Thank you letter - form and sample 2021

The role of a thank you note

For many years now, thank you letters have been actively used by many private companies and government agencies. Drawing up a letter does not require any serious expenses, but it will allow the recipient to think about his own importance for this organization. Often, thank you letters motivate employees to be as productive as possible. We can safely say that this letter is part of business etiquette. It has many “useful” qualities:

• the recipient of a written thank you will understand that the organization that presented it is ready to move to a new level of relations. This will be pleasant not only for the company’s partners and clients, but also for its employees;
• gratitude addressed to the client helps to increase his loyalty and attention to the sending organization;
• receiving a letter from your company, the client will distinguish it from the gray mass of similar companies. This way you can “spice up” your business relationships even more;
• the recipient of the letter will be pleasantly surprised and will definitely think about further fruitful cooperation, which will have a positive impact on the company;
• the letter received by the client will “push” him to make another purchase from your organization. Such a business document will be the key to long-term cooperation.

Every leader must remember that motivation is a guarantee of successful work of the entire team. It is not always possible to reward distinguished employees with cash bonuses. In such situations, a properly formatted thank you letter can be an excellent alternative.

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Thank you letter to a retiring employee

Dear Artem Ivanovich!

We express our sincere gratitude to you for many years of fruitful work and great personal contribution to the development of the food industry of our city and region. You have worked for our company for many years and have done a lot for its development. Thank you very much for the energy, strength, patience and time that you invested in the common cause.

We wish you good health, family well-being and happiness!

Best regards, team

March 11, 2014

In what cases are thank you letters written?

Naturally, there is no point in handing out thank-you notes to everyone. In this case, employees will not feel motivated. Partners will also be perplexed if they receive a written thank you for no reason.

The letter is usually presented after some specific achievement of the employee. Often it is in addition to a cash bonus. Partners are rewarded with a letter after drawing up important contracts, when providing assistance to the entire company, for effective cooperation over a long period of time.

Of course, at the discretion of the manager, a letter of gratitude can be presented on other occasions. For example, the director can thank the entire team on some national or professional holiday. Giving thanks at a corporate event will also be an additional source of good mood. Letters given to regular customers of the company on their birthdays will definitely lift their spirits.

In what cases is it appropriate?

Art. 191 of the Labor Code of the Russian Federation provides for the right of the employer to reward employees for good work, achievement of high results or other merits. The company establishes the list of achievements for which one can be praised independently, for example, in the regulations on remuneration or regulations on incentives. Include in this list:

• achieving high production results or exceeding the plan;
• successful participation in events to promote manufactured products (exhibitions and sales, conferences, presentation seminars);
• high productivity due to rationalization solutions or process improvements;
• any other outstanding labor merits and achievements.

Here is an example of how to write a thank you note for good work.

Dear Ivan Petrovich!

The management thanks you for your many years of dedicated work and high discipline. Over the 15 years that you have been working in the purchasing department, having gone from a freight forwarder to the head of a department, you have become a mentor and model for young professionals coming to work for the company, you enjoy the boundless respect of your colleagues, and the company’s managers are confident that they can always rely on you rely.

We wish you health, further success in your work and family well-being.

On behalf of the management - General Director Limonov A.V.

It should be noted that employees of other organizations are also thanked for their cooperation. For example, by sending a thank you letter to the company.

Dear partners! Thank you for your participation in the preparation and holding of the annual scientific and practical conference “Ecology in the practical activities of enterprises.”

The reports you presented evoked a lively response from the conference participants, and the presentation of new equipment attracted the attention of regional partners and representatives of the city government.

We look forward to further cooperation and working together on the next annual conference scheduled for May 2020.

The team of LLC "Rusekologstroy"

If you want to clarify the names of those people who distinguished themselves and include them in the letter of gratitude, send a petition to their employer indicating the reasons for the award.

