Although a letter of thanks can be considered an official document, there are no standards for its writing. Free form is usually used, but it is still considered necessary to follow certain norms and rules.
Firstly, the text must necessarily contain information about who is thanking and whom. If the recipient is a specific person, then the letter must indicate his first and middle name.
The main part is devoted to listing specific merits and achievements for which the person/company receives gratitude.
It should also be taken into account that without the date of preparation and signatures (with transcript) of one or more responsible persons indicated in the final part of the letter, the document will be considered unfinished.
A seal certifying the signatures of the directors will add credibility to the letter.
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The recipient will definitely appreciate the presentable and elegant appearance of the letter and envelope.
There are different options for the design of thank-you letters: you can take a regular A4 sheet or a company letterhead, which is certainly preferable. Stylish colored thank-you letters, specially ordered from a printing house, look especially attractive. Such copies acquire great significance for the recipient, and are usually put on public display.
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A thank you text written by hand, and even using calligraphic style, is valued more than one printed in the usual technical way. In the first case, the letter is filled with special energy, warmth and sincerity, which, of course, conveys the mood and respectful attitude of the sender to the one who deserves gratitude.
Avoid familiarity, excessive pathos, hypocritical exaggeration, vulgar jokes. And of course, excessively dry officialdom is inappropriate. The letter should be laconic, even brief, precise, specific. Just a few sentences are enough to express your sincere feelings.
Please note what the letter should NOT look like:
Dear and highly respected colleague, Petrov Konstantin Alekseevich! On behalf of the management and our entire huge team, please accept our gratitude for your valiant work, endless patience, diligence, etc., etc.
And here's another one:
Konstantin Alekseevich, bro! There are no words, you are an example for us all, so many years in one place - it's a feat!
And this is a correct example of a thank you letter.
Konstantin Alekseevich!
The management of the company "Kamenny Tsvet" represented by the director FIO and the entire team express their gratitude to you for your high professionalism, active participation in the life of the team and the training of new personnel.
It is important to remember that the text of gratitude is written on behalf of the entire organization, not on your own behalf. Even if the team is accustomed to communicating informally, simply, casually and without formalities, familiar expressions should not be allowed in the text, so that the recipient does not take offense at such a frivolous attitude towards his work contribution.