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Thank you for your prompt response business letter

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Thank you for your prompt response business letter
January 23, 2019 Misc. Thanks 3 comments

The salutation of a formal email is similar to the salutation of a letter. Thank you for your prompt response. I read online that you're selling business cards.

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Business Emailing
michelle's notes (2013), including adapted info from Business Communication Strategies, by Scott Smith (ProLingua, 2010)

Email writing is an essential part of communication today, especially in business (at work), so you should pay attention to this topic. Many of the tips included here are also relevant for our private life.

Format issues

Cc: (carbon copy)
Bcc: (blind carbon copy)
Subject: (or Re: - regarding)

Font style – Font size – BIU (bold – italics – underlined)

Dear Ms./Mr. Smith: (US) - Dear Ms / Mr Smith: (UK)
colons are very formal

Development – brief, clear, to-the-point, specific info (dates, times, places)

Ending - in a few steps
I appreciate your attention and cooperation.

Best regards,

Mary Jones
Name of Company
Human Resources Manager

Politeness issues

  • Do not write in ALL CAPS! It feels like you are yelling/shouting.
  • Do not give people email addresses of people who don't know them, especially because you haven't asked if that is OK! Just as it is not polite to give out a person' telephone number without his or her knowledge, it is not polite to give out someone's email address. You should use the Bcc slot (CCO) if you want to forward a message to different people who do not know each other, because in this way the receiver will only see his or her email address and yours.
  • When you reply to an email, check first who you are replying to. If you choose "Reply all" check the addresses. Consider also if you should delete some or whether you should use the Bcc slot.

Before writing

  • Consider your purpose. Is sending an email the best option? Other options are telephone calls, face-to-face meetings, or formal (paper) correspondence.
  • Think before you write:
    • Think about the person you are writing to. Make sure that you are sending a message that will be clear and useful. Today people get far too many emails! Unnecessary messages are annoying.
    • Consider the issue of politeness, or kindness! Notice how your wording sounds. Are you using the correct modals & tenses, the right expressions? Also, format matters: it's rude to send emails with no info in the subject line!
    • Remember: a formal email cannot have postscripts (PS), precisely because you have planned it before.
    • Your tone/register is key. Do you want to sound very formal, formal, semiformal or do you know the person well after years of working together (informal)? Remember that you should avoid contractions for very formal and formal messages and that you should be careful with contractions for semiformal messages. Formal style is impersonal and non-emotional. In paper letters passives are common, but in online writing people favo(u)r clarity, so they tend to use the active. Formal style does not use colloquial English, and instead of short sentences, complex sentences are preferred. Informal style is about sounding personal, emotional, expressive. Colloquial English can be used, idioms, short forms (info – information). And then you have semiformal style somewhere in between. At times we want to sound formal-polite but also acknowledge we know the person well… So think about this.
  • Assume nothing is private or secure. Emails are like postcards but they create a permanent record that can easily be shared/forwarded.

While you write

  • Use a descriptive subject line, which identifies clearly the message content, allows easy scanning in mailboxes, and also allows your reader to file and retrieve your message later. In forwards and replies, if the email topic changes, change the subject line!
  • Be clear about style (formal vs. informal). Make sure you use the appropriate language for the type of message you're sending.
  • Use good structure and layout. Reading from a computer screen is different from Reading from paper. Keep your paragraphs concise, and place a blank line after each paragraph. This allows your reader to scan your message quickly.
  • Create single subject message whenever possible. Multiple subject messages are confusing and could result in missed or neglected information.
  • Get your most important points across quickly. In on-screen texts, it is crucial that the most important information is what the readers' eyes see first. Readers will often scan the first paragraph and make a judgment / judgement about the entire message based upon those first few lines. Consequently, the first paragraph is key. The information presented in it should be clear and to-the-point. You can add supporting details in subsequent paragraphs.
  • Limit sentence length. Twenty words or two lines should be enough in most cases. Nobody likes to read excessively long or wordy sentences. Get to the point and stick to it!
  • Use bullets or numbers and short paragraphs whenever possible. The more succinct your message is, the more likely your email will be read/red/, understood & acted upon.
  • Use active rather than passive voice when possible. When we use the active voice, the subject performs the action. In the passive, the subject receives the action. Emails are about brevity and effective communication, and the active is clearer. In academic writing (on paper), one of the differences pointed out between formal and informal texts was that formal writing made more extensive use of passives and verbs from Latin. Well, as usual, it all depends on context.
  • Write as you speak, but do not write as you chat. Avoid using slang, idioms, trendy abbreviations, and expressions that might obscure meaning.
  • Refrain from using difficult vocabulary and technical jargon. An email is not the appropriate resource to impress people! Instead, keep your message simple and clear.
  • DO NOT TYPE IN ALL CAPS! IT LOOKS AS IF YOU ARE YELLING/SHOUTING AT THE READERS! If you need to emphasize something, use italics or bold.
  • do not type in all lower case! And watch your punctuation. Punctuation is like intonation in oral communication. We need punctuation!

