Whenever someone is thinking of using any facility, be it an area, resources, equipment, etc., it is mandatory to seek permission before using them. For example, a company wants to advertise its products to students studying at a particular university. To do so, the company needs to set up its infrastructure in the university. Setting up the infrastructure requires the company to seek permission from the concerned authority. For that, the company has to draft a letter seeking permission. This is one part of the formality.
After using the facilities, the next formality is to write a thank-you letter to the concerned authority. This letter expresses gratitude to the concerned authority for allowing its premises to be used for promoting products.
Whether it is using any institution’s place for conducting an event or borrowing equipment, it is always a good practice to say thank you when someone has helped you with something. This way you will not only express your gratitude but also build a close relationship with the concerned person. A few words of appreciation can make a huge difference to that person and a simple way of expressing gratitude is by sending a thank-you letter.
A thank-you letter can be sent as a handwritten letter or as an email. Sending a handwritten letter is more special because the letter shows the amount of time and effort you have put into writing the letter. It also shows the respect you have for the person who has helped you. On the other hand, sending an email thank-you letter is cost-effective. In addition to this, it is also the best medium to send letters faster to the recipient than handwritten letters.
If you have used any facility and looking to thank the person who has allowed you to use them, this article will explain how to write a thank-you letter. Apart from this, we will also explain what a thank-you letter is, and when is the perfect time to send one. We will also share some samples on how to write a thank-you letter.
What is a Thank-You Letter?
A thank-you letter is an appropriate way of expressing gratitude to someone who has carried out a kind act. These letters can be used in professional as well as personal settings. In a professional setting, after getting a job offer or receiving an invitation to a business event, sending these letters to the concerned person is highly recommended. In the professional world, sending a thank-you letter is considered to be good etiquette. On the other hand, on occasions like receiving a gift or invitation to a function, sending these letters makes the person feel special and valued.
In this case, a thank-you letter is a letter written to express your gratitude for using facilities from an individual or an organization. You can either send a professional letter or a personal letter depending on the recipient. If the person is from an educational institution, then sending a professional letter is the best way to go. If the individual is a friend of yours and has offered his or her place to conduct an event, you should think of sending a personal thank-you letter.
Now the question is when is the perfect time to send thank you letter for use of facility.
When Is The Perfect Time To Send A Thank-You Letter?
Whether it is using an area for an event, resources, or any other facilities, the best time to send a thank-you letter to the concerned individual is immediately after using those facilities. Sending the thank-you letters immediately will create an effective impact on the recipient than sending them later. Also, sending these letters promptly will let the recipient know how deeply you appreciate his or her services.
This brings us to the next question, how to write an effective thank-you letter.
Tips For Writing An Effective Thank-You Letter
Below are some important points that you need to include when drafting the letter.
Begin The Letter Greeting The Recipient
Start the letter by addressing the recipient with proper salutations. Use words like “Respected” or “Dear” followed by their names. If you are addressing someone who is from the professional world, then use words like “Respected” to greet the recipient. If the individual is a close friend or family member of yours, then use words like “Dear” to greet the recipient. For example, Dear Tom.
Express Your Gratitude
Begin the main content of the letter by expressing your gratitude. Mention the reason for expressing your gratitude, In this case, you should say thanks for using facilities offered by an individual or an organization. For example, you can express your gratitude like this “I am writing this letter to express my gratitude to you for allowing me to use your apartment for hosting a party”.
Add Some Specific Details
Along with your gratitude, you can also specify some details on how you benefited from using the facilities. Mentioning details like these will encourage the recipient to offer facilities in the future as well.
Keep The Letter Short
Keep the content of the letter short and to the point. Short messages keep the reader interested in reading the letter. On the other hand, long letters will most probably put off the reader. This is because usually a reader has a short span of concentration. So, writing a letter that is short and to the point is paramount.
Say Your Thanks Again
At the end of the letter, make sure to thank the reader again. Mention the reason and again thank the recipient for offering his or her services. This is a good practice to follow when writing a thank-you letter. Expressing your gratitude again will reassure the recipient that you are truly grateful for the kind act done.
Ask For Such Facilities In The Future As Well
As you end the letter, you should also mention that you are willing to use the facilities in the future as well. Including such statements in the letter will inform the recipient that you liked the facilities. Such statements will also encourage him or her to offer such facilities to you in the future as well.