How to write a letter of gratitude

In order for the recipient of gratitude to feel increased attention, the letter must be composed correctly. The text should not be written according to a template, but addressed to a specific person. An individual approach will allow the recipient to experience truly warm emotions. To prepare business documents, which include gratitude, a certain skill is required. As a rule, good leaders constantly develop it.

There are no strict requirements for the structure and format of the letter. It can be compiled in any form. However, many years of practice show that in order to correctly compose a letter, it is still recommended to adhere to a certain structure:

1. "A cap". Of course, the document can do without it. But the design will look much more beautiful if you place information about the recipient, his initials and position in the upper right corner.
2. Appeal. Here you must indicate to whom exactly this letter is addressed. It is advisable to indicate the name of the organization or full name.
3. Main part. Here will be all the words of gratitude that you want to express. Many people are afraid to start with a template phrase and come up with something unique. But here, try not to overdo it with personality. In general, it is better to start the introduction with some popular phrase: “We express our gratitude.”
4. Signature. At the bottom of the sheet you must not only put the signature of the responsible person, but also indicate his name, position and company name.

Examples of thank you letter texts to employees

Let's look at typical thank you letter samples.

#1. Sample letter of gratitude to an employee from the director

#2. Sample format of a thank you letter to an employee for participating in an event

#3. Text of a thank you letter to an employee from the team

Decor

When issuing a thank you note, it is recommended that you strictly follow this sequence. Here the recipient will be able to observe the logic of the narrative. In order to convey the necessary message to the addressee as clearly and correctly as possible, you should take care of its proper design:

1. When writing a letter of gratitude to a company employee, you should not address the recipient with the words “Dear” or “Mr.” This sounds somehow unnatural, which may violate the formality of the message. It’s enough to start like this: “Dear.” Without unnecessary pathos, you need to contact all partners. If the letter is addressed to an entire company, it is better to mention its leader first, and then the entire team.
2. The letter can be sent not from a specific person, but from an entire organization. It is recommended to indicate the person who initiated this document. For example: “I, as the director of the company...”.
3. When addressing a whole team, list several people by name.
4. Clearly state what the person is being thanked for. Point out what he did good for your company. It would be useful to dwell on the details. Note in detail what exactly the recipient was able to do. However, try not to overdo it here. Frank flattery, like, “You have no equal,” is not needed by anyone.
5. The letter should have a positive message. In addition to gratitude, write good wishes for the future. For example, wish for new creative ideas that will allow you to continue fruitful cooperation. If you don't write about it, the letter can feel like a farewell letter.

Paper

As a rule, an A4 size sheet is used to issue a thank you note. However, it is hardly worth using plain paper for these purposes. A special certificate-paper is appropriate here. It is characterized by increased density and high quality. It is much more pleasant to receive an official document on high-quality paper. Here you can also apply a drawing in advance, for example, an organization logo or thematic pictures.

Today, stationery stores have a wide range of forms designed for thank-you letters. The forms come in a variety of colors and designs. There are also fields for entering text.

Hotline for citizen consultations: 8-804-333-70-30

Text

Regardless of whether you use regular paper or a special form, you need to pay special attention to the text. Of course, it can be applied using a text editor. Responsible persons will have to put their signatures here.

When writing text by hand, you need to choose a dark-colored paste. This will make the text stand out well on light-colored paper. Pay special attention to handwriting. The text must be legible and the font large enough. In addition to the signatures of the managers, it is necessary to affix the seals and letterheads of the organization. Thanks to this, the document becomes even more formal.

Gratitude to the client

By receiving gratitude, each client should feel needed by your organization. This should be reported in the letter.

Dear Nikolai Petrovich!

Let me, on behalf of our wholesale supply company “Fornet,” express my deep gratitude to you for your trust and for placing a large order. The dynamic development of our organization occurs not without your help.

We are ready to continue to cooperate on mutually beneficial terms in the future. Our capabilities and your experience will allow us to conquer new heights together, achieving the desired success.

We wish your business prosperity and new business ideas.

