Guidelines : Response to a Thank You

Responding to Thank Yous

Guidelines and Alternate Phrases

• Express your thanks for the reader’s thoughtfulness in letting you know your employee’s or your own efforts were appreciated.
• Mention the pleasure the thank-you note gave you.
• I highly respect your expertise and opinion, so you can imagine my delight over your letter.
• It’s so nice to hear our employees really do go the extra mile as we encourage them so often.
• Your letter made my day.
• What a way to start the day–a warm, complimentary letter from a valued customer. Thank you so much for letting us know how you feel.
• Thank you so much for writing. We’ve taken your comments to heart.
• Tell the reader you have passed on the good comments to the other people involved.
• Be sincere.

Example 1: Reply thank you letter for suggestion

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Peppersen:

Now and then the mail includes a letter that brings special warmth to the day. It is especially nice when someone is helpful in a situation such as you described in your letter, and I am very glad that Frank Golightly and Don Davis from our company were so accommodating. As you point out, the interest shown and service provided make real friends for us at Telget and are the kinds of actions that make us particularly proud of our employees.

I am pleased to forward your letter to our field office; the manager there will provide an opportunity to recognize Mr. Golightly and Mr. Davis for their outstanding representation. No doubt they will appreciate, as well as be encouraged by, the time and trouble you took in writing your kind remarks. In addition, I have asked that a subscription to our in-house magazine be forwarded to you for your future needs.

Thank you for taking the time to write. We sincerely appreciate your thoughtfulness and your business.

Cordially,

Example 2: Response to advise letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Rich:

It is always gratifying to learn one’s employees are taking the time to make sure any problems a customer may have are handled quickly and cheerfully. That’s why your letter was such a pleasure to receive.

Tim Barstow has long been one of our most valued employees, and your generous words of praise for the decisive action he took in correcting an error-filled order reinforced this position. It is good to know he took the initiative to solve your problem when a manager was unavailable. After all, your satisfaction is most important, and we are proud Tim kept that in mind.

I am forwarding this letter on to Tim, who will be pleased to know of your compliment. I am also going to pass it on to Tim’s immediate supervisor so it may be placed in Tim’s employee file. Thank you for taking the time to let us know of Tim’s helpfulness.

Sincerely,

Example 3: Responses letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Vargason:

It was truly a delight to receive your letter praising Barbara Parr’s helpfulness in explaining our ordering options menu. Barbara has only been with the company a short while, and we are glad to know she is already making such a good impression on the customers who call in need of assistance. As you wrote in your letter, her willingness to help is what makes customers return to the same company time and again.

Barbara’s four-week review has been scheduled for tomorrow, and I can think of no better way to open this meeting with Barbara, her supervisor, and me to present them both with copies of your letter.

I appreciate the time you have taken to let us know of Barbara’s exemplary performance.

Yours Truly,

Example 4: Response to a Thank You

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Seltzer:

Thank you so much for your generous praise of Maria Chavez’s efficient service in registering you for the upcoming conference. It is always gratifying to know our employees perform their day-to-day duties with such friendly precision. And, as you point out, Maria is exceptionally adept at giving easily understood directions for people who have never visited our city.

Please be assured I will not only give a copy of this letter to Maria, but will also put it in her permanent file, where I am sure it will serve her well during future reviews of her performance.

The time you have taken to inform us of Maria’s performance is appreciated.

Sincerely,

Example 5: Suggestion response letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Mr. Lewis:

After an incredibly hectic day, it was a true joy to receive your letter commending Aimee DuPont’s recent actions in helping you select a gift for your anniversary.

Hearing that Aimee “took her time” with you, as if you “were the only customer there” and “asked question after question to find out what [your] wife truly liked rather than simply suggesting whatever was close at hand” gives me a feeling of pride in my staff. It is good to know they take their duty to customer service so seriously.

I will pass on your kind comments to Aimee. I know she will be pleased to hear them. Thank you so much for both your kind letter and your patronage.

