the cooperation with us. We appreciate your time in meeting us yesterday. It was pleasure to meet your colleagues as well.
It is a great chance for us to become partners with such a firm as yours. Your high standing and vast experience mean a lot to us.
We are sure that the partnership between our two organizations will lead our business to a new stage.
Thank you once again.
Best regards,
Mr. Waters
Enterprise Ltd

To avoid any misunderstandings, follow the structure elements.

Greeting

Using the recipient’s name in the greeting makes the message more personal. Use of the word “dear” before the name adds an appropriate level of formality to almost all business letters.

Avoid “To whom it may concern” or “Dear Madam or Sir” greetings. It makes your thank-you note seem impersonal and fake.

The reason for thanks

Lead-ins like “I would like to thank you…,” “I’m just writing to express my appreciation…” are suitable for a formal thank-you letter. In less formal cases, make your opening sentence direct and simple: “Thank you for your help.”

When speaking frankly about what you are thankful for, the mention of money is bad form. In cases of financial deals, terms “Thank you for your support”, “We appreciate your generosity” are preferred.

Continue your gratitude words with few sentences about the importance of dealing with a business partner: “your expertise gave a clear understanding of the department’s KPI”, “it was a great pleasure to work with you.”

Compliment, but don’t flatter

If you are not sure of the appropriateness of making an additional compliment, avoid it. But saying several direct praise words can add trust and informality to a partnership. Consider precise and short phrases such as: “your contribution was invaluable” or “you are the perfect leader.”

Refer to the future

Before closing a thank-you note, express your will to continue the business partnership. If you already have any ideas for a future cooperation, mention it without going into details. “Our company is going to hold IT workshops and would like you to join” — this is a good example of a hint. And close this paragraph with a nice stock phrase like “I look forward to hearing from you.”

Closing

In most cases “Best regards” and “Sincerely” are the most appropriate words. If you prepare a thank-you note on paper, always sign your name with a pen. You may also include your title or position if the letter is formal.

Tips for writing a business thank-you letter after a meeting

An appropriate format for gratitude letters to business partners depends on formality level of the relationship.

Some business partners see each other quite often, and informal thank-you note is a good way to show appreciation along a work process. It can be a hand-written note, a card or an email.

It can be puzzling to choose an adequate manner when it comes to not-so-official but still rather formal relationships. A thank-you letter after a meeting is just such a case. It is important to show your appreciation for a meeting with someone whose time is money.

Here is a sample on such occasion:

Dear Mr. Tyler,
I would like to thank you for taking the time to meet with me and my colleagues yesterday. I appreciate your knowledge sharing about the roles and responsibilities required for the project like ours. Your presentation contained several innovative ideas that we are now considering for our project team structure.
I would like to express our sincere appreciation and to invite you to continue to share your expertise with us. With your permission, I will notify you about our next planning meeting.
We will look forward to seeing you there.
Sincerely,
Mr. Perry
Holding Company

Important people are usually busy, so the thank-you note after a meeting should be short and precise.

In most cases of strictly formal partnerships, it is best to prepare a gratitude letter on paper. The tone of such letter should always be friendly-but-formal and professional.

Its format is the same as other typical business letters. Names, titles, and addresses for both sides, formal greetings and closings, the writer’s signature — all these formal specifics should be included.

If you are writing on behalf of a company, typing the note on organization letterhead is the most professional choice.

These documents will give you an edge in future relationship building.

A thank-you note shouldn’t be long. About half of a type-written page is an appropriate length. Check that your tone is even throughout the letter and that you don’t stray from the gratitude point. Pay the closest attention to grammatical and spelling errors, and especially verify names and titles. Even the slightest error can mar the impression of a thank-you note.

New friends matter when you develop your business. Being grateful is a step to making a great relationship with a partner. Follow our tips and check out more examples for different occasions below. Train your business writing and say thanks to those who joined your business track.

Download Farewell thank-you letter example

Download Referral thank-you letter example

Download Informal thank-you letter example

Download Attending an Event thank-you letter example

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