4/14/2020 - Thank You Note Etiquette:
5 Times You Should Send a 'Thank You' Card

Unlike getting socks for Christmas, everybody loves a good thank you card.

It makes you feel special, appreciated, and seen for your time and efforts. The same is true in business relationships.

Keep reading to find out why you should take time to write them and thank you note etiquette you should follow. Plus, we've outlined 5 essential times to send out an appreciation note.

Why Thank You Cards Are Important

The purpose of a thank you card is to, well, thank somebody you do business with. If a person or business has said or done something to affect you positively, telling them you're grateful is important to your business.

It builds relationships by expressing the value of them outwardly. It shows that you've spent time thinking about how people have benefitted you.

This sets your business apart from the crowd and shows the person that you have a strong, honest character.

Through these things, thank you cards allow you to keep clients and business relationships for longer.

Thank You Note Etiquette

That being said, a simple Hallmart card with your name scribbled into it isn't going to cut it. This doesn't show thoughtfulness or time spent.

Instead, you'll want to stock up on business stationery that has your logo on it as well as branded envelopes. Get a design that's subtle, sleek, and has a blank interior so that you can use them for a variety of occasions.

Stock up on your supplies so that when you need to send a thank you card, you can do so in a timely manner. The sooner you can mail it, the better.

It doesn't do very much good to send a thank you note months after something happened. This may come off like it's an afterthought or a forgotten task on the checklist.

As far as writing on the card, you'll want to follow these tips.

How to Write a Thank You Card

For some people, it's helpful to type out what you want to say before writing it in pen. This allows you to edit without wasting any materials.

Draft up a correspondence that addresses the person, identifies why you're thanking them and highlights why you found their action to be beneficial.

All of this should be said in a professional yet sincere tone. Try to keep the message short, sweet, and to the point.

When you've said what you need to say, close the letter with a warm but formal complimentary line. Say something like "sincerely", "with regards", or "cordially".

Write and sign your name, place the letter in the envelope, and you're good to go.

Now that you know why and how to write one, here's the 5 most important times to craft a thank you note.

When to Send a Thank You Note

There isn't a bad time to write a thank you card. We already mentioned that being timely with your correspondence is important.

Beyond that, try to be strategic with when you send them. You shouldn't be sending the same person a thank you note every day or even every week, for that matter.

You want to keep it a special thing, used for going above and beyond to express gratitude. Here are examples of when that would be.

1. When You Receive Gifts

If a client or customer gives you a gift for your birthday or holiday, you should craft a response to them.

Include the specific item they gave you, how you'll use it, and affirm that you appreciate that they do business with you.

You can apply this to holiday cards if you don't send some out yourself. For this purpose, you'd want to simply say thanks and offer them happy holidays as well.

2. After Important Business Deals

Whether it's a crucial meeting, presentation, or signing on a deal, you should follow up with a thank you card. The same goes for when somebody gives you a successful referral or recommendation that brought you more business.

This is especially key for new clients, as it will be a part of their first impression of doing business with you. That being said, an occasional thank you card to long-standing clients will show them that you still value their time and business.

3. When Someone Offers You Condolences

If you've gone through the unfortunate circumstance of losing a loved one, you'll have a lot on your plate in the following weeks.

Once you're back into your groove and resuming business, it would be kind to send thank you notes to those who offered condolences and supported you through your difficult times.

This may be to employees, coworkers, and even clients who changed their schedule to accommodate your needs.

4. After a Business Meal

If someone took you to lunch or invited you to a dinner to talk about business, you don't necessarily have to send a thank you card.

However, if it's a rare thing or they paid for an extravagant meal, it's the right thing to do to show your appreciation.

Perhaps in this case, you may want to offer to take them to eat or hosting dinner at your home next time.

5. When You Hire Someone to Do Work for You

You might not think of sending a card in this scenario.

However, showing appreciation for those you've hired to do work (even if it's a one-time construction job) goes a long way. It helps establish your business in your community and allows you to grow a connection with other businesses for future work.

Plus, these businesses may recommend you to their friends and family because of their positive experiences.

A Little Time Goes a Long Way

By spending a little time, you can use these thank you note etiquette tips to improve your business standing.

Think about showing appreciation for clients, those you work with, and anybody you hire. This small gesture can go miles in terms of building relationships and your business.

Keep reading our blog for more business tips.