Sincerely, Director .

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Text of a letter of gratitude to an employee upon dismissal, sample

Dear Polina Andreevna!

We express our deep gratitude to you for many years of conscientious work, active life position, and significant contribution to the formation and development of our enterprise.

Please accept my sincere wishes for good health for many years to come, warmth and harmony in your home, well-being for you and your loved ones. You will be greatly missed in our team.

Director _________ P.V. Kirillova

October 16, 2021

Gratitude to the organization

If you work fruitfully with other companies, it would be useful to express your positive attitude towards such cooperation. And a thank you letter will help you do this.

Sample letter of gratitude to an organization

Text of the organization's thank you letter

Letter of thanks

Dear partners!

We express to you our sincere gratitude and deep appreciation for the fruitful cooperation in the past 2009.

We believe in maintaining existing business and friendly relations, and hope for further mutually beneficial cooperation in 2010. We wish you successful development and achievement of new heights in business.

Sincerely, Director of Indigo LLC Ivanov Ivanov I.I.

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Thanksgiving letters

LLC "Praktika" Orsk

expresses its sincere gratitude to the VBK-kraska Group of Companies for the fruitful cooperation in the outgoing year 2012.
We would like to note the work of Svetlana Andreevna Eliseeva, who during the year of joint work showed high-quality service and a responsible approach to work. Director of Praktika LLC Komissarchik V.P.

We express our gratitude to the VBK company, especially the manager Maxim Shaidurov, for the quality work and timely delivery of materials. We look forward to further cooperation. LLC
"Pk Autom"
Organization of LLC PK
"Gravelit"
represented by director Yudin K.Yu. expresses gratitude and appreciation to the VBK-kraska Group of Companies for their excellent work. We hope for further fruitful work!

Sincerely, Director of LLC PC
"Gravelit" Yudin K.Yu.
We would like to express our gratitude to the VBK Group of Companies for their cooperation in the supply of paints and varnishes. I would especially like to mention the manager Maxim Shaidurov for his conscientious attitude towards orders and work in general.

We look forward to further cooperation.

Sincerely, director Litvin Mikhail Viktorovich.

On behalf of the manager and employees of Krasnoyarsk

We express our sincere gratitude and appreciation to the VBK-paint Group of companies for successful cooperation, high-quality work and always timely delivery of paint to sites.
Of particular note is the competence and high qualifications of the company’s employees, in particular the project manager Svetlana Andreevna Eliseeva. She always strives to offer solutions that are aimed primarily at improving business results. Our joint work has been going on for a long time, and we can recommend the VKB-Kraska Group of Companies as a successful and profitable partner. We hope for further cooperation. Sincerely, Director of KLK LLC Zhadayev R.Yu.

We express our gratitude to the VBK Group of Companies for excellent and well-coordinated work, for quality products, and for timely delivery.

And we also express our gratitude to our manager Ksenia Andreevna Pivovarova for her fast work and kind attitude! We look forward to further cooperation. Sincerely, Director of the Tobolsk OSP A.V. Vershinin

PromTehnoStroy
LLC expresses gratitude to the VBK Group of Companies for the fast work, high-quality paints and varnishes and timely delivery of products.
I would also like to mention the professional managers, especially Ksenia Andreevna Pivovarova. This manager can always provide competent advice on all types of paints and varnishes. We thank you for your work and look forward to further cooperation. Director of PromTehnoStroy LLC Laptev M.A.

We express our sincere gratitude and deep appreciation for your fruitful cooperation.

We believe in maintaining existing business and friendly relations and hope for further mutually beneficial cooperation. We wish you successful development and achievement of new heights in business.

Sincerely, General Director A.V. Melekhin

Logistic Center North
LLC expresses deep gratitude and sincere gratitude to Master LLC
for
high
-
quality and timely delivery. We would like to express our special gratitude to the manager Svetlana for her excellent service.

We hope for further mutually beneficial and fruitful cooperation.

