Example 1: Sample letter to a representative

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Kent:

It was with pleasure that we read your letter of commendation for our employee Trish McMillian. You obviously had a crisis on your hands due to the defective merchandise, and we are delighted that Ms. McMillian was able to offer you an instant solution.

Thank you for drawing our attention to quality of Ms. McMillian’s service. We are always happy to receive such feedback from our customers, and will make a point of passing your comments along to her.

Sincerely,

Example 2: Thank you appreciation letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear George:

I just received your letter concerning your June 12 meeting with our sales representative, Dirk Jefferies. From your comments it would seem that he did indeed do a competent job.

Thank you for taking the time to inform me of his outstanding performance. I am glad to know that our people are operating so effectively in the field. I will pass on your assessment to Dirk–I’m sure he’ll appreciate it.

Regards,

Example 3: Appreciation thank you letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mrs. Goddard:

Thank you for your kind words concerning our endocrinology staff, particularly your nurse Betty Chekal here at the Endocrinology Associates Clinic. We realize that visiting a specialist can sometimes be intimidating, and strive to answer all questions concerning procedures and test results. We are happy to know that we did just that.

If you think of any other questions, please call and ask for Betty. She’ll be happy to help you in any way she can.

Again, thank you.

Sincerely,

Example 4: Thank you letter appreciation business

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Porkorny,

I received your letter applauding the courteous and competent support you received from our representative Jack Smith. I have forwarded the letter to him and have congratulated him before our whole staff. He asked me to thank you for the glowing commendation.

I also would like to thank you myself. Letters like yours remind us that kindness, confidence and courtesy does not go unappreciated. Such reminders renew everyone’s commitment to customer service.

Sincerely,

Example 1: Sample letter to customer for large order

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Nobel:

Kryder’s would like to thank you for your bulk order of 8,000 units of item #36578-90 from our catalog. You should receive your shipment via UPS in approximately two days. If you receive any damaged goods in your order, please call customer service. We will ship you replacements by air at no charge to you.

Again, thank you for your order. We hope that you will continue to do business with Kryder’s.

Sincerely,

Example 2: Thank you for giving order

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Nevenhoven:

Thank you for your order of 20,000 tool sets from our factory. We are pleased that you have had so much success selling our line of products in your hardware chain.

We look forward to a productive alliance between our companies. Feel free to call us with any concerns, requests or questions.

Cordially,

Example 3: Large order thanks letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Mahoney:

Thank you for your order of 6 pallets of item 77436-A5-B643, totaling 12,000 parts. The shipment should arrive at your warehouse by the end of the week.

Sincerely,

Example 4: Thank you letter for purchase

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Mercutio,

I just received your letter of confirmation accepting our bid for the Oakhill development project. On behalf of everyone at Henry Contractors, Inc., I’d like to say thanks for showing such confidence in our abilities.

Everyone at HCI is excited about the prospect of working with you on this project. Rest assured, we’ll be able to supply the materials and transportation required for completing this project on time.

Your suggested timetable for completion should not be a problem. However, I would like to arrange a meeting with both of our staffs to coordinate our efforts.

I’ll be in touch with you at the first of next week. Thanks again and let me know if I can be of further assistance.

Sincerely,

Example 1: Thank you customer letter for their first order

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

To Telco Machinery:

Thank you for your order of replacement parts for back hoes, which you should receive by the end of the week. We are pleased that you have decided to offer our line at your business, and look forward to working with you.

If I can help you in any way, don’t hesitate to call.

Sincerely,

Example 2: Letter of thanks to new customer

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Hayes:

Thank you for your order of Audio World’s selection list for retail outlets. We ourselves began as a small business, and are delighted to work with independent book stores. If you have any questions concerning our bulk ordering, return of material, or shipment policies please feel free to call me at 1(800) 965-2888 ext. 770.

We are delighted at the opportunity to work with your store.

Yours Truly,

Example 3: Intail order thanks

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Felder Factories:

Our main office has just processed your order for machine parts, which you will be receiving via priority mail as requested.

We would like to take this time to thank you for taking a chance on a “new company ” when you had a crisis at the plant. We hope we have repaid that trust with immediate, efficient service.

If there is any other service we can provide for you, please let us know.

