BUSINESS CORRESPONDENCE IN ENGLISH

SEMINAR 7. Letters of Gratitude

Questions for discussions:

1. Letters of Gratitude: Thank-You Letter \ Letter of thanks
2. How to Write a Message of Appreciation: A Letter Plan
3. Types of Appreciation Letters according to the degree of
formality
4. Types of formal Appreciation Letters according to the media format
5. Types of Appreciation Letters according to the reason of writing
6. Appreciation vocabulary

Practical assignments:

Task 1 A: Read about various types of the Gratitude letters. Analyse the letter samples and
activate the thank-you vocabulary cliches.

You live in a busy world, with plenty on your plate to keep you busy. So, when someone takes
the time to give you a helping hand, it’s a nice gesture to ensure they know you appreciate it.
Writing a thank-you letter showcases your gratitude for that someone’s support and spreads
goodwill, too. Let’s work on doing that.

A letter of thanks or thank-you letter is a letter that is used when one person/party wishes to
express appreciation to another. Personal thank-you letters are sometimes hand-written in cases
in which the addressee is a friend, acquaintance or relative. Thank-you letters are also sometimes
referred to as letters of gratitude. These types of thank-you letters are usually written as formal
business letters.
Why are thank-you letters important?
Sending a thank-you letter to follow up with someone after an interview, a referral or event
invitation shows your gratitude and appreciation for the consideration they've shown you.

Consequently, some psychological research indicates that expressing gratitude by writing such
letters can have emotional benefits.

Similarly, by sending a thank-you letter you are not only expressing gratitude, but you are also
building professional relationships that can be beneficial to your career development and
expand your professional network.

Thank-You Letter Plan

There are numerous opportunities to say “thank you” and lots of ways to do it. When writing a
thank-you letter, select the words and phrases that best fit the context and reason you’re sharing
your appreciation.

If you want to say thanks following a job interview, your note can reflect your gratitude for the
time and consideration given. If someone has referred you to a recruiter, let them know you
appreciate their efforts on your behalf. Or maybe a coworker, manager, or mentor supported
you on a project. In such cases, send a career-related thank-you note stating your appreciation.

Your thank-you letter doesn’t need to be lengthy. A short and to-the-point note should suffice.
In fact, it could be construed as insincere if you go on too much or are over-the-top about your
gratitude. Brevity with sincerity, on the other hand, is your friend.

What to Include in a Thank-You Letter?

• Address the person appropriately.

At the start of the letter, address the person with a proper salutation, such as “Dear Mr.
Lastname.” ...
• Say thank you. ...
• Give (some) specifics. ...
• Say thank you again. ...
• Sign off. ...

Send it as soon as possible. ...

Be positive but sincere. ...
Personalize each letter.
Types of appreciation letters according to the degree of formality
What are the two types of appreciation letters?

A thank you letter can be classified into two types: personal appreciation letters and
professional appreciation letters. Personal appreciation letters include letters to friends and
neighbors, whereas, professional appreciation letters include letters to employees, boss,
colleagues, the speaker of a seminar, etc.
 Personal appreciation letters
letters to friends, family and neighbors
• In a formal letter, you would say “Dear
___” at the beginning, and you would
likely refer to that person by a title and
surname.
Professional appreciation letters
letters to employees, boss, colleagues, the
speaker of a seminar, etc.
• For informal letters, you might say “Hi
___” and use the person’s first name.

• You would sign off with “Yours sincerely” • You would probably sign off with a very
and your full name. casual remark like, “Thanks again” or
“Cheers.”

• In the letter itself, you would use
sophisticated, formal vocabulary and
grammar.
• Try to avoid contractions, strong opinions,
and any sort of slang.
• You don’t need to finish with your full
name.
• The language you include in the body of
the letter could be casual, with
contractions and slang.

• Never use exclamation marks!

