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How to Write a Thank You Note to a Vendor

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Some believe that thank-you notes are old fashioned, but common courtesy never goes out of style. Thank-you notes strengthen bonds within family and business relationships; they demonstrate gratitude and deepen the meaning of the gift. Sending a thank-you note to your vendors is a good idea; it shows the vendor that you are grateful that they have chosen your business in which to sell their wares, and that you appreciate this special relationship because your customers (and your pockets) are happy.

Choose the right paper. Write your thank-you note on a small card with its own envelope rather than a sheet of regular-sized notebook or typing paper. Avoid the preprinted thank-you cards; give the note your own personal touch by writing the text yourself.

Rehearse. Rather than waste cards because of careless mistakes, have an idea of what want to say. Use a sheet of scratch paper to carve out your rough draft.

Address the note by using the vendor's name. Do not address the note by saying: "Dear Mr. Soft Drink Vendor." Make it personal by saying "Dear Harry."

Explain why you appreciate their patronage. If you are grateful that Harry chooses to sell his soft drinks in your store because the high school soccer coach always buys a case for the team to drink after games, say so. Use details. Describe to the vendor how much your customers love his product.

Imply a continued relationship in the future. Say something like: "Thank you for allowing us to sell your product. We pride ourselves on having long-standing relationships with all our vendors, and we're glad you've joined the team. We look forward to doing business with you in the years to come."

Wish the vendor well. Say something like: "We sincerely wish for your continued success."

Choose an ending that best suits the tone of the letter and the relationship you have with the vendor. Examples include: "Respectfully yours," "Sincerely," "Thanks," "Love," or "With Regards." Make it personal; end the note with your own name, rather than the name of your business. Even if you have typed the note (although thank you cards should be handwritten), use a pen to sign your name.


Oubria Tronshaw specializes in topics related to parenting and business. She received a Bachelor of Arts in creative writing from the Santa Fe University of Art and Design, and a Master of Fine Arts in creative writing from Chicago State University. She currently teaches English at Harper Community College in the Chicago area.

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