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Thank you letter for hosting a business event

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Thank you letter for hosting a business event
October 12, 2019 Houseguest Thanks No comments

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  • Thank You Letter for Hosting a Fundraising Event

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  • Looking for more great resources? Check out our guide on how to ask for that all critical conference call meeting? Click here  for more. 

    How to Write a Business Thank You Note

    I recently spoke to a large group of Interns at our local Chamber of Commerce event. One of the students asked about the best way to follow up with someone after a networking event. I know you’ll be shocked by my answer (insert sarcasm here), pull out pen and paper and write a follow up thank-you note!

    Here’s the synopsis of her Question:

    Q – I met a few new people at a networking event and would like to send a thank you note to follow up with them. I want to leave a good impression because I would like to work at their business upon graduation or possibly intern. ‬ ‪Do you have a couple of sample thank you notes that you have done in the past that you would not mind sharing? My goal is to get better at writing thank you letters and having a couple quality examples would help. ‬‪- ‬Danielle ‬

    A – Yeah!!! I’m looking for the applause and party horn emojis from my phone to insert here! (I know they’re not for use in a professional environment, but I’m excited about her question and how she’s taking initiative!)

    Step 1: Paper is Important

    For starters, make sure you have some professional looking notes. Something plain and simple will do the trick. Save anything too ‘frilly’ for personal notes. The quality of your paper is also important. If you choose something really nice, like Crane, it just feels good in your hands and adds to the receiver’s experience. If you have time, click on this link to learn why Crane paper is so amazing.

    Step 2: Grab a Good Ink Pen

    I personally like to use navy ink, and sometimes I even go for gold ink (but ONLY if the situation is right). Some say the blue ink stands out and is more memorable than basic black. Whichever ink color you choose, make sure the ink flows smoothly, doesn’t smudge, and doesn’t skip.

    Step 3: Type It Out First

    Now this may sound counterintuitive, but give it a try. We’re used to typing and allowing our thoughts to flow freely. When we immediately start to write out a note – many times we don’t do it because we think, ‘what if I mess up’. By typing out your thoughts, you can cut and paste, reword, and rework your sentences before transferring them by hand to the note. Using this process, I personally get on a roll and end up working on multiple notes in one sitting. Then putting the pen to paper is not so ‘scary’ and it actually turns out to be a fun exercise.

    Step 4: Use Their Name

    Make sure you use their correct name and write it right. If they go by a nickname or their middle name and you use the wrong name, you’re defeating the purpose of the note, which is to make a connection and build a relationship. Take the time and do your research. If it’s a formal note and you’re addressing a senior executive, I would err on the side of ceremony and address them with the title, Dear Mr. or Ms. Smith. It will show that you value and respect the relationship and the process.

    Step 5: Express the Appreciation

    Make sure you write in the present tense. Don’t be wishy-washy and say something like, “I just wanted to write to say that…” Be specific and straightforward. Highlight a point of conversation from the previous encounter, or certain skills you’re thankful the person taught you.

    Thank you for taking the time to visit with me during the ABC event and sharing information about your company and career with me. (Adding anything specific they mentioned).

    Step 6: Explain Why

    Be specific, don’t exaggerate, and be sincere with any compliments. And don’t bloviate (I love that word)

    You can mention how what they shared with you will be beneficial to you moving forward or how you have already researched or applied what they told you. Make sure to maintain your focus on the person you are writing and on their generosity. This isn’t about you.

    I researched your company and love the mission statement. I enjoyed reading about how your company has _____________.

    Step 7: Back to The Future

    Refer to the past and the future.

    I enjoyed meeting you and look forward to seeing you at the next ABC event.

    Step 8: Thank Them Again and Sign Off

    I literally end my notes with,

    Thanks again.

    Carey Sue

    Sometimes, I’ll use something less formal such as ‘cheers’, or ‘regards’. It depends on the person, the situation, and the tone of the note. Pick what feels most comfortable, and professional, to you.

    Step 9: Make it a Habit

    I find my thank-you note writing goes in stages. I’ll be doing really well, then things get busy and I push it aside for ‘later’. If you make it a habit and schedule the time into your calendar on a regular basis, it will become second nature and will help to build your professional network like no other way!

    Her question prompted me to get working on that growing list of gratitude I’ve been ‘intending’ to tackle.  I recently set a personal goal; 30 notes in 30 days.  Are you interested, would you like to join me?  Together, lets figure out how to carve out just a few minutes from our day to put pen to paper and show thanks. Hop over to the Facebook page, Twitter, Instagram, Periscope (wherever you want) and put it out there, I’m using the hashtag #30ThanksIn30Days to get the conversation started and to help keep me accountable.  So if you see me on any of the social media platforms (or in person) over the next 30 days, please don’t hesitate to ask how it’s going!