Regards,

Example 4: Thank you letter for purchase

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jones,

I’d like to take a moment to say thanks for the recent order from Cleon Books, Inc.

It’s always a pleasure to welcome a new customer. We strive every day to develop and publish the best in home gardening books, but without the work of distributors like yourself, our books would never receive the exposure they merit.

Your sales representative, Dave Gregory, informs me that your company has an outstanding reputation and provides excellent service throughout the Southwest. That’s an area we’ve yet to see the kind of market penetration we feel is possible with the line of Cleon Books available. I am very excited about the association of our companies and its potential.

Your order is being processed as you read this. You should receive it within 5-7 days.

Thanks again for your order. Please do not hesitate to contact me if I can be of service.

Sincerely,

Example 1: Thank letter to employee for contribution

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mrs. McGert:

Our company has experienced a 15 percent growth in sales over the past quarter, which we attribute to the excellent job you have done in training your sales staff.

Since we hired you last September, you have surpassed our every expectation, and have cultivated one of the finest sales forces we have ever had working for us. With you leading the sales department, we feel there is no limit to what we can accomplish.

Enclosed is your much deserved bonus check. Thank you for the contributions you have made to the growth of this company.

Regards,

Example 2: Letter of thanks to helper

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Kelsey & Staff:

I would like to thank our advertising department for their outstanding work on the new Dorian perfume campaign. The initial sales are even better than we had hoped for, and we feel it is directly attributable to the stunning ad campaign you put together.

We feel that a celebration is in order, and hope that you can all attend a reception in the executive suites on Friday after work. This party is in your honor!

Cordially,

Example 3: Thank you letter to seller

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Amberly,

Congratulations are in order! As our top telemarketing representative, you have helped to boost sales over 10 percent above our monthly projected goal.

As telemarketer of the month you will be assigned a parking space in the covered access by the front doors of the building and you will receive two paid days off of your choosing; both good for this month. You will also find enclosed a certificate for dinner for two at the Seashore, and two free movies passes at the Rialto.

Your contribution to our sales growth is appreciated!

Yours truly,

Example 4: Thanking letter to business helpers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear,

In the past five years, Paige Personnel Systems has grown into the largest employee leasing agency in the northwest. We’ve managed to achieve and surpass the goals set out in our 10-year plan.

We didn’t make such achievements alone, however. Without your patronage and support we would not be the premier employee leasing firm in the area. Thanks for everything you’ve done.

On behalf of everyone at Paige, let me say thanks, and we’re looking forward to the next five years.

Sincerely,

Example 1: Thank customer letter for considering product

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Davis:

I would like to thank you for the opportunity you gave me to demonstrate the various office systems that we at Data Explosion offer.

I have enclosed a catalogue which will provide you with details of phone systems, copiers, fax machines and computer networks available if you decide to update any of your current systems in the future. My card is included should you wish to contact me.

Again, thank you for your time. I enjoyed meeting with you.

Sincerely,

Example 2: Thank you letter to customer for purchase

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Crump:

I enjoyed our business luncheon last week. You asked some interesting questions concerning our services. We thank you for the serious consideration you gave to choosing us to represent you as your tri-state distributors.

Should you decide your current distributor is not meeting your needs, we would welcome the opportunity to speak with you again. You have an exciting product line, and we would be honored to have the chance to represent it.

Sincerely,

Example 3: Thanks to cutomer for purchase

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Willstrop:

Thank you for allowing me the time to show you some of our new high school textbook offerings. I am sorry that TextWorld is not currently carrying anything that meets your specific needs. However, the descriptions of your class requirements were interesting, and with your permission I would like to pass them along to our English Editor. I feel we could come up with some exciting textbook possibilities because of it.

Enclosed is my card. Please call me if you are interested in pursuing new textbook ideas, or if you have any questions I can answer.

Sincerely,

Example 4: Client thanks letter for purchase

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Doojiran,

Thanks for your initial interest in Techtaun’s financial forecasting software application. We did receive your returned demonstration CD and your letter informing us of your decision to not purchase the software at this time.

While we do respect your decision, I thought you might be interested in a few facts about Techtaun’s products and services.

• Our financial forecasting models have been consistently rated as the best in the industry by BusinessDay, Money Market Review and Financial Monthly.

