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 Person writing thank you note as a sample thank you letter to a client

Sample Thank You Letters for Your Business

Nikki Wisher
Nikki Wisher

Sometimes it’s the small details that matter most in growing your business, like the way you treat your clients and contacts. Even without a financial incentive, don’t we all want to live in a world where people are more appreciative of each other? 

You know the quote: “Be the change you want to see in the world.” You can start with something as simple as thank you letters to your clients, contractors or vendors, and others who help your budding business.

Thank you letters can be tricky: finding the right words that are heartfelt but professional. If you’ve found yourself with writer’s block, try these examples of thank you letters to a customer, vendor, and others.

Sample Thank You Letter to a Prospect After the First Meeting

You have a potential new client and you’ve made introductions via email or professional chat. Then you have that critical first meeting or phone call to discuss the project and the possibility of working together.

Especially if the client left that meeting saying they’d make their decision and let you know, now is the perfect time for a thank you card. It improves your relationship with the prospect and shows them your professional courtesy, making it even more likely that you’ll land the contract.

 Try this wording for example:

“[Prospect name],

Thank you for taking the time to meet with me today. It was a pleasure to speak with you, and it’s always great to meet another football fan [or mention something else you talked about or bonded over].

Your [describe the project] sounds like a terrific project, and I would be honored to be able to contribute my expertise. I look forward to speaking with you again and I hope to be working with you soon.

Thanks again,

[Your name]”

Sample Thank You Letter to a Client After Project Completion

You’ve been working with a client on a project, potentially for weeks or months, and you’ve finally finished the last set of deliverables. After the client has accepted the finished product, a thank you letter is in order. It’s a great way to further improve your client relationship so you’re more likely to get future contracts or referrals for other clients from them.

Try this sample wording:

“[Client name],

I want to thank you for your collaboration throughout the [project]. It’s always a great feeling to wrap up another successful project, but you’ve made the entire process a pleasure. I appreciate your responsiveness and your candid communication, and I’m thrilled that you’re as proud of the finished product as I am.

It’s been a joy to work with you, and I look forward to staying in touch in the future.

Thank you,

[your name]”

Sample Thank You Letter to a Contractor or Vendor

Depending on your freelance specialty and the type of services you offer, you might be hiring or collaborating with vendors, subcontractors, or other freelancers throughout a project. After the client’s project is completed, it’s a good idea to send them a thank you note as a way to maintain a collaborative relationship in the future.

Start with this wording for your letter:

“[Vendor name],

Thank you for your help with the [project name] project. It sounds like [client] is thrilled with the finished product. I’m so proud of the work we provided, and I hope you are as well!

It’s been a pleasure to work with you. I appreciated your expertise and your responsiveness throughout the project, and I hope to work with you again in the future.

Thanks again,

[your name]

Sample Thank You Letter for a Referral

When it comes to getting new business, a freelancer’s best tool is doing great work in the first place because it leads to referrals. When a client, colleague, or other member of your professional network sends a new prospect your way, it’s well worth your time to write a thank you letter. Try this wording on for size: 

“[Referrer’s name],

I just had a great conversation with [prospect], and I was so glad to hear that you had told them about my work. Thank you for recommending me!

As you might know, it’s a competitive world out there for freelancers. It’s so helpful when I speak with prospects who already have a positive recommendation, and I’m honored that you thought highly of me enough to give [prospect] my name.

Thank you again,

[your name]”

Mastering the Thank You Letter

Thank you letters seem like small gestures and they take a matter of minutes to write and send. As you grow your freelance business, the relationships you have with clients, contractors, and other professional contacts could make a world of difference. 

Thank you notes are a great way to nurture those connections because you’re taking time out of your day with the other person in mind. Sending a customized version of the above sample thank you letter to a client for their business could be a five-minute way to secure thousands more in future business. Break out your thank you notes and make it happen!


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