    Business Thank You Note Template

    For those who are looking for a template guide in which to write their business note, please see the full letter below:

    Dear <insert name>, 

    Thank you for taking the time to visit with me during the ABC event and sharing information about your company and career with me. (Adding anything specific they mentioned).

    I researched your company and love the mission statement. I enjoyed reading about how your company has _____________. I enjoyed meeting you and look forward to seeing you at the next ABC event.

    Thanks again.

    <insert your name> 


    Looking for more great resources and templates? Check out our guide on how to ask for that all critical conference call meeting? Click here  for more. 

    What to say in a thank-you note to your host or hospitality provider. Your rapport with the business community was obvious as you were able to provide.

    Thank You Letter for Hosting a Fundraising Event

    By: Beth Morrisey MLIS - Updated: 26 Jan 2015|*Discuss


    Whether it's a small raffle or a gala ball, fundraising events require a great deal of planning and organisation to be successful. When someone hosts a fundraising event those who benefit from the proceeds should write him or her a thank you letter regardless of how many funds were actually raised on the day or night.

    Content of a Thank You Letter for Hosting a Fundraising Event

    A thank you letter for hosting a fundraising event should reference both the event and the reason for the fundraising. Hosts and hostesses should be thanked for all of the time and energy that they put into the event as well as for the event itself. The more details that can be included in these letters the better, as thank you letters devoid of details tend to feel like generic form letters. If more than one thank you letter is being sent after an event then each should contain details personalised to the recipient.

    Format of a Thank You Letter for Hosting a Fundraising Event

    Thank you letters for hosting a fundraising event may be formal, for example if sent on behalf of an organisation, or informal, for example if sent from a close friend. More formal letters should be formatted as business letters with the address details of both the writer and the recipient, title and organisation details (if necessary) and formal salutations and closings. These letters may be typed and printed on good quality paper. Informal letters can do away with the title, organisation and address details and use less formal salutations and closings. These letters may be handwritten or even sent via email or ecard. Any letter to be posted or hand delivered should be delivered no more than one week following the fundraising event.

    Sample of a Formal Thank You Letter for Hosting a Fundraising Event

    Victoria Smythe
    Heart Health Society

    18 Oct 2019

    Declan Hughes
    Healthy Heart Cafe

    Dear Mr. Hughes,

    On behalf of the Heart Health Society I would like to thank you once again for the wonderful Healthy Heart Valentine's Day dinner dance that you hosted at the Healthy Heart Cafe. The Heart Health Society was able to raise over £100,000 from the event and all of these funds will go directly towards our new Healthy Heart Cuisine recipe card project. As no one has been able to stop talking about your delicious, heart healthy cuisine since the night, we may well need to impose upon you to help us out with a few recipe ideas as well!

    Thank you again for all of your help, and your continued support of the Heart Health Society.


    Victoria Smythe

    President, Heart Health Society

    Sample of an Informal Thank You Letter for Hosting a Fundraising Event

    18 Oct 2019

    Dear Declan,

    Thank you again for the Healthy Heart Dinner that you hosted as a special Valentine's Day treat. I appreciate your willingness to get involved with the Heart Health Society more than you know, and with the funds that we raised at the dinner it looks very likely that the Society will be able to go ahead with its new Healthy Heart Cuisine recipe card project. Now I'll just have to sweet talk that recipe for sweet potato chips from you for the first batch of cards!

    Thanks again,


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    Share Your Story, Join the Discussion or Seek Advice..

    @Nana - the letter acts as a template. You can change the basics of the letter to fit in the appropriate words regarding what you wish to say. I hope this helps and I'm glad you had a good staff party.

    ThankYouLetters - 27-Jan-15 @ 11:59 AM

    We would like to seek your assistance in composing our thank you letter to all our Vendor who has contributed our first Staff Party event. Some of them gave cash and some of them gave something for our lucky draw. The Staff Party was successfully done, Staff performance show was also turned out very good. We recognized their talent by having this event. The purpose of having this Staff Party is to appreciate them for their hard work and dedication in 2014 Staff Party will be our annual event and how we should ask them to keep supporting us Thank you kind regards, Nana

    Nana - 26-Jan-15 @ 1:58 AM

    29+ Sample Sponsor Thank You Letters – PDF, Word

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    Dear Attendee

    On behalf of the National Association of Haitian Professionals (NAHP), Joseph Denis Thomas (JDT) Foundation, and the Haiti Research & Policy Program at the Earth Institute-Columbia University, we want to thank you for attending the 2nd Annual Conference on Haitian Diaspora Engagement & Innovation on November 1 – 2, 2013 at Columbia University.