Director of Logistic Center North LLC A.A. Chernenko

Severouralskaya Teploizolyatsiya
LLC thanks the VBK Group of Companies for their professionalism in their work, excellent quality and timely delivery of products. We are also pleased with the work of manager Ksenia Pivovarova, who can always quickly advise and select the right products.

General Director Martynovsky V.A.

I would like to thank the VBK Group of Companies for their excellent work, competent and polite advice from managers, a wide selection of paint and varnish products and excellent product quality.

Development Director of Arkada-M LLC N.A. Bragina

Our company expresses its deep gratitude to you for your fruitful and long-term cooperation, punctuality and reliability in the supply of paints and varnishes. Special thanks for the opportunity to receive consulting services in the vast world of paints.

I would like to note the work of the manager Anna Andreevna Kostomarova, who attracts us with her understanding and responsiveness, and most importantly, her professional approach to our common cause.

Sincerely, Deputy General Director of
PKF PMK LLC Ustyantsev K.A.
Russian Leasing LLC

expresses gratitude to the VBK Group of Companies for cooperation in the supply of paints and varnishes. I would especially like to mention the manager Maxim Shaidurov for his conscientious attitude towards orders and work in general.

We look forward to further cooperation.

Sincerely, General Director A.V. Yakushev

Examples of how NOT to write a thank you letter

Of course, each manager decides for himself exactly how to write a thank-you letter. However, there are certain mistakes that do not allow the recipient to fully experience the sincerity of the message. What should not be in the letter:

• excessive familiarity. It must be remembered that this is still a business document;
• It is not always appropriate to indicate specific numbers;
• mention of mistakes that were made by the addressee;
• spelling errors. Their presence indicates that those in charge did not properly approach the preparation of gratitude;
• pretentious words “Beloved”, “Mistress”, etc. This is incorrect in relation to people with whom you have exclusively business relations;
• abstract gratitude. A person must clearly understand why exactly he has the honor of receiving written gratitude;
• "water" in the text. There is no need to achieve any specific volume. The text may take only a few lines, but still convey the essence of gratitude;
• statistics and excessive detail. This will make the letter more difficult to understand;
• stereotypes. Of course, some familiar phrases are acceptable, but there should not be too many of them;
• large text. Gratitude is a document that you want to be proud of. The text should fit on one page so that the recipient can frame it and hang it in a visible place;
• unnecessary information. Perhaps this will be important data, but it will be superfluous in a thank-you letter;
• lack of contacts to the recipient. If the letter constantly contains the expressions “Our”, “We”, it may seem that the letter is talking about the sending company. Since you are praising the recipient, there should be “You”, “Your”;
• appeals written in small letters. Show respect to the recipient.

Of course, colored forms purchased at a stationery store are convenient. But practice shows that a letterhead developed by the sending organization itself is often more advantageous.

If the recipient of the letter is far enough away, you will have to send the message by courier or via the Internet. However, this option for sending a letter is less preferable. It can only be used if there are no other options. But if the letter is addressed to a client or employee, it is recommended to present it in a solemn atmosphere. It is much more pleasant to receive such a document in front of numerous witnesses, for example, at a corporate event.

The Power of a Thank You Letter

Since a letter of gratitude in most cases is written on company letterhead and certified by a seal (not always) and a signature, it is perceived as an official document. And here the trigger of prejudice is triggered: since the document is official, its authenticity is beyond doubt. And while ordinary reviews may not be believed, letters of gratitude are almost always believed.

In addition, since we are talking about psychological triggers, three more are relevant here:

1. Social proof. When you show thank you notes to your customers, they see that your products or services are in demand and are more likely to contact you.
2. Authority. Not only do official thanks look very impressive, they convey to you or yours those who thank you. And the more respectable the author of the letter, the greater the impression it makes on the reader.
3. Favor. You can, on your own initiative, write a letter of gratitude to win someone over. This is an excellent tool for establishing and strengthening business connections.