Remember, too, that there is not always a clear distinction between formal and informal. You
might have a semi-formal letter, for example. This would require a more careful use of
language. Think about who the letter is to and what it is for. This will help you pick the right
words to use.
Types of formal thank-you letters according to the media format
Pick your method of contact
You can send your thank-you letter in several ways, depending on what is appropriate for the
unique circumstance.
A handwritten letter is more personal and shows dedication. A mailed letter can take several
days to arrive. Some occasions, such as job interviews, may be time-sensitive, in which case an
email is better. Think about which method is best appropriate for the message you want to
convey.

Consider the following types of thank-you notes and formal letters for creating your message:

1) Email message
For situations like job interview follow-ups, business referrals and thank-you messages to
colleagues, consider a professional email message so you can send your note as soon as
possible. For instance, if you recently interviewed for a job, sending a thank-you message
within 24 hours of the interview is often preferable to waiting several days for a letter to get to
the interviewer.
Email message template Aug. 1, 2022

[Subject line: Include your name and the reason for Subject: Ian Van Duran — Thank you for the tour
your email.]

[Greeting: Start with a professional salutation, using Dear Joan Dubois,

the recipient's last name.]
[Email message: In one to two brief paragraphs,
clearly express your gratitude to the recipient, being the work environment and the processes D&R
specific to what you're thanking them for.]
I want to send my sincere gratitude for your taking the
time to meet with me today. I learned so much about
Enterprises goes through to produce high-quality
medical equipment products. I genuinely appreciate
your enthusiasm for showing me the plant floor and
explaining the design and production process. I hope
to build on this knowledge as I complete my vocational
training.

I would also like to extend my assistance to D&R

Enterprises for future projects as I am eager to
volunteer in the medical equipment manufacturing
industry to develop my skills in the field.

[Closing: Conclude your email with a closing Thank you again for your time and assistance,
statement such as "many thanks", "my regards" or
another personable, yet professional closing.] Ian Van Duran
907-456-8080

[Your first and last name], [job title]

[Your organization]

[Your contact phone number, if applicable]

2) Business letter
A formal business letter sent through the mail or delivered in person can be appropriate for
thanking customers for recommending your business, expressing gratitude to your employer for
something they have done for you and accepting a new job offer. For instance, if you recently
acquired a new client because of a current customer's recommendation, sending a formal letter
to them not only expresses your thanks, but it personalizes your relationship with the customer
and boosts the reputation of your organization.
Business letter template

[Date of correspondence] May 22, 2022

[Recipient's name], [job title] Alonso Garcia, Purchaser

Delmar Associates
[Recipient's organization] 1020 Main Street North
San Diego, CA 00120
[Recipient's street address]

[City], [state], [zip code]

[Greeting: Use the recipient's last name in the
salutation.]
[Letter body: In one to two paragraphs, explain why
you are writing and what you're thanking the
recipient for.]
Dear Mr. Garcia,
I want to extend my sincere gratitude for your
assistance in acquiring Teleform Communications
Services as a new client for our ongoing projects. As
you know, this new contract will be invaluable in
securing a long-term renovation project that will help
Sustainable Office Solutions continue to meet its
revenue goals.

I truly appreciate your taking the time to introduce

Teleform's CEO to our services and educating their
purchasing department about the benefits of using our
remodeling services. I have no doubt Teleform
Communications will benefit from restructuring their
offices to be more energy-efficient and I hope to
continue our successful relationship in the future.

[Closing: Conclude your letter with a prompt for Thank you again for your consideration.
future contact and leave a space between your
closing and typed name for your printed signature.] Warmest regards,

[Your first and last name], [job title] Louis Ferrino, Marketing Director
Sustainable Office Solutions, LLC
[Your organization]

[Your contact phone number and email]

3) Thank-you card
Send a thank-you message with stationery or a small card and envelope when expressing
gratitude to colleagues and friends in the workplace. This is a quick, professional way to show
your appreciation that you can deliver in person. For instance, if a co-worker extended a special
invitation for you to join them for a work retreat, thank them for thinking of you with a
decorative card hand-delivered to their desk when you return to work.
Thank you card template

[Date] April 18, 2017

 [Greeting: Begin your message with a professional Dear Diedra,
salutation, using the recipient's last name for formal
situations or their first name for informal situations,
like thanking a co-worker.]

