- Writing a thank you message is an attitude that will give you returns in kindness. Write it shortly and genuinely. Suggest to give back if you want to do so.
- Tell the reader that you appreciate the data you received.
- Inform him or her how helpful the information is or how it will be useful for you.
- End with it positively. If necessary and possible, suggest to give him or her back the favor in some way.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Many thanks for letting me have the personnel file on Craig Lomas. It is time for his annual review, and as I have only just taken over as his line manager, I do not feel that I am in a position to undertake a fair review without this file. If there is any help I can give you with your reviews, please let me know.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to thanks someone for providing a report.
Further things to consider when writing thank you letters to colleagues
Thank You Letters
Thank-you letters are letters written to politely acknowledge a gift, service, compliment or an offer. Simply put, these are letters you write to express your gratitude and appreciation for someone's thoughtful actions. You can send a thank-you letter after personal events, an interview, networking events, after receiving a gift or donation, etc. A thank-you letter is always special in that it lets the recipient know that what he/she did was greatly valued and appreciated. The letter should be sent promptly and when the events are still fresh so that it can be more meaningful.
Thank-you letters should be warm, personal, and sincere. Begin with the two magical words "Thank you," and address the recipient in a way that feels most natural. Be clear about what you are thanking the person for. Let the recipient know why his/her specific gift or actions are cherished and why they are important to you. Inquire after the recipient's well-being and share some information about your life. Let him/her know that you are thinking about him/her and mention the next time you may want to meet. To wrap things up, thank the recipient again and let him/her know that you value his/her friendship.
Letters to Colleagues
Letters to colleagues are, simply, letters written to coworkers. These letters are written in a business or professional setting for different purposes. Maybe you want to thank a coworker for doing you a favor - write a thank-you letter. You want to congratulate him/her for a promotion - write a congratulation letter. Perhaps you want to apologize for doing something wrong - write an apology letter, or may be you have found a new job, and it's time to say goodbye - write a farewell letter. Although some colleagues may find writing letters a tedious process, it is a great way to maintain a strong working relationship.
Most letters to colleagues are informal. You really don't need to use all that formal jargon to people you know pretty well ? do you? Begin your letter with a warm and friendly salutation and the proper name of the recipient. Clearly state the purpose of your letter. Be specific and know exactly what you are talking about. Use clear language which the recipient can easily understand. Maintain a friendly and pleasant tone. Close the letter positively and with a note of anticipation that the recipient will take the necessary action.