Board members play a crucial role in the progress of any organization or a business. They spend long hours and invest their talent in the betterment of the organization. Board members oversee whether the company is running according to the interests of the stakeholders. They also work closely with the bosses to ensure that the day-to-day management activities of the company are running according to plan. This includes ensuring the CEO of the organization presents a business update regularly to the board. This helps the organization run according to the business plan.
All the time and effort they put in, needs to be acknowledged. One way of expressing gratitude to the outgoing board members is by sending a thank-you letter. A thank-you letter will not only put a smile on their faces but also show how deeply you value their services to the organization.
Apart from putting a smile on their faces, a thank-you letter also has the ability to deeply connect the outgoing board member with the organization. A simple thank-you letter to the board member has the ability to influence the member to become a staunch supporter of the organization even after he or she has left the organization.
In this article, we will give you a brief explanation of what a thank-you letter to an outgoing board member is, and when is the perfect time to send a thank-you letter. In addition to this, we will share some tips on how to write an effective thank you letter to board member leaving. We will also provide some samples of thank-you letters written to outgoing board members.
What is a Thank-You Letter to an Outgoing Board Member?
Typically, a thank-you letter is written to a person who has done something special. Whether it is helping in getting a scholarship to a university or inviting to a special event, thank-you letters are written to appreciate for doing such kind acts.
Here, a thank-you letter is a letter written to express gratitude to the outgoing board member. This letter is written to appreciate all significant contributions the outgoing member has made to the organization. They need to be appreciated because they have taken their time, and efforts to help build your organization. For all the efforts, expressing your gratitude is the minimum courtesy that you can show them.
A thank you letter to board member leaving can be written in two ways. One is by writing a handwritten thank-you letter and the other is an email thank-you letter. A handwritten thank-you letter is more personal and meaningful. You can make quite an impact when writing and sending a personalized thank-you letter. Writing such letters will certainly be appreciated by the outgoing member because these letters show the time and effort you have put in appreciating their hard work. On the other hand, an email thank-you letter is also an effective way of expressing your appreciation to the outgoing member. If you are in a hurry to send a letter, then an email is the best bet.
Let us now learn when is the perfect time to send a thank-you letter to an outgoing board member.
When Should You Send A Thank-You Letter To A Board Member
The ideal time to send a thank-you letter would be when the member is nearing his or her tenure. When the member is nearing his or her term, sending a thank-you letter then, will be more effective. This is because, at the end of the tenure, he or she will leave the board taking some beautiful memories.
You can send an email thank-you letter to express your gratitude a day before he or she departs the company. Sending via email, the thank-you note will reach the recipient quickly. However, in this article, we will share examples of both handwritten thank-you letters and email thank-you letters.
Now, the question is how to write a thank-you letter to an outgoing board member.
Tips To Write A Thank You Letter To A Board Member Who Is Leaving
Below are some tips that can help in writing a thank-you letter.
Start The Letter By Greeting The Board Member
Begin the letter by greeting the board member by using words like “Dear” or “Respected”. Follow it up by adding words like “Mr” or “Ms” or “Mrs”. Then add the departing board member‘s name. This is the ideal way to start a thank-you letter. By using salutations, you are respecting them.
Express Your Gratitude To The Board Member
Begin the body of the letter by expressing your gratitude. For example, you can write something like this “Thank you for being a valued board member and contributing to the success of the company”. Thanking the outgoing board member for their service at the beginning of the letter is how a thank-you letter should start.
Include Few Instances Where The Member’s Contributions Helped The Organization
Make sure to include specific details where the member has added value to the organization during his or her tenure. Whether it is using his or her skill to handle a situation or giving valuable advice that helped the organization accomplish something greater, can be included in the letter.
For example:
“Your strategic thinking and innovative ideas have taken the organization to newer heights.”
Again Thank The Board Member
At the end of the letter, make sure to thank the board member once again. Thanking the member once again reiterates the valuable contribution the member has given to the organization. This also shows how deeply you appreciate a member’s time and effort for the betterment of the organization.
In addition to this, you can also tell the board member that you are interested in keeping in touch with the member in the future as well.
Close The Letter By Including Your Contact Details
End the letter by using words like “Regards” or “Yours sincerely” followed by your name. Also, include your contact detail like your contact number at the end of the letter. This is how a thank-you letter should end. If you are writing a handwritten letter, then you can also include your signature.
Check For Any Mistakes
After writing an email letter, make sure to proofread the letter. Checking if the name of the board member is correct is crucial. If you send the letter misspelling the name, then that will be a huge embarrassment for you. So before sending the letter, check the spelling of the names.
