The Perfect Handwritten Thank-You Note in 6 Steps

A handwritten thank-you note not only conveys gratitude to your customers, but also leaves a lasting impression and helps build a thoughtful relationship.

Customer appreciation

The power of a thoughtful, handwritten thank-you note to your customers, prospects or business partners should not be underestimated. A handwritten card takes a bit more effort than an email, and your customers will recognize that. 

Here are six tips for writing a thank-you note that will help show your gratitude:

1. Be Timely

Generally, you shouldn't wait more than a day or two to send a follow-up note, as you want to ensure that your recipient remembers why they are receiving the card in the first place. For instance, a good time to show your gratitude is directly after a sale.

2. Ensure the Card Reflects Your Business

Make sure the card isn't generic. It should be relevant to both your recipient and your business, as this is also an opportunity to boost brand awareness. For example, if you own a local veterinary clinic, you could stamp a paw print on your notes for an added touch.

3. Choose the Right Pen Colors

Blue or black ink are typically the most professional ways to communicate your message. However, there are exceptions to that rule. Let's say you run a chic nail salon; you may want to use a metallic pen to subtly relate to your offerings.

4. Greet the Recipient by Name

Always start the greeting by using the recipient's name, with or without a standard salutation like "dear." Depending on the formality you're aiming for, either address the recipient by only their first name or their last name with the appropriate prefix.

For women, it's best to use the neutral prefix "Ms." — unless the recipient has clearly referred to herself as "Mrs." or "Miss" in past interactions with you.

5. Write a Thoughtful and Concise Message

Write a clear, specific message that's a few lines at most. For instance, if you want to thank an employee for a job well done, mention what the person actually accomplished. If you're reaching out to a prospective client to thank them for taking the time to meet with you, mention something from your conversation. The key things to remember here are specificity and brevity — and, of course, always proofread your message before sending.

6. Include a Sign-Off

Closing salutations, such as "Warm regards," "Sincerely" and "With gratitude" are common in handwritten thank-you notes. This ends the note nicely and adds a professional touch.