    In order to make next year’s conference even more successful we request that you fill out this post-event survey.   We thank you in advance for your comments and suggestions and we assure you that each will be given consideration so that future conferences and events will be even more of a success. PLEASE CLICK HERE TO COMPLETE THE SURVEY

    Thank You

    We hope that you found the conference informative and worthwhile. The primary goal of this conference was to bring together global Diaspora leaders and Haitian professionals as well as friends and partners of Haiti from around the world in an open dialogue, under one roof to discuss the issues facing our nation and to develop possible strategies as to how the Diaspora can become aware and more engaged in initiatives taking place in Haiti.

    We believe that our diverse and dynamic group of speakers and panelists provided in-depth insight, as well as, actionable and practical tools of engagement models, methods and mechanisms (3Ms) that have worked in other countries; and were able to share how the 3Ms could be utilized to aid the Haitian Diaspora to become more effective in the on-going development efforts of Haiti in key areas such as:  healthcare, investment, education and outreach.

    Your presence helped to make this event a great success and your enthusiasm and positive spirit helped make our time together both productive and fun.  We wish you all the best and hope that you continue to be engaged with the Haitian Diaspora and the NAHP.  Stay tuned for upcoming events by visiting

    Post-Conference Follow-Up

    As a reminder, we are working on transcribing the plenary sessions and workshop notes and once everything has been aggregated we invite you to visit the NAHP website to download the material.

    If you wish to view photos from the event please visit the NAHP Facebook page or visit the conference page, by November 11 to view photos.


    National Association of Haitian Professionals

    JDT Foundation

    WATCH THE VIDEO ON THEME: How to Plan the Perfect Event - The Event Expert

    Sample - Sponsor Thank-You Letter now enjoyed our first Annual Conference since the “Resurgence” of our Chapter, and the event is getting rave reviews.

    What Our Clients Say

    How to Write a Perfect Thank-You Note to Your Business Partners

    In every walk of life, people like to be thanked — it shows that someone has recognized their efforts. Beyond birthdays and school gatherings, a thank-you letter goes a long way in the business community toward building goodwill and cementing relationships. A concise and genuine thank you note shows you to be a thoughtful and capable person—someone worthy of doing business with.

    We’ve put together a few tips and guidelines for you to get the most out of your thank you letters.

    When to write a thank you letter

    No matter the case, you want to write your thank you note as soon as possible after the event ends. If you thank someone for something small they did 2 months ago, they’ll likely just think you’re weird.

    Here are some normal situations to send a thank you note to a business contact:

    • Business cooperation: New partners instead of new competitors – this is a good reason to express your gratitude. A thank you letter for collaboration also registers your business and your name with a new partner.
    • A referral: Besides appreciating their help, you can encourage this person to continue referring prospective customers to you.
    • Attending an important meeting: Let them know their opinions and knowledge were helpful.
    • The holidays: The best time of year, it’s a great occasion to thank partners for their cooperation and to express interest in future deals or possibilities.
    • Randomly: Thank-you notes out of the blue are best if your business relationship is long-term and casual to some extent. Regardless, people will appreciate the no-strings-attached compliment.

    How to write a thank you letter: step by step

    The key to a good thank you note is to be genuine in your emotion. If your tone is flat or you seem too focused on future opportunities, the effect won’t register—you’ll just come off as selfish.

    Otherwise, the structure of a thank you note is straightforward and favors conciseness.

    Here are the general elements:


    It’s essentially a must to use the recipient’s name in the greeting. If you can’t be bothered to address them direct why write a note? For the salutation, using the word “dear” is standard and adds the appropriate level of formality to almost all business letters.

    Avoid “To whom it may concern” or “Dear Madam or Sir” greetings at all costs. They make your thank-you note seem distant—if you don’t know the person’s name, find it out somehow!

    The reason for thanks

    Lead-ins like “I would like to thank you…,” “I’m just writing to express my appreciation…” are suitable for a formal thank you letter, albeit a bit clichéd. Feel comfortable tweaking this a bit to fit your situation.

    In less formal cases, make your opening sentence direct and simple: “Thank you for your help.” Of course, informal thank you notes are rare these days (since you’d likely just message them or tell them in-person).

    When speaking frankly about why you’re thanking them, don’t mention money even if it was involved.

    For financial deals, terms like “Thank you for your support”, “We appreciate your generosity” suit better and are the phrasing most charities and non-profit organizations use for donations.

    Continue your gratitude with a few sentences about the importance of whatever happened between you and the recipient: “your expertise gave me a clear understanding of the department’s KPI”, “it was an honor to work with you,” etc.