[Message: Use a single paragraph to express your
appreciation to make your writing fit cleanly within
the space of the card.]
I am writing to express my thanks for your help with
finalizing the reports for the evaluation on Monday. I
know it's not easy to dedicate extra time to something
outside your regular schedule, but your fresh
perspective and quick thinking helped me organize
everything the director will need for our coming
meetings. I sincerely appreciate your consideration
and if there is anything that I can be of assistance
with, please don't hesitate to ask. Thank you again,
Diedra.

[Closing: Depending on the formality, you can close Yours truly,

your message with a friendly statement like "yours
truly", "thank you again" or related closing Melanie Caan
statement. Accounting

[Your signature]

Types of appreciation letters according to the reason of writing

Saying thank you in a formal letter shows your appreciation following professional situations
like job interviews, customer referrals and forming new business relationships. Not only can
you express your gratitude in a thank-you letter, but you can reiterate your interest and desire in
building upon the professional connection you made. Additionally, formal thank-you letters
remind your contacts of who you are and can create opportunities for future communication.

In this article, we explain why saying thank you in a formal letter is important, when to send a
thank-you letter and offer templates and examples to help you write yours.

Why are thank-you letters important?

Sending a thank-you letter to follow up with someone after an interview, a referral or event
invitation shows your gratitude and appreciation for the consideration they've shown you.
Similarly, by sending a thank-you letter you are not only expressing gratitude, but you are also
building professional relationships that can be beneficial to your career development and
expand your professional network.

Send a formal thank-you letter in situations when you want to express your gratitude for
something someone has done for you. Several key moments when a thank-you letter is
appropriate include:
1) After a referral or recommendation
Whether you receive a customer recommendation or you have just acquired a new client from
another client's referral, sending a formal thank-you letter can go a long way toward expressing
your gratitude and strengthening your business relationships. This is especially true with
customer referrals, as businesses depend on loyal customers and their satisfaction with the
products and services they purchase. When loyal customers promote your organization by
referring their friends and family, show your appreciation through a thank-you letter to let your
customers know that you value their business.

Similarly, recommendations from clients or referrals from partner businesses deserve a thank-
you letter, too. For instance, if a current business client recommends another client to use your
services, send a thank-you note to the referral client to express your appreciation for helping
your business.

2) To thank a colleague for their help

If a co-worker has recently assisted you with something, like completing an assignment on a
tight deadline, be sure to thank them for their help. A well-thought-out letter can help foster
your working relationships and show your colleagues that you are considerate of their time and
talents. Additionally, when you show gratitude to your teammates, you show them that you
value their input and experience, which encourages effective communication and collaboration.

3) To show thanks for an invitation

If your boss invites you to a professional networking event or a colleague invites you to a party,
a thank-you note can be an effective way for expressing your appreciation for the invite.

4) To say thank you to your team or staff

Showing your team or staff that you appreciate their effort and recognize their dedication goes a
long way toward boosting morale and maintaining healthy friendships in the workplace.
Similarly, express your thanks when teammates go above and beyond to help you meet
company expectations and uphold company values.

5) To show gratitude to your employer

Just like thanking your team, expressing your thanks to your employer in instances such as a
promotion or recognition for your work is beneficial. Additionally, a formal thank-you letter to
a new employer can be a professional way to greet them and show your appreciation for their
job offer. In both circumstances, reiterate how you will continue to meet their expectations of
achieving success.

6) As a follow-up after a job interview

Formal thank-you letters are especially important for following up after a job interview. When
sending a thank-you note to an interviewer, you can express your gratitude for their time and
restate your interest in meeting the organization's needs. This shows employers your
thoughtfulness and consideration, increasing the chances of a second interview or job offer.
Thank-you! Words and phrases showing appreciation

Thank you following a job interview

Always send a thank-you letter following a job interview to each person that interviewed you.
Even if you don’t feel the interview went in your favor, it’s still a good idea to send a follow-up
thank-you letter:
• Thank you for taking the time to interview me for your open position.
• I wanted to express my gratitude for the opportunity to interview with you today.
• Thank you for your time and consideration.
• I enjoyed speaking with you about the [Job Title] with your colleagues this morning.
• Thank you for answering my questions about the organization during my interview this
afternoon.
• It was a pleasure meeting you in person. I appreciate the opportunity.
• I would like to take a moment to say thank you for the interview today.

