Today, thanks to email technology, it is so simple and quick to send notes and messages to any person in a professional setting. At the same time, there is an increasing phenomenon of business associates sending thank you messages to each other instead of sending a thank you card for showing appreciation and gratitude. It is a polite and appropriate gesture to make a response to thank you for an email, which can help in promoting or establishing a positive relationship.
You feel nice after getting a thank you email irrespective of whether you get it from your superiors or your relatives. While responding to a thank you email, it is crucial to be genuine. Do not shirk from demonstrating your gratitude to the sender. Also, consider the email as an opportunity to make your relationship stronger. The article explains how to make a proper response to thank you for an email.
How to determine when you should respond and when you should not?
There is no clear-cut rule to dictate that you have to respond to a Thank You email message. On the other hand, if you are serious about making your clients pleased or continuing a business relationship, it is often a great idea to acknowledge those emails.
For instance, a salesperson sends a thank you email after you spoke to him/her over the phone. There is no need to respond to their email. Doing so can lead to an endless chain of messages even when you do not require it. In this particular case, it is okay to delete such an email instead of replying to it. Also, when a thank you email includes questions, which need a response, you might choose to reply.
Below are some methods to make a response to thank you email based on who has sent that message to you
Method 1: Responding to a co-worker
1. Acknowledge the sender of the email by mentioning “You are welcome”
When you take out some time and write a thank you email at your workplace, you can form a stronger relationship with your supervisor or colleague. In case you are keen to use the words “You are welcome”, simply make sure the language you are using in your emails demonstrate your appreciation and gratitude:
2. You can tell the sender how you got benefited when they referenced a project or a task
You should acknowledge their thank you message. It is also a wise practice to create further opportunities for yourself by mentioning the benefit or pleasure you got from performing well on the task assigned to you.
For instance, you may mention that you found the work highly rewarding. You can also write that you had a good learning experience from the project and value the opportunity given to you. Finally, mention that you are looking forward to working with the concerned department once again. Write that it was a pleasure to work as a team if it was a team-based work.
3. Keep your email short
Responding to a work-related thank you email may not be always required or expected. So, it is recommended to keep the email short so that your colleague does not have to spend time to read it.
Method 2 How to acknowledge to a Thank You message of a client?
1. Show your appreciation
Responding to your client’s thank you message is a chance to thank him/her for their business. You may also express your wish to have a continued relationship with them. It is also possible to offer them a freebie or a discount as an incentive.
For instance, you could mention that it was such a pleasure to business with them. You enjoyed getting acquainted with them and wish to see them again soon. It makes sense to add a statement such as “I would like to offer you a 15 percent discount when you make your subsequent purchase.”
2. Respond to the thank you email on time
Similar to all other email responses, it makes sense to not delay too much while sending your email. When you respond to such emails on time, it is a sign that the sender has been prioritized and it will make your sentiment of appreciation even more pronounced.
3. Adopt a personable and warm tone while making a response to thank you email
When a client reaches out and writes a thank you email, it is an excellent chance to strengthen the relationship. You can also make them feel special by responding.
Method 3: How to respond to a thank you email of a family member or a friend?
1. Make them feel you have heard them
The most common sentence for responding to a person is to write “You are welcome.” These simple words make them feel that you have read their emails and embrace their gratitude. Other common phrases, which can be used in the email are “Anytime” and “No Problem.”
2. Mention that you know the person would act similarly
In case you wish to go one step further and express that you feel close to the sender, you may use any of the following lines. It shows you are confident about your relationship with them.
- “You would have done a similar act for me”
- “I will be always there for you”
- “I am happy to back each other”
3. Make sure to let the person know that experience of giving and sharing was enjoyable for you too
You may acknowledge and respect the notion that helping them was rewarding for you to using any of these phrases:
“It was great fun
“I enjoyed doing it for you”
“The pleasure was all mine”
Steps to construct an effective and proper response to thank you email
Based on the above-mentioned methods to respond to a thank you email, here are the steps to give an effective and appropriate response to any thank you email:
Step 1: The sender should be acknowledged
You should open an email by acknowledging the sender. Also, express your appreciation for their thank you email.
Step 2: Describe the benefit
Explain why the project, work, or favor for which they are thanking you is beneficial for them.
Step 3 Make your response short and crisp
Make sure that your email is not long. A response to thank you email is regarded as a follow-up communication, you need not write a lengthy explanation.
Step 4: The tone of the email should be positive
The tone of your email has to be positive and light. Concentrate on the appreciation you felt and the benefits you received from your original interaction.
Step 5: Your response should be signed
In case you are responding to any internal member or colleague of your company, make sure to add an informal signature too. If the response is to an external stakeholder or a customer, a formal signature of your business should be added. You should also mention your direct contact details and job title.
Step 6 Quick response is appreciated always
Compose, as well as, send your response to thank you for an email within a day of receiving it. As these responses do not need to research and are short, you would not take much time to craft a suitable response.
Handy tips for writing an effective email
You can use these tips while responding to a thank you email or any other type of professional mail.
1. Using the subject line properly
In case an original email is being written, the subject line should give an idea of what the email is all about.
2. Identify yourself
Are you writing an email for the first time? It is imperative to mention your role and give a proper self-introduction.
3. Stay focused
While responding to a thank you email, stay restricted to a single or a couple of ideas.
4. Proofread your email before sending
After you finish writing your email, it is imperative to check it for proper clarity and review. Awkward phrasing and misspellings should be corrected before you send the email.
5. Keep your language professional
While writing an email, make sure that it appears appropriate and professional. Avoid using emojis and abbreviations and use complete words.
6. You may consider using templates
Do you have to compose similar emails time and again? It is better to create some templates and use them. Templates can increase the efficiency of your email process.
7. Include your signature
Although you could be responding to a colleague’s email, make sure to add a signature along with your name.
Responding to a customer’s thank you email
If a client takes the effort of writing a thank you email to you, it makes sense to respond. You should do it even if it means to acknowledge your receipt. Happy customers often can become repeat customers. There is also a higher possibility of them referring your products to their associates and friend.
A great way to demonstrate that you appreciate their positive feedback is to ask them whether you might use their emails. These emails can act as valuable testimonials. Print and display them on your office wall or put them on the company website.