In business situations, there are many situations in which to express gratitude or appreciation. If you are face-to-face, you can immediately express your gratitude in words, but if you have to express your gratitude by email, many people may worry that it is difficult to express their gratitude in writing. ?
If you write something like an email, you may not be able to express your gratitude in the way you want, or you may feel anxious about whether your feelings will be properly conveyed to the other person. Additionally, even if you intend to send an email politely, the person who reads it often ends up with a message that does not leave a good impression.
In this article, we will explain the importance of thank you emails in business, points to keep in mind when writing them, and email examples that can be used in a variety of situations. If you are wondering, “How should I compose and send an email?”, read this article and you will be able to send an email that leaves a good impression on the recipient.
The importance of thank you emails in business
Thank you emails are one of the important communication tools, and not only serve as a courtesy, but also help build relationships of trust with business partners and customers. Let’s take a closer look at its importance below.
Leads to building a relationship of trust
Thank you emails play an important role in building trusting relationships with business partners and customers. Receiving a thank you message makes you feel that the other person is serious about your work and cooperation. This increases trust in the other party and opens up possibilities for future business and cooperation.
In addition, the recipient can deepen their relationship with each other by replying with a thank you message or sending an email expressing their gratitude. Therefore, it is very important in laying the foundation for a better business partnership.
There’s no point in just sending it
Sending a thank you email is important, but just sending one is meaningless. You also need to be careful about the content and expressions. It is important to use the correct words and to convey your gratitude to the recipient.
First, reflect on what kind of cooperation the other person has provided, their specific actions and contributions, and express your gratitude to them with gratitude. It is also important to frankly express your feelings and impressions about how you have been affected by the other person. By expressing your feelings to the other person, rather than just thanking them, you can build a deeper bond.
Additionally, you need to be careful about your wording and expressions. It is important to use polite language and choose words that respect the other person’s position and contribution. Be sure to use warm words and words of gratitude to avoid giving a cold impression.
A thank-you email not only conveys your gratitude to the other person, but also strengthens the relationship. By using the right words and expressions to express your appreciation for the other person’s contribution, you can further strengthen your bond with them.
Points to remember when writing a thank you email
When writing a thank you email, it’s important to keep a few points in mind. In order to send an email that conveys your sincerity and gratitude, rather than just a formal email, keep the following points in mind.
send as soon as possible
When sending a thank you email, it is important to send it as early as possible. By expressing your feelings toward the other person early on, the other person will feel that their contribution and cooperation is recognized, and you can leave a good impression. It will also clearly convey your gratitude and strengthen your relationship with the other person.
However, the quality of the content is also important. If you write an e-mail in a hurry and the content is insufficient or contains many typos or omissions, it will be difficult to convey your feelings to the other person. In order to both send the email in a timely manner and maintain the quality of the content, it is effective to create a template for the thank you email in advance and practice writing the email.
Avoid sending standard messages
It is also important to write individual content as much as possible without relying on standard sentences. To clearly convey your feelings, take the time to express your gratitude in your own words. By clearly stating the specific situation and the reason for your gratitude, you will send a heartfelt message to the other person.
Incorporate feelings and emotions
It is important to include your feelings and emotions rather than writing in a cold, formal manner. Use frank and warm words to convey your sincerity and feelings towards the other person. You can express your gratitude by stating the reason for your gratitude for a specific action or cooperation, and how you were helped.
Keep the subject line clear and concise
The subject line should be concise so that the recipient can understand the content at a glance. By using a specific subject line, you can let the recipient know that you want to thank them even before they open the email. For example, using a specific subject line like “Thank you” will make it easier for the recipient to understand the purpose of your email. A concise subject line will grab the recipient’s attention and increase your email open rate.
Do not use phrases such as “Thank you in advance.”
Avoid using phrases such as “Thank you in advance.” This phrase conveys the intention of ending the email in a hurry, making it difficult to convey your feelings toward the other person. Instead, try making your closing words more polite. For example, you can make a good impression by using polite words such as “Thank you again.”
Basic structure of thank you email
In order to write an effective thank you email, it is important to understand the basic structure. Below, we’ll explain the basic components of a thank you email.