After writing

  • ALWAYS proofread your document before you send it. Proofreading involves a few readings of the text, focusing in different items: if the text makes sense, if the content is logically distributed, if the spelling and the grammar are correct, if the punctuation is fine (read it out loud and see!). Do not relay on spellcheck or grammarcheck. Use specific information (e.g., dates and times). Carelessness makes a poor impression and can damage your professional credibility.
  • Be careful with formatting. Keep your email simple – the reader might not be able to see the formatting, or worse still, the person might see a different format to the one you intended to create! Take care with rich text and HTML format. The recipient might only be able to receive plain-text emails.
  • Avoid attaching unnecessary files. That can annoy the receiver and if the attachment is too large, that can bring down an email system. Wherever possible, cut and paste the contents of your attachment directly into the body of your email.
  • Make sure that you want to send the message. When you write something, this will always be there. Of course, this has a positive side, too.

Useful Language for Emails

Hello (semiformal, informal) Hi (informal)
Dear Mr./Ms. Last name (formal)


Thank you for getting back to me / Thank you for replying to my email (semiformal, formal)
Thanks so much for your email! (informal)


I apologize for not getting back to you sooner/ yesterday, but I …
I'm sorry for the delay in getting back to you. I've been out of the office. / I've been away this week.
I apologize for my delay in replying to your email.

Referring to attachments
Please find attached the information you requested.
I have attached the … below.
I received your email, but I cannot open the attachment / but did not find the attachment.

Reason for message

I am writing* to you (because) …
The reason (why) I am sending this message is …
I am writing in response to your letter requesting…
I am writing in reply to your inquiry(US) / enquiry(UK) about…
I am writing with regard to our telephone conversation concerning…
I am writing in connection with last week's meeting…
I am writing (to you) on behalf of (en nombre/representación de) the company

* I write sounds too aggressive, so people prefer the present continuous, but some business people like to sound aggressive because they feel is shows they are competent.

- Inquiries (US) / Enquiries (UK)
I would like to know …
Could you (please) tell/send/mail me… (, please)?
Would you mind sending us …?
We need some information…

Responding to inquiries

With referent to …. / Regarding your inquiry …
As requested, I am sending you…

Showing appreciation for assistance

Any information you could give would be helpful.
We appreciate anything you are able to do.
I would like to thank you for your prompt/helpful response to my email.


I am writing to request your assistance concerning the matter of…
I am writing to ask if you would be so kind as to (send us)…
I would (greatly) appreciate it if you could (send us the order by + date)
Could you please consider our proposal by …?
Please take a look at … and let me know what you think.
Please look it over and get back to me at your earliest convenience.

Responding to requests

I will* take a look at it when/after I …
I will* look it over and get back to you as soon as I can.
*will = promises

Ending line

I hope that this information will be of some assistance.
I trust that I have been able to answer all of your questions.
I would be pleased to provide you with any additional information.
I look forward to hearing from you (soon).
I look forward to meeting/seeing you …
Please feel free to…
Please do not hesitate to contact me should you require further information.
Please do not hesitate to contact me should you have any further questions.
If you need anything (else), do not hesitate to contact me (formal). / just let me know (semiformal).
Thank(ing) you in advance for your kind cooperation.
I hope that my request will not inconvenience you too much.