Cordially,

Guidelines : For Speaking

Thank You for Speaking

Guidelines and Alternate Phrases

• Express your appreciation for the presentation in a general summary statement.
• It’s really encouraging to have individuals come forward who are willing to contribute their knowledge and experiences toward the professional development of others. Your presentation was no exception; we so much appreciate your expertise.
• Thank you for taking the time last Friday to share your insights on new trends in the electronics field.
• We appreciate your speaking to us last week about investment trends among the top corporations in the nation.
• You did an excellent job last Thursday when you addressed our group on the pitfalls of drug testing in the workplace.
• Your presentation was, in a word, outstanding.
• Our group was so pleased to have you speak last week on the drilling rigs of the future.
• What an impression you made on our group members last week as you talked about the need for personal career planning within the large organization.
• What an impact your presentation will have for years to come on our group of trainers as they “go out into the world” to revitalize our organization with new ideas.
• You did an exceptionally fine job last week in stirring our members to action.
• Elaborate by adding several specific details about the presentation that were particularly beneficial, memorable, or personally useful to you.
• Your information and examples are certain to make an impact on the organizations represented at the meeting.
• You made the difference in my attitude about the value of the entire convention. I came to realize that …
• Your multimedia presentation certainly added the pizzazz our audience needed after four days of convention.
• Your story about … really made your point about quality memorable and real.
• Your case studies gave us the necessary hands-on practice in applying the theory. Application is what’s usually most necessary and most often missing from other presentations of this nature.
• Your statistics should wake up all of us to the need for some immediate changes.
• Your stories about Princeton, Inc., were all too real.
• Your anecdotes about customer service touched a nerve with our group. We’re all painfully aware of the improvements we need to make in this regard.
• We certainly appreciated your humor–a delightful surprise on such a serious topic.
• You took what could have been a dry subject and made it so entertaining, as well as informative.
• The assistants you brought along to help with the demonstrations were an excellent idea; they left you free to mingle with the audience before and after the presentation.
• You amazed us with the manner in which you responded to such high-pressure questions with such charm and graciousness.
• Your energy level was contagious. You had people who have been sitting on the sidelines for years participating in your activities.
• Your answers to the questions asked were straightforward and honest; we couldn’t have asked for more.
• Your true expertise was certainly apparent as you fielded the audience’s questions with such ease and simplicity.
• Your explanations were easily understood, even for the layperson in the audience.
• You cut through the usual jargon, buzzwords, and weasel words, and spoke to the real issues with accuracy and honesty.
• Your smile and your entire demeanor disarmed the audience and gave them opportunity and encouragement to ask the questions that were really on their minds.
• You were honest and direct–qualities we always appreciate in organizational spokespersons.
• The pace was exactly appropriate for our group–fast enough to keep even the most knowledgeable interested, but slow enough so as not to lose the average user. Your extensive knowledge of the subject was even more apparent during the question-answer time.
• You put the group at ease from the very beginning, and they loved you for making them feel special and understood.
• I heard several audience members rehashing your points at the break–always an excellent sign that the speaker has made his ideas memorable and useful.
• The feedback we received from the audience was wonderful; they felt your presentation was exactly on target for their needs.
• Several audience members commented you obviously knew their organization and their team members well, and that says to us meeting planners you took the time to customize for our group.
• You presented a picture of our work here that was alarming in its urgency but not offensive to us personally.
• You included just the right mix of theory with how-to’s and practice.
• Mention any intentions you have to pass on a referral or to publicize his or her excellent job. For professional speakers, publicity and referrals mean added business. To colleagues, the praise may mean career recognition internally.
• I assume you won’t mind if I tell everyone I see to sign up for your next session.
• I’ve passed your name and address on to our home office staff, along with my recommendation they contact you about presenting the ideas at a national meeting.
• Your name will be on the tip of my tongue every time the subject of quality control comes up around here.
• I plan to include a feature story highlighting your work in our next in-house newsletter.
• We’ve decided to run a short excerpt on your presentation in our convention paper.
• I’m personally planning to call several managers in the eastern region to let them know of your availability and expertise on this subject.
• I’ve written your manager a note about the presentation, because I think she should be aware of the service you’re doing for our branches by providing this information.
• I’m placing your card in my card file so I can have it handy whenever I hear of a colleague facing these same problems.
• My professional organization certainly could use a program of this nature. I’ll give your name to our program chairman at our next meeting.

Example 1: Speaker thank you letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Nixon:

Thank you for taking the time to fly to Sheraton County to share your research work with the educators in our school system. Your ideas on “active learning,” creativity, and multimedia interaction fascinated our group. Several members were particularly pleased to hear the positive effects these teaching methods had on the attitudes of the children involved in your research groups. We had no idea business and industry organizations were so heavily involved in research fields so closely related to ours.

Several members of the audience have expressed interest in hearing more about your work and will be recommending to their individual schools that you speak at other locations during their in-service training. You may be receiving calls from the various directors of curriculum throughout the year, and we hope you can speak to us again as your schedule permits.

Should there ever be an occasion for us to return the favor by actively participating in some of your research projects, we would be more than willing to do so. Again, thank you for taking the time to share your work with us in such an enlightening way.

Sincerely,

Example 2: Praise letter to speaker

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Senator Talley:

Your keynote speech at last night’s convention banquet was absolutely inspiring. It was the perfect conclusion to the topics that had been discussed over the weekend.

After the banquet was over, I heard many people express the same sentiments. Indeed, people talked of little else as we waited for the airport shuttle to arrive. Your ability to cover all the pertinent topics presented so succinctly and then to expand upon these ideas with the thought-provoking questions you posed, truly caused us to pause and reflect. It is not often we in the business world have time to consider the philosophical implications of our work, but last night we did.

While at a business luncheon today, I mentioned the speech you gave to several colleagues who were unable to attend the conference. I provided them with your card, and several expressed an interest in having you speak at various upcoming meetings. I told them they would definitely gain new insights from listening to you speak.

Sincerely,

Example 3: Appreciation letter to speaker

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Pamela:

I told the conference committee that they would not regret having an “unknown” such as yourself for the featured speaker at last week’s telemarketing conference. And the committee was, quite honestly, blown away.

The impassioned presentation you made about the benefits of telemarketing and of ways to persevere in such a challenging field made a tremendous impression upon both the committee and the audience. However, your inspiring words, which were combined so wonderfully with practical advice on how to handle difficult situations, made all of us realize the job is worth its difficulties.

The committee has requested I ask if you would be available to speak at future conferences. Congratulations on your resounding success Pamela—I knew you would be a hit!

Regards,

Example 4: Sample thank you letter speaker,

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mrs. Bend:

It was a true pleasure to hear your informative speech on conducting performance evaluation meetings. Such meetings can be difficult, but the suggestions you gave for approaching the subject, as well as for choices of phrasing you explained, suddenly made the situations seem much more manageable.

