How to write Business Letters of Thanks?

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Business relations often call for letters of thanks and appreciation. Such letters enlarge areas of influence and are profitable in the long run. The content has to weigh more in spirit than in letter. The art of writing a truly concise letter is a difficult one. One has to infuse the letter with a touch of goodwill, cordiality and friendship. This can be done in the opening paragraphs. Here are a few examples.

Opening paragraphs:

We received with thanks your order No……………… Dated………..

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We acknowledge with thanks the receipt of your order No………………………………

This is to thank you for your inquiry/order No……………………..

Thank you for your Order No…………….. dated…………………

It gives great pleasure to receive your order…………………..

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Some occasions for letters of thanks:

1. Getting an order from a new customer,

2. Getting large orders from old customers.

3. Getting prompt payments/remittances.

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4. Getting useful promotional suggestions.

Getting an order from a new customer:

1. When you get an order from a new customer, send a personal letter of appreciate: immediately. Such a letter should be written by a senior official. This will fetch a last goodwill.

2. Mention a definite date for executing the order.

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3. Close the letter with a note of appreciation/goodwill and express your pleasure in se your customer.

Getting large orders from old customers:

The old trade relations and customers are as important as the new ones. Due attention recognition should be paid to letters and execution of orders. Here also the same method is followed as above besides the following.

1. Stimulate your customer’s interest in your products by including some sales talk and points of the goods ordered by him.

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2. Suggest the profits he can make from the sale of goods ordered by him.

3. Expectations of fresh orders should be given at the close of letter.

Getting prompt payments remittance:

Getting prompt payments are as important as getting orders. This keeps the business flow smooth. Therefore, it is necessary to express appreciation/gratitude over prompt realization of money.

Getting useful promotional suggestions:

These are the wholesale dealers or retailers who come in direct touch with the customers. And customers are the best judges of the products’ quality. Their reactions go a long way in improving products’ quality. Letters of suggestions, thus, should be acknowledged with appreciation.

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