Letters of gratitude are compiled in any form, but in most cases their structure is similar. When composing text, it is better to avoid template phrases that are regularly repeated. Ready-made examples and rules for writing thank you letters can be found in the article.
Thus, a thank you letter should be written in such a way that the interlocutor feels sincerely appreciated and believes that the sender is truly grateful for his work. Otherwise, standard gratitude may even play the opposite role - not to win over the partner, but to confuse him with ostentatious pretense and stereotypedness.
Here are a few more ready-made examples of thank-you letters that will certainly help achieve all these goals (only the text of the document is presented, design options are at the discretion of the sender).
For cooperation
To partner
To an employee
To the team
To the teacher
To the supplier
For builders
Document structure: 5 required sections
First of all, you can outline the structure of the document, which almost always consists of standard sections:
- Name of the company or details of the person expressing gratitude.
- Document's name.
- The main part is the actual description of gratitude.
- The final part is an expression of intentions for further cooperation or simply wishes for success in the future work of the recipient company and its specific employees.
- Date, position, signature, transcript of the signature (surname, initials) of the director of the company or another person who acts on his behalf.
As a rule, thanks are written in printed rather than electronic form to emphasize special respect for the recipient. In this case, companies often use letterhead and special glossy, fairly thick paper.
TOP 4 ways to write a letter that is pleasant to read
Any company has ready-made blanks for almost all basic documents. As a result, any type of paper can be compiled very quickly - just fill in the required fields or simply follow the specified plan. However, a thank you letter almost always expresses a sincere desire to say an official “thank you” to the company as a whole and specific individuals in particular. Therefore, the main principle is the individualization of the document, avoidance of templates.
Prepared on company letterhead
At first glance this is an obvious idea, but it is not so simple. Typically, a company letterhead is a standard document with a header showing the logo, name, company details and other marks. In the case of a thank you letter, it is better either not to use this form at all, or to significantly change it in order to best position the reader.
For example, the interlocutor may be unhappy with the fact that the letter for the sender is a standard piece of paper that is compiled along with other documents in a “streaming” mode. This is evidenced by the “dry” appearance, the presence of clearly unnecessary information (details, contact information, etc.), as well as columns with the document number.
Another note about this example is the standard appearance, reminiscent of any statement, etc. It will be much better if you create a separate form for gratitude, which is printed on thick, glossy paper with a more pleasant design.
"Boring" beginning - fun ending
Stationery “We express our gratitude for the high level of professionalism”, “We hope for further mutually beneficial cooperation”, etc. themselves have a neutral connotation and are quite acceptable when composing a letter. On the other hand, the document should not be replete with them, and most importantly, the text cannot, for the most part, consist only of such phrases. In this case, the recipient again gets the impression that no one put any effort into writing the thank you letter; the document was simply copied and the necessary data was replaced.
On the other hand, the letter is almost always written in an official business style; emotionally charged and colloquial expressions are not allowed in it. That's why the main principle is a skillful combination of standard and original.
In this example, the text began in a standard, “boring” way, and the reader will probably immediately move on to the second part, which turned out to be more lively, original and specific. As a result, the recipient will probably have a positive impression, after which he will completely forget about the first paragraph.
Recognition of specific merits of a specific person
Another mandatory principle of almost any business letter is specificity. In the case of gratitude, the sender must say “thank you” not only to the team in general, but also to specific employees. However, it is not always possible to single out individual people - then it is better not to do this. However, a specific reason for gratitude must be written down in any case, for example.
A thank you letter serves to express gratitude to both individuals and organizations for work performed or services provided. In this case, individuals may be employees of the company that is the originator of the letter, or employees of a third-party company. Such a letter refers to business documents that are drawn up on the sender’s own initiative or as a response to letters of invitation and letters of congratulations.
The thank you letter must have a certain structure and is drawn up as follows:
- Document header. In some cases, it is not mandatory, but according to the rules of good manners, this element must be present. It usually contains the addressee's details (name of organization or surname of a specific person). This element is optional for the reason that it is immediately followed by an appeal that indicates the full name of the addressee or the name of the organization.
- Appeal on a separate line.