Best regards/Best wishes/All the best (semiformal)
Sincerely (formal)
Yours faithfully (very formal, for when you have never written to the reader and you are using Dear Sir/Madam,)

Create your own collection of Useful Language!

Thank you for your prompt response However for most formal emails it is best to from the closing of a formal email can be the same as the closing to a letter.

Thank You for Your Prompt Reply

thank you for your prompt response business letter

There was a time not long ago — even after email became common —that people would write letters on paper thanking you for a job well done, or they'd write a quick note on a Thank You card. Today, with the prevalence of smartphones and laptops, most Thank You notes are sent as emails. Knowing when you should respond to a quick message and how you should phrase your reply is vital, in an age when etiquette changes nearly as fast as technology.

When to Respond... And When Not To

There isn't really a rule dictating that you must respond to a Thank You email. However, if you want to continue a business relationship or to keep your clients happy, acknowledging the email is often a good idea.

If a salesperson sends you an email thanking you for speaking to him on the phone and you have no need of his company's products, responding to him may open the door to an endless series of messages you would prefer not to receive. In this instance, it's quite acceptable to delete the email.

On the other hand, if a customer sends you an email thanking you for your extraordinary service, you probably should respond. Similarly, if the email contains questions that require a response, you should probably reply.

Mirroring Your Response

As with most email replies, mirroring is a good way to ensure that your response is well-received by the other person. Whether the Thank You email has your full name and uses a formal writing style, or is a simple sentence without punctuation or capitalization, you can usually respond in kind.

Replying to Customer Emails

When a customer takes the time to write you a Thank You email, you should always respond, even if it's only to acknowledge that you received it. Not only do happy customers become repeat customers, they're also more likely to refer their friends and associates to you.

One way to show that you value good feedback is to ask your customer if you could use their email as a testimonial to print on your wall or to place on your website.


Dear Ms. Frazier,

Thank you for taking the time to write me. I'm always delighted to hear from a happy customer! Would you mind if we quoted you on the testimonial page on our website?

Replying to Job Applicants

Today's job applicants nearly always follow up with a Thank You, regardless of how well or how poorly the interview went. Not replying to an applicant's email is seldom a good response, since there is a good chance he may contact you again.

Unless you have already decided to give the applicant the job, your response should not hint that the applicant might be getting the job. Of course, if you are undecided, the response should not dash their hopes, either. Maintain a professional tone and let the applicant know what he should expect as a next step.


It was a pleasure meeting you. We will be interviewing a few more candidates over the next few days. If we decide to proceed with a second interview, I will contact you before the end of the week.

If you're certain that the candidate is not a good match for your organization, you may choose to be more direct.


It was a pleasure meeting you. Unfortunately, I doubt we will be following up for an interview at this time. However, we will keep your resume on file, should we have another opening. I wish you the best in your job search.

Notice that in both examples, the writer separates himself from the company, as if to say, "even though I personally enjoyed talking to you, the company will be hiring someone else." This can help reduce the sting of rejection by not making it a personal.

About the Author

A published author and professional speaker, David Weedmark has advised businesses on technology, media and marketing for more than 20 years. He has taught computer science at Algonquin College, has started three successful businesses, and has written hundreds of articles for newspapers and magazines and online publications including, Re/Max and American Express.

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thank you for your prompt response business letter


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

I was pleased to see that you provided such a quick response to the application I sent in. You may know that searching out a new job can often be a sad time, especially when you get no acknowledgment that anyone is taking note of your application.

I recognize that you do not have any open positions at the moment with your firm but would ask that if any positions do open up shortly that you bear me in mind. I thank you again for taking the time to respond to my initial application and would love to have the opportunity to work for you shortly.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Thank you letter sample for an answer, a reply, or response.

Further things to consider when writing thank you letters to management

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 Management

Letters to management are letters written to the personnel or department that controls and makes decisions for a company or organization. These could be job application letters to apply for jobs, complaint letters to raise complaints, inquiry letters to request information, etc. Under all circumstances, all letters written to the management should be formal, contain all the necessary information, and free of grammatical errors. They must also be typed in a legible and professional font. Make sure not to include any sensitive information especially when the letter is not addressed to a specific person.