In other words, regardless of whether you express or receive gratitude, a written “Thank you!” plays into the hands of both sides. Moreover, this is one of the few marketing tools that have virtually no contraindications or side effects (the main thing is not to go too far, and more on that below).

Thank you letter to the team (samples)

Letter No. 1

Dear Vasily Evgenievich,

Innovation LLC thanks the team of 24Master LLC for the high-quality and timely fulfillment of obligations under Agreement No. 1.

Responsibilities included performing repair work in the exhibition area. The team members quickly and efficiently completed the tasks assigned to them, showing goodwill and correctness.

Sincerely,

Alexander Viktorovich

Letter No. 2

Dear Vasily Evgenievich,

Our company has been cooperating with the team of Innovation LLC for five years. Over the years, we have completed dozens of joint projects of varying degrees of complexity. Some situations required efficiency, some required careful decision-making, sometimes we had to work under limited time, and there were situations in which we were limited in funds. But, despite the given conditions, the employees always performed their work professionally, showing true wisdom and correctness.

The team of 24Master LLC, represented by its general director, thanks the Innovation team for the reliable partnership and hopes for further fruitful cooperation.

Sincerely,

Alexander Viktorovich

Letter No. 3

Dear Vasily Evgenievich,

Our company expresses its sincere gratitude to the team for the work done. Cooperation with you always gives us only pleasant impressions and excellent results.

We are delighted with the coherence of your work. Absolutely the entire team of the company is distinguished by its friendliness, correctness and efficiency in resolving business issues.

We are glad that you are our business partners.

Sincerely,

Alexander Viktorovich

Letter No. 4

Dear Vasily Evgenievich,

We express our gratitude to the team of the event agency “Feriya” for the fruitful cooperation. The events you organize not only strengthen the corporate spirit of our team, but also work for the benefit of the company’s image.

We appreciate your talent, friendliness, professionalism and desire to please the customer. We promise to become your regular customers!

Sincerely,

Alexander Viktorovich

Letter No. 5

Dear Vasily Evgenievich,

The management of the exhibition expresses gratitude to the team of 24Master LLC for the improvement of the park area, which is located in the territory adjacent to the facility.

Thanks to your diligence, coordinated work and professionalism, the park area has turned into a worthy adornment of our city. We would also like to note the good nature and responsiveness of your staff.

Sincerely,

Alexander Viktorovich

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Option #6

to CEO

LLC "SantekhSibir"

Chairman of the charitable

Stremlenie Foundation

Y. N. Popov

Dear Yakov Nikolaevich!

Please accept our deep gratitude for your personal contribution to the socio-economic development of the Irkutsk region and active charitable activities.

I am confident that your wealth of experience and dedication will help you continue to effectively cope with new tasks to increase the prestige of blue-collar professions.

I wish you good health, job satisfaction, achievement of all your goals and justification of good hopes!

Governor of Irkutsk

Regions

L. G. Ivanchenko

2021

Option No. 8

Dear Viktor Evgenievich!

Volgograd Town Planning Company LLC expresses its gratitude to Transsnab LLC and thanks for the invaluable contribution that the organization’s specialists made to the construction and construction of 12 and 16-story residential buildings in Volgograd.

The entire complex of monolithic works was carried out in accordance with the norms and rules of work, within the time limits specified in the contract. We would especially like to note the qualifications of the personnel of Transsnab LLC, the clear structure of interaction between departments, the competence and diligence of the employees.

During our cooperation, all emerging issues were resolved quickly and competently, the construction site was kept clean and orderly, all employees of Transsnab LLC strictly observed labor discipline and professional ethics. A careful approach to the task at hand, interesting design and engineering ideas proposed by Transsnab LLC specialists helped to develop optimal options for solving complex problems.

With hope for further cooperation, we wish the entire team excellent health, prosperity, optimism and confidence in the future!

Sincerely,

Director of VGK LLC

A. Kh. Fedulin

Volgograd

2021