- Thank you letter text, which indicates the reason for its writing and words of gratitude. It is acceptable to use such template phrases and words as “We express our gratitude to...”, “Grateful for...” and others. At the end of the message, you can express your desire for further cooperation.
- At the end of the document, the originator signs and dates it.
It is advisable to adhere to this structure, but it is not necessary to adhere to a business style. The status of a business document does not give the thank you letter legal force, so the accuracy of the wording and terms is not important here. Moreover, in letters of this kind, moderate use of informal and friendly words is encouraged.
Features of writing thank you letters
At the discretion of the originator, the letter can be written on plain paper or on. These types of letterhead or special letterhead are typically used when the sender is a government agency, but many private companies also use them.
Sometimes letters of gratitude can also serve as a kind of award or certificate of honor: such documents can be seen framed on the walls of the offices of the heads of many organizations.
Letters of gratitude are appropriate in a variety of situations: from expressing gratitude for help, participation or services to excellent parenting. You can also express or . In each individual case, the use of certain words may or may not be appropriate.
Some of them should not be used at all: for example, the addresses “Mr.” and “Madam” should not be used if we are talking about gratitude to a production drummer at a plant for exceeding the quarterly plan. You should also avoid the word “Dear” by replacing it with “Dear” as this is not acceptable when writing business documents.
Note: A beautiful letterhead may not always be useful either. If it is intended that the letter can be shown by the addressee to other persons or will take its place on the wall among certificates of honor, such a form is quite suitable. But a letter handwritten by an executive always symbolizes increased attention and shows that the writer was personally involved in the issue.
The thank you template is made in an artistic style. The bright red header is located at the top center. The edging is presented in the form of a golden-yellow figured frame, decorated with multi-colored bright flowers. The background for writing the text is light pink with a translucent pattern of flowers and curls. The thank you template is suitable for any special and official events and occasions.
Online gratitude editor
You can use this Spring Flowers template in our free online editor to create a thank you note. Type all the information online or leave space to enter your name or other information later.
Receive a finished document with your text and this template in JPG image format. Send for printing directly from the online editor or export an image with a high resolution of 3508x2480 (300 DPI). You can print it wherever it is convenient for you - in your organization, at home or at your nearest photo center.
Quality assurance
Each of our templates is the result of the artist’s painstaking work. We develop templates ourselves and are pleased with the results. You can rest assured that you will receive a high-quality document.
In some cases, it is customary to give thanks. Some stores sell blank thank you forms, but finding them is quite difficult. It’s easier to print out the gratitude yourself, especially if you have a real opportunity to download for free one of the templates presented below.
Download a gratitude template with the Russian coat of arms
This kind of thank you with a discreet design will suit many occasions. At the top of the form is the flag and coat of arms of Russia. If you need to fill out the template in Word, then download the ready-made .
Blank thank you template
This template is made in gold style. The background of gratitude is covered with a transparent, barely visible pattern. The example orientation is horizontal (landscape). In order to fill out the gratitude, you can download its version.
Vintage style thank you template
This form is made using imitation aged paper. At the bottom of the template there is an image of a seal. You can download the version for free.
Letters of gratitude are a special type of manifestation of corporate culture. Such letters are widely used by organizations, both in the form of rewards for the performance of subordinates, and to express gratitude for cooperation to business partners, clients and other enterprises.
In what cases are thank you letters written?
Most often, such letters are written for certain dates: national holidays, birthdays, corporate events. Sometimes managers express gratitude to employees for a specific achievement (and also in addition to a bonus), for example, for fulfilling a financial plan, etc., and to business partners for long-term and effective cooperation, assistance provided in concluding a contract, etc. .d.
Below you can download a blank form and an example of a letter to a sales manager for the successful performance of job duties:
FILES
The role of a thank you note
The importance of letters of gratitude is undoubtedly extremely great; it is not for nothing that such letters have always been widely used. For the author, this is not a particularly expensive, but effective way to make it clear to an employee or partner that his merits are recognized, and for the recipient it is always a pleasant reminder of his own importance. Quite often, letters of gratitude serve as an additional motivator, an incentive for more effective work.
Design rules
For obvious reasons, there is not and cannot be a standard sample thank you letter. It is always compiled in free form, but it is absolutely necessary to adhere to certain norms and rules when writing it.