Before writing letters to management, you need to think about what you want to achieve and exactly who you are writing to. Use proper address and salutation. If you do not have an existing relationship with the recipient, introduce yourself in the first paragraph. Start with the most important information and go directly to the point. Keep it brief. However, if your letter is relatively lengthy, break it into short paragraphs. If there are any attachments, make sure to mention that in the letter and give a brief description of what they are. Finish with an expression of appreciation and give your contact details.

These articles may interest you

There was a time not long ago — even after email became common —that people would write letters on paper thanking you for a job well done, or they'd write a.

4 Top Tips for Saying ‘Thank You’ in Business

thank you for your prompt response business letter

A helping hand from a business partner.

A complaint from your customer.

An invitation to a global conference.

What do these have in common?

That’s right!

They’re all situations that could use a note of thanks.

According to Chron, when you send a thank-you note to someone, it shows that you value your business relationship with them.

Do you agree? I sure do!

So, can you think of anyone in your business orbit you need to thank right now?

Wait—before you sit down at your computer to begin writing an email, I have a list of 20 business English “thank you” phrases that’ll be useful to you.

We’ll first look at some steps for structuring your thank-you message. The process is very simple and you can be sure that your recipient will appreciate it!

How to Write a Thank You Email in Business English

These days, thank-you notes are often sent in the form of an email. In fact, the business management expert at Ask a Manager advises sending email thank-you notes instead of handwritten ones after job interviews and other business-related correspondences.

Some things to keep in mind about thank-you messages: they don’t have to be long and complicated. Keep them short but spend some time creating a message that sounds genuine and sincere. Plan to send your thank-you email within 24 to 48 hours of a meeting or event.

We’ll give you all the vocabulary you need to say “thank you” in different situations later in this post. But first, it’s important to understand the structure and tone of a business english thank-you email.

You can write it in four simple steps:

  • Greeting: Start by addressing the person by name. This makes your message sound more personal and sincere.
  • Reason for thanking: State what you’re thanking this person for. It could be for their help and support, for accepting your invitation to a business event or for providing their feedback about your business.

Whatever it is, keep it short and clear and express your appreciation.

  • Compliment the person or reference the future: This section of the email can be flexible. Depending on the subject of the email, you may briefly compliment the person, say something positive about the subject or even make a reference to the future such as your hopes to work with them again.
  • Closing: End with a standard sign-off such as “Thanks again” or “Best” followed by your name on the next line.

Using the steps above, here’s an example of a thank-you email to a business associate for their guidance in planning an advertising campaign:

Dear Robin,

Thank you for meeting with us yesterday. We greatly appreciate the time you took to share your experience and insights into how we should plan our upcoming advertising campaign.

Your presentation was both informative and practical, and has inspired our team to come up with some exciting ideas for the campaign ahead of our team meeting next week.

Once again, a big thank you from all of us and we look forward to having you back to review our draft.



For more real-life examples of business English phrases in use, check out FluentU.

FluentU takes real-world videos—like business dialogues, inspiring speeches, news and more—and turns them into personalized English lessons.

It has a huge collection of English videos that people in the English-speaking world actually watch.

More to the point, FluentU has an entire business category filled with authentic business-related videos covering six language levels.

To show the variety of videos even inside this single category, real-world business videos on FluentU include “Introducing Business Colleagues,” “Business Buzzwords,” “Control Your Inbox!” and “What Warren Buffet Thinks About Cash.”

An added bonus is that if you want to work on other topics later, simply use the same, familiar FluentU platform to learn with videos from other categories, such as “Science and Tech,” “Politics and Society” or mix it up with “Arts and Entertainment” or “Health and Lifestyle.”

Every spoken word is subtitled, complete with an in-context definition, image and multiple example sentences.

All you have to do is tap or click on one of the words in those subtitles to get more information. For example, if you tap on the word “brought,” you will see this:

Plus, these great videos are all accompanied by interactive features and active learning tools, like multimedia flashcards and fun games like “fill in the blank.”