I especially enjoyed the role-playing portion of the lecture. It was helpful to try out your advice on “employees” who you could start over with if you made a mistake. The generous comments and suggestions you offered as you watched these scenarios were exceptionally helpful.

I would be interested in retaining your services for an upcoming management meeting but am unsure if you speak to groups that small. Please call me at 322-5687 to discuss the matter. I feel my entire management team could benefit from your advice.

Yours Truly,

Example 5: Letter for presenter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Magnon:

You gave one of the most entertaining, lively presentations I have ever had the pleasure to attend during a conference.

You made “Effective Management Styles” more than the usual stuffy listing of currently popular methods. I was amazed to see men and women who normally sit silently through a lecture openly discuss the various methods they have seen come and go. The hilarious stories you told of situations that occurred when using this or that method, as well as ones the various audience members related of their own experiences, clearly made serious points despite their ruefully funny nature.

We will be hosting an upcoming Management Techniques Conference next March, and I feel you would be a perfect addition to our roster of speakers. We would love to have such an animated presenter included in our program.

Regards,

Guidelines : For Referral of Company

Thank You for Referral for Company

• Guidelines and Alternate Phrases
• Thank the reader for the referral and for confidence in you and/or your organization. Be specific enough to let the reader know you understand and appreciate the time and effort involved–and possibly even the risk of his or her reputation if the referral arrangement doesn’t work out.
• Thank you so much for giving our name to Wheaton and Blyble. I understand you had to phone several times to make contact with the right person–a frustration we’ve run into often. We admire your persistence.
• Thank you for your referral to Wheaton and Blyble. They phoned us immediately after they received your letter. Your effort in writing rather than phoning them gave our name “staying power” as they passed the letter through the offices of the executive staff.
• I appreciate your kind words to the Wheaton and Blyble representative last week at the convention. He said you spent almost half an hour with him explaining our methodologies and successes with your company. Such word-of-mouth is invaluable to us.
• We appreciate so much your bringing up our work in the Kencaid meeting last week. Several members at the dinner phoned as a result of your mention. A referral from someone as respected as you in the industry certainly carries a lot of weight.
• Thanks so much for passing along our name and phone number to Earl Hughes last week on your flight to New York. When Mr. Hughes phoned us later, he mentioned he had kept you from your paperwork for almost an hour as he pumped you for more information about our consulting work. Thank you so much for giving him such a splendid, detailed explanation.
• Thank you for referring your client, Wheaton and Blyble, to us for their software needs. On such occasions, we realize your own reputation is at stake in recommending clients to other vendors, and we don’t take that risk lightly. Thank you for your confidence in us.
• Elaborate on your expectations for the outcome of the referral. You want to reassure the reader that his or her effort was worthwhile and appropriate for both parties involved.
• Mr. Hughes seems ready to move forward at this point.
• We expect at least to get an opportunity to quote our prices for their consideration.
• They have assured us they definitely want to talk further about the possibilities of a long-term partnership.
• We have been able to schedule an appointment with their buyer.
• They’ve asked us to forward materials for consideration by their management committee.
• Your referral gained us the opportunity to submit a proposal for the project.
• Thanks to your efforts, Mr. Hughes has agreed to meet with us next Friday.
• Let the reader know you understand the time and effort involved.
• I understand you had to make three long-distance phone calls before you finally got to speak to the right person in referring our company. That’s persistence, and I thank you.
• Some of that time you spent I’m sure was after hours. Please know I appreciate your personal sacrifice in spending time away from your family on my behalf.
• Offer to reciprocate or express your goodwill in another way.
• Will you please let me know if I can ever return the favor?
• Please call on me to help you in some small way.
• Please keep my new work number and call on me whenever I can help you make contact with a prospective client.
• May I take you to lunch next Thursday as a very small token of my appreciation? I’ll phone you.
• I’ll be looking for an opportunity to return the favor.
• May I take you to dinner as a small token of my appreciation for the referral? How about Wednesday, August 6?
• You can be sure when we have opportunity to do so, we will suggest your firm to our clients in need of maintenance work.
• We’ve made our staff aware of your referral, and they are looking for ways to repay the favor.
• Let me know when I can reciprocate with a referral on your behalf to some of our member organizations.
• I’ll look forward to mentioning you and your firm on other occasions.
• We’re anxiously awaiting the opportunity to refer your own organization to our colleagues and clients and hope to do so soon.
• We plan to return the favor of a referral whenever an occasion arises.

Example 1: Referral thank you letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Pete:

Thank you for taking the time to phone Mark Rhodes about products that can help him control his heat-shrinkage problems in the Lafayette plant. I know you’re extremely busy and on the road often, and I appreciate your effort to get in touch with him on our behalf.

We were able to schedule an appointment immediately and have already met with him about solving the problem. He seemed quite interested and has asked us to prepare a formal proposal and present it to his management staff in New Orleans next month.

It’s only through references for past work and new referrals that we survive in this business, so please accept my gratitude. We hope to provide such excellent service they will not be taking your name in vain for the referral! Thanks so much.

Cordially,

Example 2: Thank you letter for a referral

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Joy,

Thank you so much for giving our name to Netmart in Philadelphia. Mr. Tom Sizemore from their marketing staff called this morning, expressing an interest in our services, and we plan to visit their headquarters next week to show them what we have to offer.