- First of all, you should remember that the letter must contain information about the author and recipient, and if the addressee is a specific person, then you must address him by his first name and patronymic.
- Then the letter must list the specific merits and achievements that led to its writing.
- In conclusion, be sure to include the date the letter was written, as well as the signature of the head of the organization or other authorized employee.
- If desired, the letter can be certified with a seal - it will give the message additional solidity.
The elegant appearance of the letter, including the envelope, will also confirm to the person the sincerity of the author’s gratitude.
Letters of gratitude can be issued either on a regular A4 sheet or on the organization’s letterhead. But the most preferable option is to compose a letter on a beautifully designed template, printed on high-quality paper in color. The more presentable the design of the thank you note, the more weighty and meaningful it will be for the recipient.
You can write your gratitude either by hand or type it on a computer. It should be remembered that a handwritten letter, especially one written in calligraphic handwriting, is always of greater value compared to a printed one, since it once again emphasizes the sincerity, warmth of the written words and special respect for the addressee.
There is no need to be very original when composing the text - pathos, hypocrisy and jokes are inappropriate here. Excessive officialdom should also be avoided. There is no need to write a letter too sweepingly; it is better to choose concise, precise words and fit them into a few sentences.
Examples of how NOT to write a thank you letter
Dear Vyacheslav Evgenievich Lushnikov by our entire team!
We would like to express our most vivid feelings to you, in connection with your inherent natural diligence, cheerfulness and determination! ...
Vyacheslav Evgenievich! Brother!
First, hold the crab! Secondly, you are the best, so these lines are for you! ...
And now the correct example
Vyacheslav Evgenievich!
The team of the company "Name of the Firm" LLC thanks you for your many years of work, hard work and active life position...
It is worth remembering that the letter is not written personally by the writer, but on behalf of the organization. Even if there is a light, friendly, relaxed atmosphere within the team or in relations with a partner, the addressee of the letter may be offended by its content or not take gratitude very seriously.
On the other hand, as already written above, there are no strict requirements, so you can use any option you like :)
Instructions for writing a thank you letter
- In the header of the thank you letter you need to indicate the recipient, namely: his position, the name of the company and a specific employee.
- Next, in the middle of the line, you should write a direct address with your first name, patronymic (most often, adjectives such as “respected”, “dear”, etc.) are used here.
- The next part of the letter concerns gratitude directly. Here you can write both general phrases and specific actions for which recognition is expressed. The main rule is not to lie; gratitude must be sincere.
- In the same part of the letter, we can say that in addition to the noted merits, the author of the letter expects further cooperation and new results (this will emphasize the value and indispensability of the recipient, in addition, the addressee will be motivated to successfully solve new problems).
- Finally, the letter should be signed. The higher the status of the author of the signature in the service hierarchy, the more valuable the letter will be considered, as practice shows. Also, the gratitude needs to be dated.
General rules for writing thank you letters
To properly compose a thank you letter, you need to understand what the recipient will do with it.
Usually the document is hung on the wall and shown to the company’s clients. That is, it performs the function of presenting the organization. Letters are usually framed, so they should be on standard format letterhead.
The letter of thanks is drawn up on the official letterhead of the organization. It must include the name of the sending organization. This is not only a formal rule, but also additional advertising for the company. To write a thank you note, you need a thick sheet of paper. It is important to pay attention to its aesthetics, since the document is used specifically for demonstration. It makes sense to choose a stylish font and a pleasant color palette.
The recipient of the document is usually the head of the company. The signature also includes the initials of the director of the sending organization. Signatures and seals are required. This is confirmation of the authenticity of the thank you letter. These documents are an important component of business relationships. They allow us to establish long-term cooperation. The letter aims to encourage action beneficial to companies. You can send it to partners, clients, and employees.
How to deliver a letter
Letters of gratitude are best handed over personally in a solemn atmosphere, in front of numerous witnesses. But if the recipient is in another city, then you can send the message via the Internet or fax - it’s fast and convenient. At the same time, it is worth remembering that sending via regular Russian mail is good manners; this method will allow you to send a beautifully designed “live” letter, which will undoubtedly be more presentable and pleasant for the addressee.