Examples of Business Thank-You Letters for a Vendor
Sending a business thank-you note, 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 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 a good way to maintain a positive, mutually beneficial business relationship.
What to Write in Your Letter or Email
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. 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 Business Thank You Letters for a Vendor
Subject line: 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.
Subject line: 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 service 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,
Subject line: 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.
Why Write Thank You Letters?
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.
A thank you letter is just one example of a letter you’ll need through your career.
Other business letters such as cover letters, interview thank-you letters, follow-up letters, job acceptance and rejection letters, resignation letters, and appreciation letters are all important too.
When operating a small business, available cash is vital for operating costs and emergencies that may arise. Many small business owners set up a credit account with their suppliers to give them up to 90 days to pay for their supplies. To apply for credit, many suppliers ask for a letter of intent. The letter is used to ease the supplier's mind when extending credit to your business. Provide information about your company, including details about your financial information and credit worthiness, in a letter of intent for supplier accreditation.
1. Open up your word processing program.
2. Set your settings so that the letter will be in a block format and left-aligned. These settings are usually in the toolbar at the top of the word processing software application or by clicking on "Tools" at the top of the screen.
3. Start off the letter with the current date. Press the "Enter" key twice to start a new paragraph.
4. Enter in the contact information for your small business. Type in the company's name. Press "Enter." Type in the mailing address. Press "Enter." Type in the city, state and zip code. Press "Enter" twice to start a new paragraph.
5. Type in the contact information for the supplier in the same format you used to type in your company's information.
6. Start a new paragraph and add the letter's greeting. Address the letter to a certain individual (the salesperson or representative you've been communicating with) or with a general "To Whom It May Concern:" and press "Enter" two more times to start another paragraph.
7. Type your introductory paragraph. State that you are applying for credit and what terms you are applying for in the introductory paragraph, such as 30, 45, 60 or 90 days. Starting out, 30 days is usually what is given to small businesses. Depending on your credit worthiness, you can be approved for a longer term. Explain why you want a longer term in the introductory paragraph.
8. Start a new paragraph and enter in specific information about your business. Type in the what type of entity your small business is (such as sole proprietorship, partnership and LLC), the business's start date, tax ID number and number of employees. If your business is a sole proprietorship and you don't have a tax ID number, use your Social Security number.
9. Press the "Enter" key twice and enter in your financial information. Type in the name of your bank, the type of accounts you have and contact information for your banker.
10. Enter in your business references in a new paragraph. List at least three businesses that you have a good credit record with. Enter in the name of the company and contact information.
11. Add your signature line after pressing "Enter" twice. Hit "Enter" three times and type in your name and your position in the company.
12. Read over the letter to check for errors. Fix any errors and print out the letter. Sign your name in the space between the signature line and your typed name.
- Inform the companies that you will be using them for references before adding them to the letter of intent. You don't want them to be blindsided when suppliers start calling them out of the blue.
About the Author
Tiesha Whatley has been writing for over 10 years. She has been published in "Marie Claire," "Ebony" and "Modern Bride" magazines. She holds a Bachelor of Science in English from the University of Alabama at Birmingham and has been working in the wedding planning industry for over 13 years.
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