If you are interested in watching fun, relevant videos and practicing language actively in the process, be sure to create a FluentU account and try it out on your computer, iOS or Android device!

20 Professional Ways to Say Thank You in Business English

Thanking a business associate for their help or support:

We frequently rely on our business associates to help and support us in various business activities.

You could begin with a phrase like this to briefly include your reason for thanking them:

Thank you for your help in [business activity].

For example: Thank you for your help in securing an alternative supplier when our shipping consignment was delayed recently.

Here’s another good phrase you could use to include some details:

We’re grateful for your support in [business activity].

For example: We’re grateful for your support in planning the grand opening of our Manhattan store last week.

Thanking a potential business associate for their time:

After meeting with potential business associates to discuss business collaborations or partnerships, it’s good practice to send them a thank-you note afterwards. You’ll show that you appreciate their time and effort, and leave a positive impression that’ll strengthen your relationship.

You could start with a phrase like:

Thank you for meeting with us to discuss our business collaboration.

You could end by saying:

Thank you in advance for your cooperation.

Here, “thank you in advance” is used to thank the person ahead of time when it’s clear that you’ll be dealing with them in the near future. Otherwise, you can simply leave out the words “in advance.”

Praising a vendor for their good service:

In business, we often depend heavily on our vendors and suppliers for timely shipments, deliveries and service. A vendor that delivers good service deserves praise and acknowledgement. So don’t forget to send them a note of thanks now and then.

You could begin with simple phrases like:

Thank you for your great service over the years.

Thank you for your prompt response to our [needs/request].

Complimenting a coworker or business partner for doing a good job:

In business, we often work closely with others in our department and teams to achieve certain goals. Complimenting someone for going the extra mile (an expression that means putting in exceptional time and effort) towards the success of the team can greatly boost their morale.

You could use simple phrases like:

Thank you for a job well done.

Thank you for being an invaluable part of our team.

Accepting an appointment or meeting:

When a business associate accepts your invitation to meet, then it’s only courteous to thank them for making the time.

Simple phrases you could use include:

Thank you for the opportunity to meet up.

Thank you for making time to see me.

Following up on business networking:

Sending a thank-you email to someone you’ve recently met at a business networking event such as a seminar, trade show or business dinner is a great way to build a strong business relationship.

You could start by saying:

Thank you for taking the time to talk with me today.

Thank you for your offer to connect me with your business contacts.

Thanking a customer or client:

We all know that our customers and clients are the most important people to our business. So make it a practice to send your customers and clients an occasional thank-you note to show that you appreciate them.

You could start with this phrase to include the name of your company.

Thank you for choosing [your company name].

This phrase may be used at the beginning or end of your email:

Thank you for giving us the opportunity to serve you.

Responding to positive feedback:

It’s always a wonderful thing to receive positive feedback from a customer or client! Be sure to write back and thank them graciously to maintain a strong relationship.

You could start by saying:

Thank you for your positive feedback.

You could use this phrase either at the beginning or end of your email:

We greatly appreciate your kind words.

Responding positively to negative business feedback:

While everyone hopes for positive feedback, we should also value negative feedback as a way of addressing customers’ concerns and improving our business in the long run. So be sure to accept negative feedback graciously and follow up with a note of thanks.

You could start with this phrase followed by a brief explanation of how you plan to address the issue that’s been highlighted:

Thank you for raising your concerns with us.

This phrase is a great one for ending your message:

Thank you for your understanding.

Thanking a job interviewer:

If you wish to stand out and leave a good impression with your prospective employer, be sure to send your interviewer a thank-you email shortly afterwards.

If you were interviewed by a group, the International Hellenic University suggests you consider sending a group thank-you note.

You could start with this phrase:

Thank you for meeting with me today.

You could also use this phrase at either the beginning or end of your message:

I appreciated the opportunity to meet with you today.

So there you have it—a list of professional phrases for expressing your gratitude to someone in business. You can’t go wrong with these phrases. Remember, a little courtesy goes a long way in business. So be generous with your thanks and good luck with your business English learning!

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Replying to a thank you note doesn't take long but could mean a lot to your customer and help your business too.

thank you for your prompt response business letter
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