Thank you for providing a reference or recommendation

When someone refers you to a job or writes a letter of recommendation for you, send a thank-
you letter expressing your gratitude:
• Thank you for providing a job referral for my application.
• Thank you for providing a letter of recommendation for me. Please let me know if I can
return the favor.
• Thank you for referring me to [Name of Company] for [Product or Service].
• I greatly appreciate you putting me in touch with [Individual’s Name] at [Company
Name].
• I appreciate you referring me to [Company or Individual’s Name].
• Thank you for the reference you provided on my behalf!
• I appreciate you referring me to [Individual’s Name]. She/He was super helpful!
Career-related thank-you phrases
It’s a good habit to get into thanking those who help you with your career and career-related
goals:
• I wanted to take a moment to say thank you for guiding me through the job board this
morning.
• I appreciate you being a valuable member of our team.
• I appreciate your involvement in this ongoing project.
• Thank you for providing me with the constructive criticism I needed to hear.
• Thank you for connecting with me today.
• Thank you for accepting my connection request.
• Thank you for the valuable insights into your organization today.
• I appreciate your assistance with my job search.
• It is a privilege to connect with you. Thank you!

Standard thank-you phrases

You can use many standard thank-you phrases in a professional and personal setting:
• Thank you so much.
• Please accept my gratitude and appreciation.
• Thank you for your time.
• Thank you very much.
• I sincerely appreciate your time [or fill in the blank].
• Thank you for your assistance.
• Thank you for your consideration.
• Please accept my deepest gratitude.
• Many thanks.

Business professional thank-you phrases

Business thank-you letters meet the rules of professional etiquette best practices and are also a
great relationship-building tool for your career:
• Thank you for the assistance. It is sincerely appreciated.
• Thank you for giving me this opportunity.
• I very much appreciate the opportunity.
• I appreciate the opportunity to attend the training.
• Thank you for bringing the delicious snacks to the lunch meeting today.
• Thanks for helping me get the supplies I needed.
• Thank you for being instrumental in me achieving my goal.
• I appreciate your ability to debate in a healthy and productive way.
• I appreciate you taking the time out of your busy schedule to meet with me.

Personalized thank-you letter appreciation

These options showcase how much someone’s support or help means to you:
• Your support means a lot to me.
• I am grateful for you taking the time.
• I value the career insights and guidance you share with me.
 • It was very considerate of you to help me today.
• You are always so generous with your time.
• You have my appreciation.
• You are the best!
• You stood up for me today. Thank you!
• Thank you for your assistance.

Task 2 A: Read a sample a formal Letter of thanks from The Oxford Handbook of Commercial
Correspondence. Then Analyze and discuss the reason for writing, the letter size, syntax,
grammar, person in writing (1st, 2nd, 3rd singular\plural point of view), and typical clichés.

Dear Mr Deksen

Thank you very much for assisting Michael Hobbs while he was in Oslo I know
he has already written to you expressing his gratitude, but I would like to add a
word of appreciation myself. The introductions you made for
him and information he gained will be extremely useful in our Scandinavian export
programme.

If we can return the favour on some future occasion, please let me know.
Yours sincerely

Frank Welford
Managing Director

Task 3 A: Study the British Council example of an informal thank-you letter. Then read some
tips below on the letter writing.
From: Pradeep Ranatunga
To: Carolina Kemper
Subject: Thank you!!
Hi Carolina,

I just wanted to write and say thank you for everything.

You and your family were amazing hosts. I had a great time at your house. Thank you for
making me feel at home. I’m sure my English improved a lot because of all your help too!

Also, thank you for all the wonderful cooking you did. Now I can tell everyone English food
is not as bad as they say 😉😉!