I realize you had a very hectic time simply following up on all the leads your trade-show booth turned up for your own company. With your own work load, to take the time to write Netmart suggesting they contact us was “above and beyond the call” of professional friendship.

Thanks so much. I’ll be looking for an opportunity to return the favor.

Cordially,

Example 3: Referral letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Peterson:

Thank you so much for the kind referral you gave to Wilmarth & Sons. Ian Wilmarth called us yesterday. He informed us you assured him we were the answer to his problems. We are flattered you could make such a strong case for a company in such a short period of time, and will do our best to live up to Mr. Wilmarth’s expectations.

We have studied a preliminary report on the situation and have already come up with three or four possible solutions. We will be able to refine these solutions after we meet with Mr. Wilmarth on Wednesday.

We appreciate you thinking of us when you were engaged in a casual conversation with a colleague. Please don’t hesitate to call if we can in any way return the favor.

Sincerely,

Example 4: Thank you for referral our company

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Boxlietner:

I have just received a call from Windswept Galleries asking for a viewing of my work Thursday at 1:00 p.m. for a possible showing. Ms. Chin from the gallery said you had spoken very highly of my recent paintings. I realize what it means for a respected critic like yourself to call the gallery and endorse an unknown like me.

I realize this opportunity is due solely to the time you spared from your hectic schedule to call Ms. Chin on my behalf. As a small thank you for this chance, I would like you to have “Mariana’s Dream.” You mentioned at my coffeehouse show it would be perfect in your apartment. I would be pleased if you would accept it.

Sincerely,

Example 5: Referral of Company

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Palmer:

Thank you for your kind referral of our accounting agency to Mr. William Blount. Mr. Blount phoned yesterday and said he had spoken to you at length during a recent business meeting. In fact, he said you spent most of the lunch answering question after question concerning our agency. This would explain how he knew so much about our services before we had the chance to explain them!

We will be meeting with Mr. Blount for a more detailed discussion on Wednesday of next week to formally offer him our services and review our rates. While nothing has been set in stone, we feel quite optimistic about our chance of retaining his account.

We are well aware without the time you spent endorsing our services we would not have this opportunity. If there is anything we can do to repay you in kind, please do not hesitate to call us.

Sincerely,

Guidelines : For Professionalism/Quality of Service

Thank You For Professionalism/Quality of Service

Guidelines

• Express the high standards your company has and the quality of work you look for in an employee.
• State how this employee has met these qualifications and high standards and express your heartfelt appreciation.
• List what the company will do for the employee in return for his/her outstanding service. For example, trips, bonuses, extra leave, recognition in the company newsletter or an award at the company banquet.
• Close with another thank you for their professionalism and the example they give to the other employees.

Example 1: Sample letter of employee appreciation

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Annette:

We would like to thank you for the professional behavior you exhibited when a recent customer erroneously blamed you for a problem with her merchandise.

We have never expected our employees to have to endure such abusive behavior, even if the person in question is a customer. This makes your restraint and continued politeness all the more appreciated. It truly was above and beyond the call of duty.

If such a situation occurs again, please ring for a manager immediately. We would like to keep you from having to endure such a situation in the future. Thank you again for presenting our company in such a positive light.

Cordially,

Example 2: Compliment Letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Blanche::

We would like to commend you on the exceptional efficiency with which you carry out your daily duties.

Your friendliness, helpfulness on the phone, and willingness to perform small tasks that ensure our guests’ comfort during their stay with us have not gone unnoticed. We feel your professionalism is an example to all of the workers in our employ.

Please accept this “Paid Day Off Pass,” which you may use at any time during this month, in recognition of your extraordinary efforts on behalf of our hotel.

Yours Truly,

Example 3: Letter of recognition example

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Luciano:

We would like to thank you for the care you have shown in your handling of Mrs. J.K. Silverstein’s account. As you know, her account has been misrepresented in the past, and it was a true measure of her faith that she allowed us the opportunity to work for her again.

Your handling of the account was flawlessly executed—you took the time to meet with Mrs. Silverstein and review her account history, patiently listening to her questions and concerns.

Mrs. Silverstein praised your professionalism before she left that day. For her to do so after the mistakes that were made previously on her account speaks volumes about your performance.

Keep up the good work.

Sincerely,

Example 4: Employee recognition letter examples

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. McGuire:

Congratulations and thanks are in order following your cool behavior during a recent robbery.

We are grateful to you for the quick manner in which you managed to calm the rest of the staff and your willing compliance with the robber’s demands, which ensured the safety of the others involved. Your observations of the robber’s description were instrumental in the police’s apprehension of him. Few in such a situation would have the wits to recall the amount of detail you provided.

While we understand your decision to resign following the incident, we want you to know how sincerely appreciative we are. Should you ever decide to return, the door will always be open.

Sincerely,

Example 5: Thanks for quality of service

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Emilio:

We would like to express our sincere thanks for the ease in which you manage the phones, daily schedules, travel plans, typing of briefs, and lunch arrangements for fourteen busy lawyers.

I know we do not often take the time to thank you for these services. Still, you continue to tend to our needs much more efficiently than any secretary we have had in the past.

As a small token of our appreciation we would like to schedule your lunch for a change. We would be pleased if you would allow us to take you to Medallion’s for a long lunch this Friday. We feel this would be an excellent time for you to become better acquainted with some of our senior partners.

