Sending a business thank-you note or email message, also known as an appreciation letter, to a vendor is a formal way to express your company’s gratitude for the third party’s services and to assure them of your interest in continuing your association together.
Sending thank-you emails or letters to vendors and service providers that demonstrate sincere appreciation for their work is an excellent way to maintain a positive, mutually beneficial business relationship.
How to Write a Thank-You Letter
Thank-you letters should begin with a simple statement thanking the vendor for their service. The rest of the letter will list reasons why you’re thankful for being able to rely on them, as well as a statement of hope for the continuation of your business relationship with them in the future.
It’s important to list the specific reasons for writing the letter. A vague thank-you note will lack the gratitude and emotion you are trying to display.
What to Include in Your Letter
Instead of a simple, “Thank you for your business,” write statements like, “It meant so much that we were able to rely on your consistent deliveries during the difficult winter weather,” or “Our business has flourished since we established our contract five years ago," or “Thank you for your willingness to accommodate our need for occasional weekend service, despite being given very little notice ahead of time.”
Specific examples will help to strengthen and confirm the point you are making—that you remember the times when they went the extra mile to provide outstanding service. Here are some examples of business thank-you email messages to send to vendors who have been especially helpful.
Sample Thank You Letters for a Vendor or Service Provider
Example Thank You Letter # 1
Subject: Thank You
I really appreciate all of your help in getting our restaurant ready for opening night.
You've been right there, helping out wherever and whenever needed for these past few months. From ordering supplies, to supervising the set-up of the dining room, to helping with the menu and marketing - we couldn't have done it without your expert consulting services.
Everything has finally come together, and we're ready to open the doors to the public, assured – thanks to your hard work – that our grand opening will be a memorable one that establishes our reputation as the hottest new “go to” spot in the community!
I am very appreciative of your assistance and am looking forward to continuing to work together.
Example Thank You Letter # 2
Subject: Many Thanks!
Dear E.J.B. and Sons,
I am writing to thank you for the quality of service provided by your company. We sincerely appreciate your efficient, gracious customer service, the level of detail and accountability you have demonstrated on each project, and the way you conduct business as a whole.
We have, and will continue to, recommend your services to other companies and contacts. Our team could not be more satisfied with your work, and we look forward to continuing this relationship.
All the best,
Example Thank You Letter # 3
Subject: Thank You
Dear Ms. Garrett,
We would like to express our sincere appreciation for your service to us as one of our most reliable regular suppliers. Ever since we signed our contract, you have provided the highest quality products with even better customer service. Deliveries are often received earlier than expected, and you are quick to resolve any issues that arise.
We look forward to extending our contract with you for years to come and hope you will continue to provide such excellent service to us. We could not conduct our business without you! Thank you for a favorable first year in business together, and we look forward to many more.
More Examples and Writing Tips
There will be many times throughout your career when you’ll need to write thank-you letters. Here’s how to write a thank-you letter, including who to thank, what to write, and when to write an employment-related thank-you letter.
RECOGNIZE GOOD SERVICE: Writing personal thank-you notes to quality vendors will help to ensure their willingness and availability to work with your organization in the future.
USE DETAILS: Be generous in your descriptions of the specific ways your vendor has contributed to your company. Not only will this demonstrate your appreciation, but it also provides a useful testimonial for them that they can use in their marketing materials.
PROOFREAD: Don’t forget to proofread your thank-you letter for spelling and grammatical errors. Like all business correspondence, it represents your professionalism.