Thank You Letters
The purpose of a thank you letter is self-explanatory.Write one when you want to formally thank a person,company or institution for something they have done for you or your organization,which you consider to be out of the ordinary.And the service provided to you above and beyond your normal expectations can often call for a special thank you letter,which is also an important follow-up mechanism in certain employment-related situations.For business thank you letters,there are many situations in business that can warrant a thank you letter,for example,to show your appreciation for any type of special consideration,to thank a speaker for a presentation at an annual board,to thank employees for exceptional service or performance or to show commendations to volunteer service workers for their personal contributions,etc.
2.1 How to Write Thank You Letters
In our fast-paced society,the polite act of writing thank-you letters has become increasingly rare.Many people prefer to thank people with a quick phone call or email,rather than take the time to write and send a personal letter or a note of advice.Take the time.The extra effort will be appreciated and make you stand out from the crowd.If you don't write thank-you letters,start now.Thank-you letters are critical to maintaining good relationships.Conversely,not sending a thank-you letter when one is called for can harm a relationship.You may think that other people don't care if you send a thank-you letter—but they do.A wide variety of occasions are appropriate for sending thank-you letters.The most obvious is when you have received a gift.You should also thank people for favors,friendship,and effort expended on your behalf.
When writing a thank you letter,be enthusiastic and genuine.Even if you don't like something,there is always at least one nice thing you can find to say about it. So find it—and say it in a warm and friendly way.
2.2 Samples of Thank You Letters
Suppose Mr.John is in India.His friend,Mr.Bernard who is in Singapore, visited India and stayed with Mr.John.After returning to Singapore Mr.Bernard is writing a letter to Mr.John thanking him for his hospitality.
This is a sample Letter of thanks for hospitality on a visit.
From:Mr.Bernard，
3 Keppel Road，
Singapore.
To:Mr.John，
21 Anna nager，
Chennai,India.
May 18，2013
Dear John，
I thank you very much for the warmth and hospitality you showed me on my visit to your place last month.Not for a moment did I feel uneasy or unwanted guest.
It is said that a fish and a guest begin to smell after three days.I stayed for two weeks and not a single murmur of protest from any of you.I can not forget those outings and those games.The delicacy of the food you served to me still has good aftertaste in my tongue.Your children are such sweet things.
My wife and children are willing to extend their wishes to all of you.Kindly reciprocate the visit by coming to our place during vacation.
Yours sincerely，
Signature of Bernard
Bernard
Also,Mr.Maxwell is in London.His friend Mr.John who is in Singapore visited London.For the visit Mr.Maxwell arranged the accommodation and journey reservation for his friend.After he returned to Singapore,Mr.John is writing a letter thanking Mr.Maxwell.
This is a sample Letter of thanks for making travel arrangements.
From:M.Rajah，
3 Keppel Road，
Singapore.
To:Mr.Maxwell，
Queens Mart，
London.
March 8，2013
Dear Mr.Maxwell，
Let us thank you for taking all the trouble to arrange accommodation and return journey reservations for us on our visit to London.The arrangements that you had made for our intercity transportation were more helpful.If you had not extended your helping hand,the journey would not have been comfortable and useful one for us.
You are a busy man with a tight schedule of engagements throughout the day.It could not have been an easy task to snatch time away from your duties to do all that kindly let us know if we can be of any service to you.
With thanks.
Yours sincerely，
Signature of John&Mrs.John