The basic structure of a thank you email is as follows:
Greetings at the beginning
When you begin your thank you email, begin by greeting the recipient. To show respect to the other person’s name and position, it is common to start the conversation with something like “Dear 〇〇”. Also, choose the style and tone of your email appropriately depending on your relationship with the recipient and the situation. For example, it is appropriate to use polite expressions when dealing with business partners, and lighter expressions when dealing with friends or close relationships.
give one’s name
Indicating your name is a basic element of a thank you email. Even if the other person doesn’t remember your name or you’re meeting them for the first time, you can make them feel at ease by clearly stating your name. For example, by clearly stating your name, “My name is 〇〇,” the other person can confirm who the thank-you email is from. Additionally, in business situations, it is desirable to also include the company you belong to and your position. This makes it easier for the recipient to judge the trustworthiness and importance of the email.
say thank you
The main part of a thank you email is, of course, the content of the thank you. Be sure to clearly state how you would like to express your gratitude to the other person. It’s important to not only express your gratitude for the support and advice the other person provided, but also to be specific about how that support or advice was helpful to you.
For example, if a project progresses smoothly with the help of specific advice and results in good results, it is important to specifically mention the results and effects and express your gratitude for the other party’s contribution. It’s important. By citing specific examples and episodes in your own words, it becomes easier for the other person to realize that their cooperation was actually helpful.
Please let me know if you have any related requirements.
In your thank you email, if you have any related requirements or requests, let them know at the appropriate time. For example, if you have a future meeting, contact plan, or consultation regarding the next step, it is important to convey it smoothly and in the context of your thank you. However, in the thank you email itself, the main purpose is to express gratitude, and when conveying requirements, be sure to respect the recipient’s intention of gratitude.
closing words
Add a nice closing statement at the end of your thank you email. Generally, phrases such as “Thank you very much” are used, but different closing words may be chosen depending on the relationship with the other person and the context. In a business setting, it is important to choose the most appropriate closing words depending on your relationship with the recipient and the purpose of the email. For example, if you have built a relationship of trust with the other person, you can convey a message that emphasizes the continuation of the relationship by using expressions such as “I look forward to your continued guidance.”
Also, be sure to include your name and contact information after your closing words. This makes it easier for the other person to reply or contact you if you need to. Providing specific contact information can facilitate quick communication.
Opening and closing phrases that can be used in thank you emails
In a thank you email, it is important to convey your gratitude in both the opening and closing sentences. By memorizing appropriate phrases that are easy to use at the beginning and end, you can convey your gratitude to the other person in a polite manner.
Memorize phrases you can use at the beginning and end of your writing so that it doesn’t become a fixed phrase.
Start phrase
By knowing some phrases you can use when writing a thank you email, you can avoid the email becoming a boilerplate text and create sentences that more easily convey your gratitude to the recipient.
When writing, try using phrases like the ones below.
closing phrase
In the closing sentence of your thank you email, it is important to express your gratitude once again. Adding a sentence to the usual closing phrase makes it easier to convey your gratitude to the other person.
Try using phrases like the following in your closing sentence:
Example of thank you email [external edition]
Here are some examples of how to actually send a thank you email. This is an example of how to send a thank you email to someone outside the company depending on the situation. Use this example as a reference when you say, “I don’t know how to express my gratitude via email.”
When I received an appointment
If you receive an appointment, be sure to thank them and write down the date. You can rest assured that you and your partner can double check.
○○○○ Co., Ltd.
○○ Department Mr. Tanaka
Thank you for contacting us immediately.
This is Suzuki from □□□□ Co., Ltd.
Thank you very much for taking the time out of your busy schedule.
I understand Mr. Tanaka’s circumstances.
We would like to invite you to visit us at the following times.
Thank you for your understanding.
Date and time: △month△△day △hours to △hours
Location: Your company’s Yokohama office
Purpose: Greetings and information about new products
Visitors: 2 people (my boss Sato will also be accompanying us)
We are looking forward to meeting Mr. Tanaka on the day of the event.
Thank you for your understanding.
