How to write a B2B thank-you note

Dear Gift-Givers, Ah, the age-old tradition of expressing gratitude with a thank you note—a timeless gesture that warms hearts and strengthens bonds. You may already know that sending a thank-you email after a job interview significantly impacts the hiring manager’s impression of you. In fact, 80% of recruiters agree that thank-you notes positively influence their decision-making process. It’s not just limited to recruiting, though. According to studies and surveys, a thank you note can have a strong psychological effect on both the sender and the receiver.

“Being seen, heard, acknowledged, and appreciated are basic human needs. A simple thank you can go a long way toward making employees and colleagues feel valued—and valuable.” (Forbes)

How often do you take advantage of the positive impact of writing a simple thank you note? At Cultivate, we believe the more often you show gratitude to people in your network through things like , the more likely you are to cement lasting business relationships. In 14+ years, our team of experts has given over one million gifts, passed along countless thank-yous, and learned a thing or two about what makes a good thank-you note. Keep reading to get the top 8 tips to perfect the art of the thank you note.

1. Promptness pays off

Strike while the iron is hot! Aim to send your thank-you note within 48 hours of the meeting, offer, or selecting your gift. Not only does this show appreciation in a timely manner, but it also demonstrates your attentiveness and professionalism.

2. Start with genuine gratitude

Begin your letter with a heartfelt expression of thanks. Acknowledge the thoughtfulness of the gesture and convey your appreciation sincerely. Remember, a little gratitude goes a long way in strengthening professional relationships.

3. Add your personal touch 

Take a moment to reflect on the specific gift you chose from the Platform or act of kindness you received. Mention how it made you feel or how you plan to use it. Adding a personal touch shows that you genuinely value the thoughtfulness behind the gesture. 

Because we focus on giving the gift of choice, the thank you letters we receive always have a personal touch. It shows how letting them choose their own gift that suits their individuality goes far to reinforce your professional relationship.

4. Keep it clear and concise

While it's tempting to pour your heart out, remember to keep your thank you note concise and to the point. Aim for a balance between heartfelt sentiment and brevity. Your recipient will appreciate a well-crafted message that gets straight to the point.

5. Emphasize the gift’s impact

Share how the gift has made a difference to you personally or professionally. Whether it brought a smile to your face, brightened your day, or proved useful in your work, sharing the impact reinforces the value of the gesture and leaves a lasting impression.

6. Inject some personality

As you edit, don't be afraid to inject a bit of your personality into your thank you note. Whether it's through humor, anecdotes, or quirky details, let your authentic self shine through. After all, a little personality goes a long way in making your note memorable.

7. Look to the future in your closing

Wrap up your thank you note with a warm closing that leaves a lasting impression. Whether it's a simple "Thanks again" or expressing your eagerness to continue the relationship or collaborate further with "Looking forward to connecting soon," choose a closing that sets the stage for future interactions, fosters goodwill, and feels genuine to you.

8. Proofread, proofread, proofread

Don’t forget this crucial last step! Before hitting send or sealing that envelope, take a moment to proofread your thank-you note. Check for spelling and grammatical errors to ensure your message is polished and professional. Attention to detail reflects positively on you as the sender.

Now, you might be wondering, "How can I make sending thank you notes even easier?" Well, we're excited to introduce our latest feature on our Online Gifting Platform: Thank You Notes! With this update, your recipients can send a thank you note directly through the Platform once they've selected their gift. It's a seamless way to express gratitude and streamline the gifting experience for both parties.

When appreciation goes full circle

With these insights and our new Thank You Notes feature, you'll be a master of gratitude in no time. Remember, a well-crafted thank-you note is not just a gesture of appreciation; it's a reflection of your character and professionalism. Be sure to take the time to craft thank-you notes or emails to show your network just how much you appreciate them.

So, the next time you receive a thoughtful gift, reference these tips to craft a well-written and personalized thank-you note. And if you're looking to incorporate appreciation through gifting into your company culture or business practices, Connect with an Expert and be sure to check out our Thank You Notes feature on Cultivate's Online Gifting platform.

Much appreciated,

The Gifting Experts