In business, we often write thank-you emails to customers, business partners, and people within our company.
However, some people may be hesitant to write a thank you email because they are worried about choosing the appropriate wording or when to send it.
We will explain the key points of writing a thank-you email along with examples, so if you are not good at writing thank-you emails, please refer to this article and try writing your own thank-you email.
What is a thank you email?
A thank you email is an email you send to express your gratitude to someone you have interacted with in business. People involved include not only customers and business partners, but also people within the company.
If you are an internal person, you may send it to colleagues or superiors with whom you collaborated on a project, or colleagues at the same company who collaborated between departments.
When should you send a thank you email?
In business, there are many opportunities to send thank-you emails, whether outside or inside the company.
For example, the following are the main times to send a thank you email to someone outside the company.
In addition, the following are the main timings for sending messages to people within the company.
Whether outside or inside the company, if you receive someone’s time or help in some way, sending a thank you email will help you build a good relationship with them.
Points to keep in mind when writing a thank you email
Even if you write a heartfelt thank you email, when the recipient reads it, your feelings may not be conveyed, or it may end up being rude to the recipient.
There are limits to how you can convey your facial expressions and emotions in writing, and depending on how you write, you may not be able to please the other person, contrary to your own feelings, so some people may find it difficult.
For those who are reluctant to write thank you emails, we will introduce “Points to keep in mind when writing thank you emails”. Here are some points to keep in mind when writing a thank you email:
I will explain each in turn.
Don’t use the word “urgent”
Some people may be tempted to use the word “urgent” to express their desire to “act quickly,” but avoid using the word “urgent” in your thank-you email.
This is because “tourishu” has the meaning of hurrying (for the time being), and has the nuance of “I’m in a hurry right now, so I can’t properly thank you, but I’ll just express my feelings for now.”
It may seem polite, but it actually has a light meaning, so it can give the impression of being “frivolous”, especially when used with superiors such as customers or superiors.
Therefore, it is better to say “First of all, I would like to thank you,” or simply “Thank you for your support,” rather than being rushed.
Be careful not to think it’s a fixed phrase
Make sure that your thank you email doesn’t come across as a boilerplate letter.
This is because people involved in business, including myself, often receive thank you emails, so they don’t leave a lasting impression.
It may take some time, but when writing a thank you email, it’s important to add personal elements to the email in order to convey your sincere gratitude to the recipient.
It is important to cherish your heartfelt gratitude and write a warm and considerate thank you email to the recipient.
Keep the subject line concise and easy to understand
The subject line of your thank you email should be concise and easy to understand to make a good impression.
That’s because having a concise and clear subject line is the first step in getting someone to open your email, and it’s an important factor in determining whether or not they’ll open your email.
For example, a simple and clear subject line such as “Thank You” will quickly convey to the recipient the purpose of your email.
Additionally, a specific subject line such as “Thank you for completing the project” shows that the content is of interest to the recipient and makes the email more important.
A concise and clear subject line will help you catch the eye of the recipient, even in a busy business environment.
On the other hand, ambiguous or redundant subject lines may make it difficult to attract the recipient’s attention and may result in your email being ignored.
In the business world, it’s important to respect other people’s time. By choosing a simple and easy-to-understand subject line, you can increase the chances that your recipient will open your email and maximize the effectiveness of your message.
Adjust your sense of distance to the other person
It is also important to write your thank you email in a way that suits the recipient’s sense of distance. This is because the optimal tone and expression for a thank you email may differ depending on your relationship with the recipient and the frequency of communication.
In the business world, relationships with other parties vary. You may interact with people in different positions, such as business partners, superiors, and colleagues.
By understanding the distance between you and the other person and writing accordingly, you can make the other person feel close and trustworthy.
For example, in a thank you email to an important customer of a business partner, it is common to use formal expressions and polite honorific language.
On the other hand, when sending a thank you email to colleagues at your company, it is best to use friendly and casual expressions.
It is important to be sensitive to the other person’s position and preferences and maintain an appropriate balance.
Example of thank you email
Now, to give you an idea of what kind of thank-you emails you should actually write, we will introduce example sentences for the following three cases based on the content so far.
I will introduce each one in turn.
example sentence for dinner
Subject: Thank you for inviting me to your dinner.
〇〇 Co., Ltd.
〇〇part
Mr.〇〇
Thank you for your continued support.