After the visit
After your visit, in addition to thanking them for visiting with you, you should also tell them about your future plans based on your visit, such as future contract procedures and documents to send to the other party. It is also necessary to let the other party know via email any questions you have or that you will need answers at a later date.
○○○○ Co., Ltd.
○○ Department Mr. Tanaka
Thank you for your help.
This is Suzuki from □□□□ Co., Ltd.
Thank you very much for taking the time to speak with me today.
We are glad that you are interested in our services.
Mr. Tanaka asked me some questions today.
・How long can ○○○ be delivered?
・Is it possible to negotiate the price for a certain large quantity order?
We will check this internally and contact you again.
Please allow 1-2 business days for confirmation.
Thank you for your continued support.
After the meeting
After the meeting, we recommend that you include content that allows you to share issues, achievements, etc. If you need answers to issues that came up during the meeting, it is also necessary to give an estimate of when the answers will be available.
○○○○ Co., Ltd.
○○ Department Mr. Tanaka
Thank you for your help.
This is Suzuki from □□□□ Co., Ltd.
Thank you very much for taking the time to speak with me today.
During this meeting, we were able to discuss the details in detail, and the image of using the service and the issues involved in using it were clarified.
Below is a summary of the issues raised when using it.
・(Problem 1)
・(Problem ②)
・(Problem ③)
We will once again extract and share improvement measures regarding the issues.
Improvement proposals will be sent by May 31st.
Thank you for your continued support.
After business meeting
In addition to expressing your gratitude for the opportunity to have a business meeting, it would be effective to share the considerations and deadlines that came up during the business meeting.
○○○○ Co., Ltd.
○○ Department Mr. Tanaka
Thank you for your help.
This is Suzuki from □□□□ Co., Ltd.
Thank you very much for taking the time to speak with me today.
During the meeting, I talked about this
We have received feedback from customers that they are concerned about the monthly charges when implementing our service.
We will consider your comments internally and will contact you again.
We will contact you by May 31st, so please wait.
Thank you for your continued support.
Example of thank you email [internal version]
There are cases where you send it not only to people outside the company, but also to people within the company, such as your boss. We will explain examples of how to send thank you emails to people in your company in different situations.
Thank you to your boss
When sending a thank-you email to your boss, it will make your feelings more visible if you express your gratitude and also explain how you will act based on what your boss has told you.
Also, if you have an interview at a later date, it would be a good idea to mention that as well.
Director Sato
Thank you for your hard work.
This is Kimura.
Thank you for your guidance regarding the project the other day.
The current issues became clear and I learned a lot.
Based on your guidance, we will work to improve □□ and create services that satisfy our customers.
We look forward to your continued guidance.
After dinner with boss
After the dinner, send an email the same day or the next morning.
President Yamada
Thank you for your hard work.
This is Kimura.
Thank you very much for taking the time out of your busy schedule to give us the opportunity to interact with you today.
President Yamada said
I was impressed by the message, “We want to be a company where each and every employee can work with dreams.”
I am proud to be a member of this company, and I would like to pursue my dreams and take on challenges.
We look forward to your continued guidance.
Your closing words will set you apart from others.
Of course, the content of the thank you email is important, but the closing words at the end can make a huge difference in the impression you leave on the recipient. Even if the content is good, a bad closing sentence can ruin a good impression. If you can close your letter properly with your closing words, you will be able to differentiate your letter from other people’s thank you emails. Here we will explain the closing words that can be used in a thank you email.
basic closing words
More polite closing words
Closing words when making a request
Closing words when apologizing
Closing words when asking for a reply
Closing words when refusing
summary
In this article, we explained the importance of thank you emails in business, points to keep in mind when writing them, and email examples that can be used in a variety of situations.
Businessmen who are good at their jobs and are good at their jobs consider the other person’s feelings when sending thank-you emails, and are better able to build relationships of trust. Thank you emails have a huge impact on the recipient.
The most important thing in business is a relationship of trust with the people around you, including your clients. That relationship of trust cannot be built overnight. The accumulation of small trusts leads to the building of large relationships of trust. Sending a polite thank you email is a very important part of building up that small trust.
When sending a thank you email, be creative so that you can express your feelings appropriately depending on the person and the occasion.