End The Letter By Giving Your Contact Details
After drafting the body of the letter, end the letter by including a closing greeting. Use words like “Regards” or “Yours sincerely” followed by your name. Then follow it up by giving your contact details like contact number and email address. If you are writing a handwritten letter, then include your signature also.
Proofread The Letter
Be it writing a thank-you letter to a close friend or an individual of an educational institution, sending a letter with mistakes is unprofessional. It is not only unprofessional but also can cause a huge embarrassment to you. See that you check for grammar and spelling mistakes in the letter. You can also offer a friend or someone else to read your letter before sending it. Allowing someone to read the letter will help spot additional mistakes if any.
Let us now see some samples on how to write a thank you letter for use of facility.
Thank You Letter Samples
Below are 5 sample thank-you letters expressing gratitude for using facilities. The samples contain a mix of both handwritten and email letters.
The sample below is a handwritten thank-you letter.
Respected Mr. [Recipient’s Name],
On behalf of my organization, I want to express my deepest gratitude for allowing us to use the college premises for putting up our stall. Your permission to set up a stall at your premises helped us in promoting our cause. Our foundation helps the poor and needy, and we thought your college would be perfect to educate your students about our cause.
This opportunity has provided us to bring about awareness among students regarding the challenges faced by the poor and the needy. In fact, we were able to recruit many students as volunteers to help us with our foundation. This all has happened because of you. Thank you for that. Not only did we recruit volunteers, but we could also collect donations for the cause. We will use the donation for the needy and the poor. Again thank you for allowing us to use your college premises for promoting the cause.
Sample 2 (Email Thank-You Letter)
To: [Recipent’s Email ID]
CC: [Your Email ID]
Subject: Thank You For Allowing Us To Use Your School Premises
Respected Ms. [Principal’s Name],
I am deeply grateful to you for allowing us to use your school’s assembly to showcase our dance recital to the kids. I must admit that the stage at the school assembly was spacious and ideal for performing dance recitals like ours. In addition to this, your support staff was helpful and were very caring. They assisted us in decorating the stage and also helped in managing the kids while we were performing.
I sincerely hope that the kids enjoyed our dance recital. In fact, we enjoyed a lot, performing in front of the kids. We also enjoyed performing on that stage. Again thank you for giving us this opportunity. Hope that we get a chance to perform such acts in the future as well.
Sample 3 (Handwritten Letter):
Dear [Recipient’s Name],
I am writing this letter to thank you for allowing me to use your apartment for organizing a party for my friends. This facility is the ideal place to organize any party, be it a birthday or New Year’s party. As you know I was organizing a get-together and my apartment is not spacious as yours to organize such a party. On the other hand, your apartment is modern and spacious and I could accommodate all my friends at the party.
Your apartment is also close to the areas where my friends live. They could reach the place easily, and we were able to start the party at the scheduled time. Thanks to you, my friends enjoyed the party and had a blast. Again I am deeply grateful to you for allowing me to use your apartment.
Sample 4 (Email):
To: [Recipient’s Name]
CC: [Your Name]
Subject: Sincere Gratitude For Providing Great Facilities At Your Hotel
Respected Mr. [Recipient’s Name],
On behalf of our company, I sincerely thank you for providing remarkable facilities at your hotel. This event of ours was very important and with your extraordinary facilities, the event became very successful. From the lunch, the conference room to the parking facilities, everything was top-notch. In fact, my clients were full of praise for the hotel and its facilities.
Even the support staff received us with warmth and were very helpful during the entire event. Thank you for making this event a success. Without your support, this event wouldn’t be a huge hit. Again, thank you for providing great facilities. I am looking forward to hosting future events at your hotel.
Sample 5 (Handwritten Letter):
Dear [Recipient’s Name],
I hope you are doing fine. I am writing this letter to express my gratitude for the extraordinary facilities provided at your coworking space. All the work cabins at your place are spacious and are work-friendly. Particularly, the speed of your Wi-Fi connection is perfect for any workplace setting. Even the cafeteria at your place offers different varieties of food to choose from. I thoroughly enjoyed all the facilities at your coworking space.
I again thank you for providing such extraordinary facilities at your coworking space. Looking forward to again visiting your place and using its facilities.
To Sum Up
In this article, we have briefly explained what a thank-you letter is, and how to write a thank you letter for use of facility. We have also shared some samples of the same.