[tab name=’Guidelines’]

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.

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[tab name=’Example 1′]

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,
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[tab name=’Example 2′]

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,
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[tab name=’Example 3′]

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,
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[tab name=’Example 4′]

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,
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[tab name=’Example 5′]

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,
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