Thank-You Letters

The flip side of the complaint letter is the thank-you letter. This covers everything from meetings to referrals. Most people run into trouble with sincerity here. Saying you enjoyed speaking with someone or thanking people for their time is so general and clich, no one actually believes it. You’ll jump the credibility gap if you’re specific, from the first sentence to the “Sincerely” at the end.
First sentence of introduction : Thank the reader for some specific action.

Second and third sentences : Discuss your next step. Or, as you would in a thank-you for a wedding or baby gift, comment on the situation. “Julie looks exactly like her mother — you’ll have to see her soon.”

Fourth and fifth sentences : If appropriate, elaborate on the outcome of the help the reader gave.

Closing : Let the reader know you’ll be in contact about the results or offer a return favor.

Dear Judy, Thank you so much for giving me Stephen Goldberg’s number. I called his office yesterday and left him a message. If I don’t hear from him by the end of the week, I’ll certainly call him again. As I mentioned, having a client like Goldberg Enterprises would certainly be wonderful. They’re most definitely our target company and we could help them save money and maximize their processes significantly.

I’ll call you as soon as I hear from Stephen. Meanwhile, I’ll fax along Maxine Welsh’s number. She’d be an excellent contact (or even client!) for you. Sincerely,