What is a referral thank you note?
A referral thank you note is a message of thanks to someone who has recommended your business, products or service. This thank you note acknowledges the help and benefits you received from this recommendation using specific details of the event. These notes can improve your relationship with the person or business that made the recommendation. Maintaining a positive relationship can result in future referrals from these companies.
You should also send a referral thank you note when a customer refers family and friends to your business. This may even lead to a customer referral program where you offer specific discounts based on referrals. You should also send a thank you note when a business sends you new customers or their referral leads to a new contract. Try to send a thank you note as soon as possible within a week of the referral.
Why are thank you notes important?
Thank you notes are important because most people consider them polite, professional and necessary in the business world. They also show businesses and customers that you value their support and relationship. Thank you notes also demonstrate your attention to detail and remind customers and businesses that you are thoughtful and responsible. Another added benefit is that a well written thank you note will make you stand apart from other companies.
Related: How to Find Good Employees
How to write a referral thank you note
Here are the steps to follow when writing a referral thank you note:
1. Use a professional greeting
Begin the letter with a professional greeting using the recipient’s last name and their official title. Using this formal greeting shows your esteem for the referrer. Using just their first name may appear informal and unprofessional. Use a formal salutation such as ‘Dear’. Try to avoid informal greetings such as ‘Hello’, ‘Greetings’ or ‘Hey’.
2. Communicate your thanks
Next, you will want to communicate your thanks and why you are writing this letter. Be specific and describe how the referral affected your business. Showing how their referral specifically helped your business will give the referrer a sense of accomplishment.
For example: “I am writing to express my thanks for your recent referral to our company, Data Managers, LLC. The client you referred to us has allowed us to start on an entirely new project, and we’ve been able to hire a new employee as a result. This has opened new doors for our company and we have your company to thank for this.”
3. Conclude your note
Conclude your note by mentioning the possibility of further support between the two companies. If within your power, extend to them a discount on your company’s products or services. You can also promise to refer customers and company’s to their business in return. You can conclude by again offering thanks.
For example: “To further show our appreciation, we want to present your company with any data support needed on your next endeavour. If you need data analysis or have any data processing questions, please send them to us. We will help you out free of charge. Thanks again, your support really means a lot to us.”
4. Include contact information
At the end of the letter, include your contact information. It’s appropriate to include your direct phone line and email. This exchange of information can help develop your professional network.
For example: “If there is any additional support our company can offer, please contact me. You can call me on my direct line at XXXX-XXXXXX extension XXX. Or you can email me at first.last@email.co.uk.”
5. Proofread and send
It’s important to proofread your letter before sending it. Use spellcheck and grammar check features included in your writing software. Then have a coworker read your letter to catch any errors you missed. Try to send out your response within a week of the referral.
Related: How to Conduct an Employee Evaluation
Example of a referral thank you note
Here is an example of what a referral thank you note might look like:
July 20, 2021
Dennis Kyov, Product Development
Square Tech, Inc.
Dear Mr. Kyov,
I’m writing to thank you for the recent client referral. It means so much to the company that you would keep us in mind when referring your customers to data security companies. Your recent referral of Kelly Aldermon has resulted in our company signing a contract with the city library system, and we are extremely grateful.
Our company would like to offer you a free review and analysis of your company’s data security system. Please take us up on this offer at your convenience. Thank you again for your referral and I look forward to doing business with you and your company in the future.
Best regards,
Debbie Keytome, Head Developer
Smart Solutions, LLC.
How to Say ‘Thank You for the Referral’ Templates for PDF & Word
Download these “thank you for the referral” templates to help demonstrate your attention to detail and remind customers how much you appreciate their loyalty.
*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.