• In 1995, our market share increased from 18 to 42 percent following the release of FORECA$T Version 1.2.

• More than 80 percent of those users surveyed said they would recommend FORECA$T Version 1.2 to their friends and associates.

There’s never a risk when you purchase a Techtaun software product. We offer a 60-day money-back guarantee on all applications. Use it for 60 days, and if you don’t like it send it back for a complete refund.

We hope you’ll reconsider your decision.

Sincerely,

Example 1: Sample letter for business referral into customer

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

To The Customer Service Department of Baylor Design:

We would like to express our sincere appreciation for the referrals we have received for our interior painting business. We have received five new contracts in the past week alone which can be directly attributed to the excellent comments your employees have made concerning the quality of our work.

We appreciate this generosity.

Yours truly,

Example 2: Client referral thank you letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Yolanda:

I appreciate you referring the King family to Lights Up. They were so pleased with our selection that they are purchasing all of the interior, exterior and landscape lighting for their new home from us. Needless to say, this constitutes quite a large order!

We are excited at this unexpected opportunity, and grateful for the service you have done us.

Your truly,

Example 3: Referral thank you letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Jason:

You said you had “briefly mentioned” our ad firm to Simeon’s CEO Carson Roberts in a casual conversation the other day. Those few words must have been quite complimentary.

After a meeting this afternoon with Mr. Roberts, we are proud to say that we have become the new representative for all of Simeon’s advertising needs.

Serious thanks are in order. How about dinner on me at The Copper Porch this week?

Cordially,

Example 4: Referral letter samples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Patrick,

It’s truly a shame there aren’t more clients like you in the world. If so, we’d have more business than we could handle.

Last week we received an order from Overland Press and Graphics, Inc. for the purchase of 200 tons of 45-lb standard grade newsprint. This was our first order from Overland and totaled more than $125,000. That’s quite a sale for our mill and it’s all because of you.

Last year, if you recall, you introduced me to Nicole Tuma, purchasing director, at Overland. It was during the Northwest Graphics and Publishing Show in Portland. You told her how much you’d enjoyed working with our company and that the quality of both our products and services was outstanding.

Apparently you made quite an impact on Ms. Tuma. She noted your comments in her confirmation letter of the order.

Thanks again. Please let me know if I can ever reciprocate.

Sincerely,

Example 1: Sample letter for business referral

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Trenton:

We would like to thank your company for referring Mr. Kyle Barton to Editors, Inc. In a preliminary telephone conversation with Mr. Barton, he mentioned that he obtained information concerning our services from Martina Haverty in your design department. We hope to be working with Mr. Barton in the near future on his manuscript.

We appreciate your employees taking the time to refer people who are requesting developmental editing services to our new company. It is gratifying to know that we are developing a favorable enough reputation for your employee to feel confident enough to refer to us someone who may also require your services at a later date. Please be assured that we will recommend your binding services to our customers.

Sincerely,

Example 2: Thank you for the referral

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Emilio:

I would like to thank you for the enthusiastic referral you gave Ms. Lightner during the lunch we had today. She wasn’t joking when she said she would call immediately; there was a message waiting for me when I got back to the office.

Are you sure you wouldn’t like to become a sales representative for our accounting firm? With the kind of referrals you give, we would probably have more business than we could handle.

Thanks again; the possibility of a new client is always appreciated.

Regards,

Example 3: Referral thank you letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Ms. Troy:

Lopez, Lopez & Lector Law Firm would like to thank you for the referral of Scott Pulford to our offices. The preliminary discussion of his grievance would certainly seem to indicate that our lawyers can competently handle his case.

We will certainly reciprocate by referring any accident litigation to your offices.

Sincerely,

Example 4: Referral letter samples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Cross:

Yesterday I got a call from Peter DeFreitas, vice president of operations at Silver Media Group, requesting a quote on designing and publishing a monthly program guide of their services and channels. Peter said you had recommended our company and related to him how pleased you were with our last project.

I sincerely appreciate the referral. Thanks to you we have the chance to really make a mark with the largest media company in the region. This is just the sort of boost we needed to get to the next level of business.

As a sign of my appreciation, I’d like to buy you lunch next week. I’ll be in touch within a day or so to see when you’re available.

Sincerely,