If you ever come to Sri Lanka, I hope you will stay with me and I can show you my city too.
Keep in touch!
Pradeep
Tips
1. Start with Hi if it is an informal email to someone you know.
2. The email can have three main paragraphs:
• the reason for writing (= to say thank you)
• the main point (= more details or examples)
• a wish or offer for the future.
3. Use emojis (e.g. 😉😉) or emoticons (e.g. :) ) to show you’re joking.
4. You can say See you soon / See you next year if you hope to meet again.
5. Use a closing phrase like Keep in touch, Write soon, Speak soon or Take care

Task 3 B: Are the sentences true or false?

1. Thank-you emails are always informal.

2. The first line shows what your email is about.
3. Use Dear (+ name) if you know the person well.
4. Give examples of things you want to say thank you for.
5. Say Keep in touch to mean you want to stay friends.
6. When you make a joke, use the :( emoticon

Task 4 A: Choose the four things you can say in a thank-you email.

1. Thanks for 3. I wasn’t happy with 5. I would like to

everything! the food. complain about the
2. Thank you for a 4. I loved meeting your bedroom.
great holiday! family. 6. I had a great time

Task 4 B: Put the words and phrases in order to make sentences.

1. wanted say … just I to write and

2. everything. you Thank for
3. a great I had your house. time at
4. the you did. wonderful for all cooking Thank you
5. If you ever will stay you come to Sri Lanka, I hope with me.
6. touch! Keep in

Task 4 C: Write a number (1–6) to put the parts of the email in the correct order.

I had a really good time. Your family were so nice and I know I have improved
_________ my English a lot. I felt very at home and I loved visiting the city with you. Thank

_________ you for everything!

_________ Please stay in touch and you are welcome in Rio de Janeiro any time!
_________ I just wanted to say thank you for having me to stay in your beautiful house.
_________ Gabriel
_________ Speak soon!
_________ Hi Mike
Task 5 A: Put the sentences in the correct groups.

About the past About the future

Task 6A: Look at the British Council example of a formal thank-you letter. Go through some
tips below on this style of letter writing.
From: Paco
To: Maria
Subject: Thanks

Hi Maria,

I hope you're well.

I'm just writing to say thanks for your help on the project last month. We really appreciate
you stepping in to support us. I know you had to put in extra hours to catch up on your own
work, so thank you very much.

Your expertise was vital for this project and we couldn't have finished it successfully without
you. You really helped us and we hope to work with you again on future projects.

I'll be in touch again soon about possible future collaborations. I look forward to working
with you more closely this year.

All the best,

Paco
Tips
• Start with a friendly comment:
I hope you're well.
• It's usually best to use an informal style with colleagues:
Hi Maria, …
Thanks for your help.
• Keep it short.
• Mention the good work they did and the positive effect of it:
Your expertise was vital for this project.
We couldn't have finished it successfully without your help.
• End with a positive comment about future collaboration:
I hope to work with you more closely in future.
I look forward to working with you again
Task 7A: Are the sentences true or false?

1. Paco and Maria are both working on the same project at the moment.
2. Paco and Maria usually work on the same team.
3. Maria helped Paco and his team finish a project on time.
4. When Maria helped Paco, she also completed her own work very easily.
5. Maria has specialist knowledge which helped the project.
6. Paco wants to work with Maria again.

Task 7B: Complete the sentences with phrases from the box.

work with you just writing thanks again

very helpful forward to hearing a lot of expertise

1. I’m ……………………………… to say thanks for your help.

2. Your work on this was ……………………………… .
3. I know you had to catch up on your own work, so ……………………………… .
4. You have ……………………………… in this area.
5. I hope to ……………………………… more closely this year.
6. I look ……………………………… your thoughts on the new project.

Task 7C: Write one word to fill each gap.

1. I’m just writing …………… say thanks ……… your help with the presentation last week.
2. Thank you so much for stepping ……………… to help.
3. I know you had to put ………………… extra hours to c………………… on your own work.
4. We hope to work ……………………… again ……………… future projects.
5. I’ll be ……………………………… touch again soon.
6. I look forward ……………………………… working with you more closely.

Task 8A: Apply theoretical and practical knowledge and writ your own Thank-you letter in the
hypothetical future situation where you would be accepted for the applied position.