Yours truly,

Guidelines : For Personal Reference

Thank You for Personal Reference

Guidelines and Alternate Phrases

• Thank the reader for the recommendation.
• Mention the good results.
• I got the job I was wanting.
• You were successful–your excellent reference cinched the job for me.
• I have begun work as a systems engineer, working on exactly the kind of applications that I was trained to do.
• Although I haven’t heard of their final selection for the job, I greatly appreciate your kind words and will save the letter for other possible uses.
• Offer to return the favor.
• May I help you in some way?
• Let me know if I can ever give someone you know a referral and assistance in this way.
• I want to show my appreciation in some small way. May I take you to lunch when you’re in New York again?

Example 1: Thank you for recommendation letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Martin:

Thank you so much for taking the time to write the letter of reference. Your words were so glowing I thought the company might believe I walked on water! But good news–I start to work October 15.

This is the job I’ve been waiting for, and I’ll not forget your part in helping me land it. Let me know when I can return the favor.

Best regards,

Example 2: Thank you letter to references

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Earl:

I want to thank you personally for your interest, support, and encouragement in my recent job search. I’ve accepted a position with T.J. Samson and Associates in San Diego.

I’ll be joining their company as vice president of marketing with responsibilities in the five-state western region. Primarily, we sell oil-field engineering and inspection services and related products.

Your advice was particularly helpful in the interviewing process. Let me know if I can help you, your friends, or your associates in any way. I don’t want to get too far away from your network!

Sincerely,

Example 3: Personal reference letter template,

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Cheryl,

We did it. And I do mean we. Your comments were apparently exactly what the new marketing director at Perfield wanted to hear. Out of the 200 candidates originally considered for the position, I am one of four who have been invited back for a third interview.

Although that interview is still two weeks away, I didn’t want to let another day go by without thanking you for taking the time to write the letter of reference. Although I can’t imagine how I might help someone of your position in a similar way, I do want you to call on me for any other favor–perhaps some information or special tickets to an event you may want to attend when traveling in New York? I’d love to hear from you for any reason or favor at all.

Thank you for making me look so well qualified for the job.

Cordially,

Example 4: Referral thank you letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Wyatt:

Thank you for supplying a reference for me to Hewett-Martin, Inc. Evidently, you did an excellent job in communicating with them, and your opinion was highly valuable to that company. I began my job as research assistant for Mr. Franks almost immediately.

I still remember the excellent working relationship in your department and count it as extremely beneficial experience that has enabled me to progress in my career.

Thank you again, and please write or phone if I can help you in any way.

Sincerely,

Example 1: Sample letters for thank you information

Memorandum

TO:

FROM:

DATE:

SUBJECT: Leads on TeleChange

You and Sylvia Koonzt are to be commended on the excellent cooperation you’ve given the home office in furnishing qualified leads on the TeleChange. We have passed these leads on to the appropriate people (Harriet Stovall and Mark Browning), and they have been able to make all three sales.

Sylvia, I’m sure, will be expressing her thanks to you directly. As a result of these sales, she has surpassed her yearly sales objectives with two months still to go.

We know passing on these leads took extra time from your daily effort, and we want you to know we appreciate and have noted the support. Keep up the good work.

Example 2:Thank you letter for guidance

Memorandum

TO:

FROM:

DATE:

SUBJECT: Textbook List

Clarice:

As you know, the curriculum committee has been hard at work setting the criteria for the upcoming school year. That is why we value the initiative you have shown in supplying us with a list of new textbooks.

What made your lists so accessible was the brief critique of each book that you provided. We know the time involved in reviewing books and appreciate the investment you made on our behalf. It allowed us to evaluate the choices much more quickly. You will be pleased to know we agreed with your top three choices and have recommended them for inclusion into the final selection group.

Thank you.


Example 3: Thanks For Information

Memorandum

TO:

FROM:

DATE:

SUBJECT: Lead on Abbey Account

Thanks for the lead you gave us last week concerning the Abbey Account. Based on the information you provided me, I was able to arrange an interview with Mr. Abbey on Friday. He called me back today to inform me he was transferring the account to our company as soon as his contract with Lector Enterprises expires next month.

Jack, I can’t thank you enough for the information you provided. It has allowed me the chance to act as a rep for one of the leading manufacturers in town. When you get the chance, dinner is on me.


Example 4: Business Information

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Training Methods

Thank you for the information you submitted regarding the new training methods you learned at the McKelvy seminar. Like you, I am always interested in more effective ways to train our staff for top productivity.

I appreciate the time you took in preparing these reports. I know how busy your regular work day is, and I realize you must have put in some extra time for the reports to be as detailed as they are.

I would like to meet with you to ask one or two general questions. If possible, do you think we can meet sometime before Friday? The training group meets then, and I would like to be able to present your ideas and suggestions to them. Keep up the good work.


Example 5: Information memos

Memorandum

TO:

FROM:

DATE:

SUBJECT: Bug Board Marketing Analysis

We have just received the marketing analysis you did on your own time for Bug Boards. I’ve passed your findings on to Callie. She will appreciate the extra two-market trends you considered that were not on the departmental report. Though not typical markets for this kind of product, I agree they may turn out to be quite lucrative ones.

I have also forwarded your findings to Juanita in the advertising department. She is going to play with some ad possibilities based on the markets you address—should the management decide to target these groups after reviewing your proposal at the May 13 meeting. Can you attend that meeting to field any questions?

Thanks you so much for your report. I have a feeling your marketing analysis could turn out to be quite profitable.