This is ▲▲ from ■■ Co., Ltd.
Thank you for inviting me yesterday.
We thoroughly enjoyed the wonderful cuisine in a luxurious and upscale atmosphere. In particular, I was deeply moved by the exquisite flavors and beautiful presentation of the dishes, which showcased the chef’s delicate and masterful techniques.
Also, I am very happy that I had the opportunity to listen to Mr. 〇〇’s story and that I was able to spend some valuable time with him.
Although we still have a long way to go, we will continue to grow and work hard to contribute to the growth of your company.
Thank you very much for your hospitality. Please let me return the favor next time.
We sincerely hope that you will continue to work with us in the future.
Co., Ltd.■■
〇〇part ▲▲
In this email, the subject clearly states that you have been invited to a dinner, so that when the recipient opens the email, they can easily understand the content.
By using a clear expression of gratitude, such as “Thank you for inviting me,” and mentioning the details of the dinner or the wonderful dining experience you had at a fine restaurant, you can convey your impressions and excitement to the other person. .
Also, you are expressing your desire to grow and make efforts, but by conveying to the other person that you are conscious of self-development, you can increase your sense of trust.
Next time, you can show your willingness to reciprocate and continue to communicate with each other, which will further deepen your relationship of trust.
Example sentences to your boss
Subject: Thank you for the meal
□□Director
thank you for your hard work.
Thank you for taking the time out of your busy schedule to talk to me today.
Also, thank you for treating us to delicious eel.
I was having trouble coordinating with the relevant departments, so I was worried all by myself, but thanks to the advice I received, I felt a lot better. Thank you from the bottom of my heart for your kindness.
From tomorrow, I will face my work keeping in mind the advice given by the □□ manager.
We look forward to your continued support and guidance.
Sales Department 〇〇
By writing “Thank you for the meal” in the subject line, it is easy to understand what the email is about.
He mentioned the difficulties and concerns he had in coordinating with the relevant departments, and expressed his gratitude to the other party for being so considerate and willing to consult with him.
By providing specific details, it will be easier for the other person to understand your situation.
“From tomorrow, I will keep in mind the advice I received from the □□ manager and face my work with a new mindset.” By expressing his desire for self-development, he conveys his attitude toward personal growth. It will also increase your confidence in your boss.
Example sentences to business partners
Subject: Thank you for today
△△ Co., Ltd.
〇〇part
Mr.〇〇
thank you always.
□□This is 〇〇 from Co., Ltd.
Thank you very much for taking the time out of your busy schedule to speak with you today.
I was able to exchange information with Mr. 〇〇 without hesitation while enjoying a wonderful meal, and I was able to spend a very meaningful time.
Also, Mr. 〇〇 taught me a lot of valuable information about the industry that I didn’t know about, and I was able to gain new insights.
Next time, I would like to return the favor at my recommended restaurant. We look forward to seeing you again.
Thank you for your continued support.
□□Co., Ltd.
〇〇part〇〇
Use the subject line “Thank you for today” to concisely convey the purpose of the email.
You mention the content of the dinner and information exchange, and convey that your time with the other person was meaningful, but by mentioning specific details, it is easier to convey your impressions and feelings of gratitude to the other party. It will be.
“Next time, I would like to reciprocate at a restaurant I recommend.I look forward to seeing you again.”I convey my intentions, but this improves mutual communication. This will convey your desire to continue working and deepen your relationship of trust.
What should I do if I keep receiving replies to my thank you emails?
You may receive a reply email to the thank you email you sent to the other person, but you may find yourself wondering whether or not you should reply to the other person further.
If I send a reply, I feel like the email exchange will go on forever, and I feel like it would be rude if I didn’t send a reply.
Therefore, if you continue to receive replies to your thank you emails, please use sentences such as “If there is anything you would like to discuss with us again, we will contact you.” or “We are unable to respond to this email.” We recommend adding.
You may also see emails that say “No reply required,” but it can give the impression of being a little cold, so it’s best to use the phrase above.
summary
In this article, we have explained the key points regarding thank you emails, which are often used in business situations.
Being able to write a high-quality thank you email will help you build relationships of trust, both internally and externally.
Therefore, writing thank you emails is one of the most important skills in business. If you are not good at thank you emails, use this article as a reference to overcome your weaknesses and hone your business skills.