You should also check the grammar and other spellings in the letter. You can use grammar and spell-checking software to proofread the letter. Also, ensure that all the important points have been included in the letter. Proofreading the letter before sending it, is essential to avoid any embarrassment.
That said, let us look at some samples on how to write a thank you letter to board member who is leaving.
5 Sample Thank-You Letters Written To Outgoing Board Member
Sample 1:
The sample below is an example of an email letter.
To: [Recipient’s Email ID]
CC: [Your Email ID]
Subject: Thank You For Your Service
Dear Mr. [Recipient’s Name],
As you are completing your term as a board member, I am writing this letter to thank you for your service to the organization. Your contribution to the company has been extraordinary. You took on your board responsibilities with seriousness and with sheer commitment.
The innovative ideas and valuable leadership inputs that you have brought to the company have immensely benefited the company. The relationships that you have fostered with the other partners of the company enabled the company to run smoothly without any hiccups. Again, I thank you for being a valuable board member of our company and also wish you good luck in the future.
Regards,
[Your Name]
[Contact Number]
Sample 2:
The sample below is an example of a handwritten thank-you letter.
[Sender’s Name]
[Sender’s Job Title]
[Sender’s Address]
[Date]
[Recipient’s Name]
[Recipient’s Job Title]
[Recipient’s Address]
Respected Mr. [Recipient’s Name],
I deeply appreciate your hard work and commitment to the organization as an executive director. Thanks for being a valuable player in the company’s decision-making. Under your leadership, the company has done business significantly and increased its credibility as an advertising company in the market. You have not only contributed to the growth of the company but have played a crucial role in cementing important advertising deals for the company.
Under your watch, we have recruited some of the best talents in the industry who have enhanced the quality of advertising. I am very much convinced that, it would be difficult for us to find a replacement that can match your talent. It has been a great pleasure working with you and I hope that we continue to stay in touch. I again express my gratitude to you for being a member of the organization’s board.
Yours sincerely,
[Your Name]
[Contact Number]
[Email ID]
[Signature]
Sample 3 (Email):
To: [Recipient’s Email ID]
CC: [Your Email ID]
Subject: Sincere Gratitude For Being A Board Member
Dear Ms. [Recipient’s Name],
I am writing this letter to express my gratitude to you for serving as a board member for four years. As your tenure is coming to an end, I thought that this would be the right time to thank you for your services. During your tenure as the chairman of the board, you have successfully helped the organization overcome difficult times. The way you governed the organization is remarkable.
Besides your governance, the policies that you have implemented in the organization will certainly benefit the organization in the long run. It was a great pleasure to have you as the chairman of the board. Again thank you for all the hard work and the great job that you have done as a board member.
Yours truly,
[Your Name]
[Contact Number]
Sample 4 (Handwritten Letter):
[Sender’s Name]
[Sender’s Job Title]
[Sender’s Address]
[Date]
[Recipient’s Name]
[Recipient’s Job Title]
[Recipient’s Address]
Respected Ms. [Recipient’s Name],
Thank you for working as a Treasurer for the company. The role of a treasurer is important in the board’s committee and you have done an exceptional job as a treasurer. As your term comes to an end, we would certainly find it difficult to find a talent like you. You have provided invaluable financial planning insights and have successfully prepared budgets for the company on several occasions.
Whenever there was a requirement of funds, you successfully raised funds for the company. Thank you for that. I am again thanking you for serving as a treasurer and I hope that you stay in touch with the company in the future also.
Yours sincerely,
[Your Name]
[Contact Number]
[Email ID]
[Signature]
Sample 5 (Email):
To: [Recipient’s Email ID]
CC: [Your Email ID]
Subject: Thank You For Being A Wonderful Board Member
Dear Mr. [Recipient’s Name],
I am sincerely grateful for your time as a board member. As your time as a board member is coming to an end, we wish you all the best for all your future endeavors. During your term as president, we have seen tremendous growth in our business. This is all because of your impeccable leadership skills and the unique ideas you brought to the business. Particularly, in the area of technology, with the focus on artificial intelligence, the business has immensely benefited.
Again thank you for being a wonderful board member. On behalf of the company, I wish you a great future ahead.
Yours truly,
[Your Name]
[Contact Number]
To Sum Up
One of the best ways to thank an outgoing board member is by sending a thank-you letter. In this article, we have given a detailed explanation on how to write an effective thank you letter to board member leaving. Besides this, we have also given some samples that show how to write a thank-you letter to the board member.