Guidelines : For Hospitality

Thank You for Hospitality

Guidelines and Alternate Phrases

• Mention the event or circumstance during which you were treated so well.
• You made our week in Atlanta so memorable!
• Thank you so much for your hospitality last week in hosting our operations people in your facilities.
• The tour you and your staff provided during our recent trip to Philadelphia was the highlight of the convention week. What an enjoyable Saturday!
• Thank you so much for agreeing to host our NSA chapter meeting in your facilities, particularly on such short notice and with such class!
• Elaborate specifically about what the individual did to show thoughtfulness and make the occasion particularly enjoyable or memorable. How did he or she spend extra time, money, or effort on your behalf?
• Mention your eagerness to reciprocate, if appropriate and sincere.
• We will be eager for our turn to show you such a nice time.
• Won’t you let us know when you plan to visit our city so we can reciprocate your hospitality?
• We’ll look forward to an opportunity to return your thoughtfulness.
• We’ll look forward to a time when the tables are turned, and we can show you such a good time.
• Needless to say at this point, we had a wonderful time. When can we host your group in our city?
• We’d love the opportunity to show you our facilities and treat you to a cookout here.
• I look forward to getting together with you at our club soon.
• I’ll be phoning next month to see if I can take you to lunch.
• Marge will give you a call in October to see if we can meet for dinner at the conference–as my guest this time.
• It was nice of you to think of us; we’ll be in touch soon to see if you can join us for dinner and dancing.
• We plan to stay in touch and be of service to your staff in any way we can.

Example 1: Hospitality thank you letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Palan:

Thank you so much for our warm reception and your gracious hospitality on our recent Malaysian tour.

Without your advice and constant attention to detail, we would not have enjoyed ourselves nearly so much. Your rapport with the business community was obvious as you were able to provide introductions to all the distributors we wanted to meet.

But more than the business arrangements, you were so considerate of helping us make the best use of time to see the country and learn more of the Malay culture. Taking us to dinner all three evenings at the most elegant restaurants, I’m sure, took you away from your family. Please express our appreciation to them also for allowing us the extra time to visit with you and your colleagues.

Would you please plan on letting us show you our state when you attend next year’s NTS convention here? Thank you again for such an enjoyable, as well as profitable, time with you in your country.

Sincerely,

Example 2: Cover letter for hospitality

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Fred:

On behalf of the Froston project team, I want to thank you for the time you took to organize and host our tour of your plant on April 8. The tour and commentary were informative and made valuable use of our limited time. Special thanks are in order for scheduling Mike Wilson to answer questions and for providing our lunch at the plant cafeteria.

The visit helped our co-op trainees to understand, through education and hard work, that opportunities for career success are available to them. Additionally, our students who are studying engineering and computer science found the tour particularly meaningful.

Again, thank you for making our visit a memorable and encouraging experience for all of us. You can be sure the communities and families of these students will hear of your hospitality.

Sincerely,

Example 3: Thank you letters hospitality

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Sharon:

Thank you so much for permitting me to drop by your home to tape the script for my audition for the training video. I never expected you to go to so much effort in preparing such delicious snacks and in having arranged your schedule to give me so much of your time.

The tape is just perfect for my purposes–your personable way of speaking has made learning the dialect so much more enjoyable and certainly much easier. My drama character, Gloria, is blossoming into a true-to-life Texan, thanks to you.

Most sincerely,

Example 4: Thanks for your company

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Joan,

I appreciate so much your hospitality in including me in the Alejando party last weekend. As you know, these sessions provide a unique opportunity for a banker to meet new people and continue contacts with existing construction friends. (I trust you don’t mind my using your hospitality to this end.) I must add I took particular pleasure in meeting Bob Hart, an interesting fellow from Peru. It seems we have many mutual friends there.

You always give such attention to your guest lists in an effort to make us all comfortable–not to mention the lavish buffet.

Thank you again for including me. I’ll look forward to having you join me as my guest sometime soon.

Best regards,

Example 5: Business hospitality thanks letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Benton:

The reception for Dr. Harris and his wife provided just the opportunity I’d been wishing for to renew all my acquaintances with Universal. Some of the attendees I met for the first time, of course, due to your growing staff. I must say, after having talked with some of them at length, you have hired some of the best in the industry.

But the most enjoyable part of the evening was swapping “remember whens” with familiar faces. It was so thoughtful of you to invite my wife also. Because she had accompanied me to so many company functions in the years I was with you, she met and visited with nearly as many old friends as I did.

Let’s not let the renewed relationship lapse again. Could we count on meeting you for dinner at Tony’s the weekend of August 6? I’ll phone you later in the month to see what your schedule looks like.

Cordially,

Example 6: Hospitality thank you

Memorandum

TO:

FROM:

DATE:

SUBJECT: Florida Hospitality

Harvey, just a note to say thank you for your hospitality while I was soaking up the sunny southern atmosphere and doing my homework in learning to fine-tune a MOG system. Do tell your wife thanks for giving up her evening alone with you and joining us for Tuesday night’s “fiesta.”

Please let me repay the favor when you’re out our way next fall; I know of a skeet-shooting range you would enjoy. If you let me know a day or two in advance, I’ll make the arrangements.

Thanks again.

