How to use referral thank-you notes

When considering how to say thank you for a referral, you might decide a note is your best option. A thank-you note is a message sent to a referrer as a sign of appreciation for them providing you with new business, usually by directing a customer or client to your organization, products, or services.

Maintaining positive relationships with people who provide you with new clients can be beneficial for the growth of your business in a competitive marketplace. Sending a thank-you note to those referrers is relatively quick and easy but offers substantial benefits. Consider sending a thank-you note when:

• Another business refers new customers to your company, particularly when those referrals result in new sales or contracts
• Existing clients or customers refer their friends or family to your business

Why are thank-you notes important?

Thank-you notes are important because many businesses rely on referrals to achieve profits. People often trust referrals and positive word of mouth more than paid advertising. If a consumer knows someone who enjoyed or benefited from your product, they have direct proof of your business’s excellence. By thanking people who recommend your services, you encourage them to continue doing so and can enjoy the benefits of this indirect form of advertising. Since it costs little or nothing to send an appreciative note, you also experience the benefits of more referrals and healthy customer relationships for only a small investment of time.

How to write a thank-you note

Thank-you notes sincerely and succinctly convey your gratitude. Here are the steps to follow when thanking someone for their referral:

1. Address the recipient appropriately

How you address the referrer in your note largely depends on your type of business and your familiarity with the recipient. If your business is smaller and you have a friendly relationship with the referrer, you can address them by their first name. If you’re writing to an acquaintance on behalf of a larger company, you’d likely use their title and surname.

2. Explain why you’re writing

It’s important to be specific when writing your note. Mention the clients or customers the referrer brought to your business and how that helped you. This lets the referrer know you’re genuinely grateful, rather than simply sending them a generic note.

3. Conclude your note

End your note with a brief conclusion. If your referrer is another business, you can mention that you plan to return their kindness with referrals of your own. If they are a customer, consider giving them a future discount or another reward. Remember to include your email address and phone number to strengthen your professional relationship.

4. Proofread before sending

As with any professional document, aim to avoid typos and grammatical errors. Take the time to proofread your note before sending it. Consider using a free online proofreading app or asking a colleague if they can proofread your work to spot any errors.

Referral thank-you note template

If you’re unsure how to structure a thank-you note, you can use a template as inspiration. The template below can help you structure a basic note:

[Date]

[Recipient’s name], [Recipient’s job title or department]
[Recipient’s address, if sending via mail]
[Recipient’s organization]

[Greeting] [Recipient name],

[State your reason for writing and thank them for the referral].

[Explain how the referral helped your business]. [Share how you plan to return the favour or reward the referrer, if appropriate].

[Conclude by thanking them again and expressing your hopes for a continued relationship].

Sincerely,

[Your first and last name]
[Your position/job title]
[Your organization]

[Your phone number] | [Your email address]
[Your company website]

Thank-you note examples

Here are two examples of successful thank-you notes that follow the above template:

Example of thank-you note to another company

This is an example of a thank-you note sent one company might send another:

July 18, 2021
Antonia Rybachuk, Human Resources
Agro-feeds Farms

Dear Ms. Rybachuk,

I want to thank you personally for referring your client to our company, Uptown Technologies. Referrals such as yours are immensely valuable to our business. As a result, we have successfully established a long-term professional relationship with Sunshine Global and recruited top talents to our company. None of this would have been possible without your referral.

If Uptown Technologies can provide your organization with any additional tech support, please do not hesitate to contact us. Thank you again for your referral, and I hope to hear from you regarding further cooperation.

Best regards,

Michael Spencer
Manager
Uptown Technologies, LTD.

+1-514-555-1234 | Spencer@uptowntechnologies.com
uptowntechnologies.com

Example of a thank-you note to an individual customer

This is an example of a thank-you note sent to an individual customer for appreciation of their positive feedback:

April 16, 2021

Dear Mrs. Watkins

I wish to express my thanks for your positive review of our business. A&B Foods places great importance on our customers and their opinions of our products. Your positive feedback has led to an increase in sales and introduced many new customers to our homemade pastries.

A&B Foods would like to show our appreciation by providing a $10 discount code on all purchases above $30 at any of our stores in Ontario or our website. Simply download the attachment to receive the code. Thank you again for your kind gesture.

Warm regards,

Julia Griezmann
A&B Foods, LTD

250-222-0178 | Julia@abfoods.com
abfoods.com

Referral thank-you note FAQs

There is more than one way to write a thank-you note. To help you find the best approach, here are answers to some questions you might have::

Who should write a referral thank-you note?

Responsibility for writing a note depends on the size of your company. In smaller companies, you can likely write the note yourself, which adds a personal touch. In larger companies, an assistant might handle it. However, you might benefit from having a manager sign off on the note to show additional appreciation.

Should I send a thank-you note in an email or as a physical letter?

Since it’s less common, many people enjoy receiving a physical letter. Compared to an email, a handwritten or printed letter with a manual signature conveys the extra effort you took to thank them. However, if you want to deliver your message quickly or don’t know someone’s mailing address, an email is perfectly acceptable.

Are referral marketing campaigns worthwhile?

This again depends on the size and nature of your company, but it can be beneficial to reward customers, affiliates, and influencers for helping you gain new customers. A structured referral program can help accomplish your short- and long-term business goals. By granting discounts to referrers, you could enjoy benefits such as an increased customer base and profits. Even if you make less profit from the referrers themselves, positive, widespread word of mouth can complement traditional advertising.

How To Say “Thank You for the Referral” Templates for PDF & Word

Download these referral thank you note templates to help maintain positive relationships with those who provide you with a new client.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.