    Try your best to make this actually sound personal—if you’re thank you note reads like it’s a stock note, that defeats the purpose.

    The recipient should feel it was their specific time and/or contribution that you value, and not just anyone who was willing to help. You aren’t sending these out in bulk, so take the time to make it individualized.

    Compliment, but don’t flatter

    If you are not sure of how appropriate it is to give a specific compliment, avoid it.

    Being nice and making it clear that you appreciate the person is a part of the thank you note’s existence, but if you are too complimentary it may come off as brown-nosing or sarcasm. It’s best to use short phrases such as: “we greatly appreciated your presence” or “your contribution to PROJECT 123 cannot be put into words.”

    Refer to the future

    Before closing a thank-you note, express your desire to continue the business connection. While this mention should be short and quick, it does show you are serious about your trade, and not just happy to be at the big boys’ table, so to speak.

    If you already have ideas for a future cooperation, mention it without going into details. “Our company is going to hold IT workshops and would like you to join” — this is a good hint that you value their abilities while demonstrating your confidence in your own work.


    In most cases “Best regards” and “Sincerely” are appropriate salutations. You don’t want to get too cute with a salutation unless you know the person well.

    If you prepare a thank you note on paper, always sign your name with a pen. You may also include your title or position if the letter is formal.

    Here is an example with a clear structure:

    Dear Mr. Adams,

    I want to sincerely thank you for the referrals you’ve sent our way lately. They have helped our business immensely and it’s great knowing that we have such an accomplished businessman in our corner. It’s truly been a pleasure.

    We’ll keep you updated on any changes or upgrades to our services. We won’t let you or the customers you referred down!

    Thank you once again.

    Best regards,
    Mr. Roger Waters
    Enterprise Ltd

    Tips for writing a business thank-you letter after a meeting

    The exact nature of any thank you letter will come down to the formality of the relationship.

    If business partners see each other quite often, an informal thank-you note with some light-hearted joking would be a good way to show your appreciation during a work process. This can be through either an email or a hand-written note.

    For more formal situations, it’s better to send a hand-written note; an email is likely to get buried in the recipient’s inbox.

    No matter the formality however, thank-you notes should be short and to-the-point—this is business, and time is money; if the note is more than half a page, you’re not doing it right.

    Your note’s format is the same as other typical business letters. Names, titles, and addresses for both sides, formal greetings and closings, the writer’s signature — all these formal specifics should be included. If you are writing on behalf of a company, typing the note on the organization’s letterhead is a savvy, professional choice.

    As with any official business communication, make sure your grammar and spelling are perfect—sending something with improper English will make a worse impression than sending nothing will.

    Here are a few more samples of various thank you letters:

    Dear Mr. Tyler,

    I would like to thank you for taking the time to meet with me and my colleagues yesterday. I appreciate you sharing your knowledge about the roles and responsibilities required for a project like ours. Your presentation contained several innovative ideas that we are now considering for our project’s structure.

    You have our sincere appreciation and we hope to continue working with you in the future. With your permission, I will inform you about our next meeting.

    We look forward to seeing you there.

    Mr. Zachary Perry
    Holding Company

    • Whether you are thanking someone for giving your business a chance to get a foot in the door:

    Dear Mrs. Williams,

    My colleagues and I wanted to thank you for giving us the chance to pitch you on expanding our business. We know you are an incredibly busy person and we’re grateful you gave us some of your time.

    If you’d like any other information or something from our end, don’t hesitate to let us know.

    Kind regards

    Chris Robinson

    • Or sending out thank you notes for your charity or non-profit organization:

    Dear Mr. Jackson,

    All of us at Paws Against Violence are eternally indebted to you for your donation. You might not believe us, but every cent counts toward the bigger goal!

    We’ve included the most adorable pictures we could take of just a few of the little critters who’ll be benefitting from your donation.

    As always, stay up to date by periodically checking our website, and please spread the good word!

    All the best

    Paws Against Violence

    … a small gesture like saying “thank you” goes a long way.

    This may seem like a lot of conventions to follow, but all in all the process is pretty simple. You’re thankful for the opportunity, so let the other person know it with a short note. In today’s business environment, politeness and professionalism go a long way.

    If you’re looking for more ways to exude professionalism, see how our virtual phone system can help you achieve just that.

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    thank you letter for hosting a business event

    WATCH THE VIDEO ON THEME: How to Host a Letter Writing Event

    How to Write a Business Thank You Note. I recently spoke to a large group of Interns at our local Chamber of Commerce event. One of the.

    thank you letter for hosting a business event
    Written by Mooguzuru
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