Guidelines : For Gift

Thank You for Gift

Guidelines and Alternate Phrases

• Thank the reader for the gift.
• Thank you for the nice….
• I so much appreciate your thoughtfulness in sending the….
• What a nice surprise with today’s mail; your gift came and with it, your kind note.
• Your painting was delivered today. How thoughtful for you to remember our move to the new office!
• Elaborate specifically on how you will use the gift, or the value or significance of the gift to you. Your specific comments assure the reader that you will enjoy this special gift.
• Every time I use the ___, I’ll remember your thoughtfulness and trouble in sending it.
• Your gift makes me feel so welcome among the group. I appreciate your including me.
• Your thoughtfulness in sending the ___ underscores the kind of atmosphere we have in the office–that among friends rather than mere co-workers.
• I know you must have taken hours to find just the exact color to match the pieces I already have.
• I know you must have spent hours searching for just the right addition to my collection.
• This should create just the right image with clients!
• I’ll use the ___ ever so much in my travels.
• This should make my job so much easier.
• This ___ represents quite a few calories, I’m sure, and I’ll enjoy each and every one.
• This ___ is an intriguing idea. I’m fascinated with it.
• This ___ will afford hours of enjoyment over the coming months.
• My family will be delighted with the tickets. On the few occasions we’ve been able to attend such an event, we’ve enjoyed ourselves immensely.

Example 1: Thank you for gift

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Elaine:

The luscious fruit basket was waiting in my room when I checked into the hotel last Thursday for the convention. What a nice surprise–especially after the usual airline delays and missed connections. I had a bedtime snack and retired for the night, knowing someone still thought of nice things to do for other people. I enjoyed the fruit again for breakfast; thanks to your being so considerate, I didn’t have to worry about going out for breakfast or calling room service.

You were so thoughtful; that gesture certainly started my convention week on a warm note.

Cordially,

Example 2: Thank you letter to colleague for gift

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Alfred:

Your Cross pen and pencil set arrived in my office today. Thank you so much. Somehow I have managed to lose the last two I’ve had–perhaps because I find them so nice to use and consequently carry them around in every available pocket.

Your were thoughtful to remember me in this way, and I do wish you the best with your research project.

Sincerely,

Example 3: Thank you for gift letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Margaret:

Thank you for the copy of The New Secretary: How to Handle People As Well As You Handle Paper. I’m very anxious to read it and lower the level of my ignorance! The table of contents tells me this is a book I’ll want to share and to recommend to others in the office. It is a book I would have dearly loved to have had available when I was just getting my feet wet.

I appreciate your thoughtfulness in sending it.

Cordially,

Guidelines : For Donation

Thank You for Donation

Guidelines and Alternate Phrases

• Express appreciation for the specific donation, avoiding the sound of the “form” thank-you letter.
• We appreciate your help so much–your donation of $500 arrived today.
• Thank you for responding so generously to our appeal for help with the restoration of the Haven Center.
• We are so encouraged by your positive response, the $500 check, to the Kellogg Foundation.
• A great big “thank you” for your donation of $500 toward the ATV scholarship fund.
• We were so pleased to receive your check for $500 to help us provide shelter for the needy in our local community.
• Be specific in mentioning at least one way the money or gift will be used. Or, you may prefer to summarize the overall result of the donation and what the money represents.
• To us, your response was the encouragement our staff needed to carry on the struggle to keep the Center’s doors open.
• Your donation represents to us the kindness and caring that run deep in our community where our own citizens’ needs are concerned.
• The money you sent will mean the difference in some young person’s life-long dependency on others and his or her self-sufficiency in the future.
• Your gift means our workforce will be better educated to meet the challenges of the next decade.
• Your giving will help us buy new equipment and continue our research toward finding a cure for this dreaded disease.
• Through your gift, used to purchase bullet-proof vests, the city police can now feel safer and better serve the public.
• Such support will assist in our continuing effort to maintain an independent private institution of the highest quality.
• The landslide victory and the clear mandate from the people could not have been achieved without sufficient funds to carry out the election plans. We thank you.

Example 1: Sample letter of solicitation for donations

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hazelwood:

Your check for $2,500 arrived today. We appreciate so much your contributing to our fund for establishing a training center to focus on the literacy needs in our local community.

Thanks to companies such as yours, families can now raise their standard of living as fathers and mothers learn to read and thus become qualified to handle more rewarding jobs. Children can hear their parents read them a bedtime story for the first time. Grandparents can complete their health insurance claims and read a map to travel across the city.

We hope it gives you great personal satisfaction to know with this donation you’ve helped to give many people a fresh start toward their life’s goals and dreams. Thank you.

Sincerely,

Example 2: Thank you donation letter template

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Seitz:

Thank you for your recent contribution of furniture and tools to our mission. This contribution will help us improve the quality of life for persons who are handicapped and disadvantaged in our community. Specifically, the donations translate into training and work opportunities for several individuals you may or may not have a chance to meet. The feelings of independence and self-worth that come with both are something we all need and value.

We thank you for your partnership in this important ministry.

Sincerely,

Example 3: Contribution letter sample

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hines:

Thank you very much for your March 2 letter enclosing a check for $2,000 from your corporation to the Resomm Arts Campaign. Our first project will be to begin restoration of the Hoffine Museum.

It has been most gratifying to observe the response of companies such as yours, to act on behalf of the arts in the community. Particularly, I was encouraged by the statement of your intention to increase your support next year.

We commend you for such farsightedness and your generosity in supporting the community.

Sincerely,

Example 4: Sample thank you for donation

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Pearsall:

We have just received your check for $10,000 for our “Create a Garden for Kids” campaign. We are grateful to you for your personal contribution and the contribution you solicited from your company.

As you may know, “Create a Garden” is dedicated to two aims: introducing city children to the joys of gardening and involving city children with urban renewal. We have already completed several garden sites around the city which have become mini-tourist attractions.

Our upcoming projects include a night-blooming garden, a hummingbird garden, and a Japanese water garden. Although several local businesses have made various donations in funds and supplies, our project had been temporarily postponed due to lack of funding. But thanks to your generous contribution, we are now back on schedule and can proceed with the following: purchase of exotic plants for the night blooming garden, construction of the Japanese water garden, and iron cast benches and a gazebo for the hummingbird garden.

We hope you realize how happy you have made the kids we work with. Enclosed are their letters of appreciation. Please feel free to stop by one or all of the new garden sites (shown on the enclosed map) and see what you have helped to make possible.

Sincerely,

Example 5: Donation thank you letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Hopper:

Thank you for your contribution of clothes to Savior House. We were overwhelmed by the number of boxes you sent, and appreciate your solicitation of garments at your workplace on our behalf.

Savior House currently provides shelter for 28 children and teens, most of whom are runaways. The young adults who take shelter under our roof do not have much more than what they are wearing when they first arrive. They especially appreciated the fact that the clothes you provided are “cool” and “in style.”

Thank you for supporting our endeavor.

Yours Truly,

Example 1: Congratulatory letter on completion of project

Memorandum

TO:

FROM:

DATE:

SUBJECT: Company Picnic

I want to express my appreciation for your help in making the company picnic such a success. In the factory setting, we all sometimes lose sight of each other as people who can enrich our lives on a personal level. I very much enjoy the opportunity to meet staff families and to relax in an away-from-work atmosphere. Certainly, your colleagues, from the many comments I overheard last Saturday, appreciate your efforts for the same reasons.

I know this took a great deal of time from the beginning stages back in March, through the April publicity campaign, and finally with the nitty-gritty details of catering arrangements and whatnot. Would you especially thank Joe Navarone for lending his volleyball equipment and Jim Pederson for handling the cleanup detail?

A fine job from all of you. If I can be of some service to you in the future, please call on me.

Example 2: Congratulation letter to team members

Memorandum

TO:

FROM:

DATE:

SUBJECT: Office Fund-raiser

Thank you for the great job you did in organizing this year’s “Caffeine and Sugar Addicts” fund-raiser. Your well-organized efforts allowed us to buy a new coffee maker, get a cappuccino machine, and provide the office with donuts once a week for the rest of the year.

Your willingness to accept most of the responsibilities, and your sense of fun in organizing a theme and various fundraising competitions made this one of the most enjoyable and successful office fund-raisers we have ever held.

Despite the ease with which you seemed to accomplish all of this, we are aware of how much time and effort it actually took. The countless phone calls you made, the research you did on the appliances, and the pricing and delivery arrangements you made with the bakery kept you extremely busy.

We appreciate that company spirit you have shown, and congratulate you on a project well done.


Example 3: Thank you letter for completion of project

Memorandum

TO:

FROM:

DATE:

SUBJECT: Research Project

Your work on the Henderson Research Project is to be commended. Since the beginning of the project— from your initial inception of the idea, to the testing and observations, to the conclusions you reached in your report—you have shown yourself to be a thorough and innovative researcher.

Your suggestions for troubleshooting various applications in the Henderson database during testing have definitely improved its quality. We now feel we have a marketable product.

We will follow your advice and err on the side of caution by running two more complete testing sessions to ensure that the project is actually problem-free. You may consider your phase of the project complete, however.

We congratulate you. Without your tireless efforts, we very likely would have had to scrap this project.


Example 4: Appreciate letter to team after completion of project

Memorandum

TO:

FROM:

DATE:

SUBJECT: School Literacy Project

As you know, our office feels strongly about participating in community service projects. That’s why we were so excited by the prospect of joining in the “We Love Reading” program with Shady Heights Elementary School.

Your handling of this project, from the initial mention of it, to the time the children actually visited our crayon factory for a party and story time in the employee lounge was flawless. The children and their employee sponsors seemed to enjoy finally meeting one another in person, and of course the kids were delighted with their tour of the factory, reading prizes, T-shirts, and free boxes of crayons. The storyteller you hired for the occasion was also a real treat.

But more important was the time you took to convince people to sponsor a child. Our employees became involved with the children they sponsored. And as we all know, involvement and interest on the part of an adult is one of the key factors in children learning to read.

According to Miss Dunbar, this has been one of her most successful “We Love Reading” programs. All of the children made huge gains in their reading ability, and she hopes you will agree to organize the project again next year.


Example 5: Thank you letter for business project

Memorandum

TO:

FROM:

DATE:

SUBJECT: Peabody Account

Congratulations on your completion of the Peabody Account. We took Mrs. Peabody through the house for a final inspection, and she was ecstatic about the decorating choices you made.

Special commendations are in order. Until you volunteered to try this account, we had been unable to sell Mrs. Peabody a single idea. Somehow you managed to get a sense of the way she envisioned her “dream house” and capture it perfectly for her, both on paper and in reality. This was a major account, and we were happy to not only retain it, but also to satisfy the customer so completely.

Mrs. Peabody has informed us that she has given your name to several friends, so you can expect more accounts to come your way. You did an excellent job.