12 Reasons To Use A Handwritten Note of Thanks

Remember the good old days when you’d sit at the kitchen table, armed with a pen and a pile of thank you cards, because Grandma wouldn’t let you forget to be “proper” after every birthday, Christmas, or random Tuesday she sent you $5? Yeah, I do too. If I close my eyes, I can practically hear her voice: “If you don’t send that thank you card, you’re going to hell in a handbasket!”

?Fast forward to adulthood, and my thank you cards saw action after each wedding (yes, I know, three and counting, but who's keeping track?). By the third round of post-wedding gift cards, I think I received multiple gifts from the same generous folks. How they kept up with my “celebration” schedule, I’ll never know, but each card was heartfelt. I can confirm that at least two people wrote back, “Not again, Vance.”

?So, why am I walking down memory lane with handwritten notes? Because this lost art is one of the most powerful—and underused—tools in business today. Sending a thank you card isn’t just the right thing to do; it’s a surefire way to make your business relationships stick like glue. A handwritten note stands out in a world drowning in digital "thank you" emails that land in spam folders faster than you can hit send. Let's talk about why this small gesture can make a big difference.

12 Times You Should Absolutely Send a Thank You Card in Business

1. After a Client Signs On Forget the standard onboarding email that they’ll read once and never again. Instead, send a personalized thank you card. Something simple: “Thanks for trusting us with your business. We’re excited to work with you!” It’s a powerful way to start the relationship.
2. After a Meeting (Even if Nothing Came of It) Whether you’ve just had coffee with a potential client or a brainstorming session with a colleague, send a card. They’ll remember your thoughtfulness, and who knows? The next time they need your service, you’ll be at the top of their mind.
3. When You Get a Referral A referral is like someone handing you money without asking for anything in return. The least you can do is send them a note. A quick, “Thanks for thinking of us! We’ll take great care of them,” goes a long way in securing future referrals.
4. At the End of a Project When you wrap up a successful project, don’t just send an invoice. Send a card thanking them for the opportunity to work together. Even better? Mention a specific moment or result that was a highlight. It shows you were paying attention and valued the experience.
5. Holidays (But Make it Personal) Everyone sends generic holiday cards, right? “Wishing you a great holiday season!” Boring. Spice it up with something personal. If you know the person loves golf, mention that. If they’re big on family, write something heartfelt about how they should spend more time with their kids (without sounding like you’re implying they work too much).
6. After a Job Interview: Whether you’re the interviewer or the candidate, sending a thank you card after an interview shows professionalism and appreciation. It can leave a lasting positive impression and, if you’re the candidate, might just give you that edge over other applicants.
7. When a Client Hits a Milestone: If a client’s been with you for a year or just reached a significant business milestone (e.g., launching a new product or achieving growth), sending a thank you card is a classy way to acknowledge their achievement and show you’ve been paying attention.
8. After a Speaking Engagement or Event Invitation: If you’re invited to speak at a conference, attend a special event, or be part of a panel, send the host a handwritten note afterward. It’s a great way to show gratitude for the opportunity and helps ensure you’ll be on the shortlist for future invites.
9. When a Supplier or Vendor Goes Above and Beyond: Business isn’t just about clients—it’s also about the partners who help you deliver. If a vendor, supplier, or subcontractor pulls off a miracle to meet a tight deadline or solves a tricky problem, send them a card to show you appreciate their hard work.
10. After Receiving Valuable Advice or Mentorship: Sometimes you get a piece of advice that’s worth its weight in gold. Whether it’s from a mentor, colleague, or even a competitor, send a thank you card acknowledging their help. It shows respect and deepens the relationship.
11. After a Successful Collaboration or Partnership: Whether it’s a joint project, a referral partnership, or a co-hosted event, sending a thank you card after working with someone demonstrates that you valued the experience and look forward to more collaborations in the future.
12. When Someone Advocates for Your Business: If someone goes to bat for you—whether they defend your brand publicly, give you a shout-out on social media, or recommend you to their network—don’t just give them a quick “thanks” online. A handwritten card shows you truly appreciate their support and amplifies the positive vibe they already have about you.

Each of these moments is an opportunity to cement relationships and make sure your business is memorable for all the right reasons. A little ink goes a long way!

Why Handwritten Notes Are a Business Power Move

In a world where everyone’s busy automating, texting, and throwing GIFs at each other, a handwritten thank you card is a massive differentiator. It’s not just about nostalgia or looking polite—although Grandma would definitely approve. It’s about showing that you value the relationship enough to spend 5 minutes doing something thoughtful.

And let’s face it, business is about relationships. People do business with people they like and trust. A thank you note isn’t just a card—it’s a little investment into that relationship. It says, “Hey, I see you, and I appreciate what you’ve done.” That’s the kind of stuff that builds loyalty, gets you repeat business, and—best of all—referrals.

Look, you don’t have to go overboard. I’m not suggesting you write Shakespearean sonnets every time someone buys a product from you, but a quick, sincere note will do wonders. If you can make them laugh in the process (or at least crack a smile), you’re golden.

Don’t Let Thank You Cards Go the Way of the Fax Machine

Sending a thank you card is simple, effective, and, honestly, just the right thing to do. You wouldn’t ghost your Grandma after she sent you $20 in a birthday card, so why ghost a client or colleague who just helped your business grow?

So the next time someone does something worth thanking them for, don’t fire off an email. Take five minutes, grab a pen, and write something they’ll actually remember. Not only will you stand out, but you’ll also be creating a little magic in the often cold, transactional world of business.

Trust me, Grandma would approve.

Vance

P.S. Still not convinced? Here are 7 reasons you should be sending handwritten thank you notes:

1. It Builds Emotional Connection

A handwritten card adds a personal touch that email can’t replicate. It shows that you took the time to think about the other person. In a world of digital communication, a physical note in someone’s hands creates an emotional connection that strengthens relationships.

2. It Helps You Stand Out

Imagine your client’s desk—piled with bills, emails, and junk mail. Then, there’s your handwritten thank you card sitting right on top. Boom! You’ve just set yourself apart from every other business vying for their attention. Your card won’t get lost in the clutter.

3. It Demonstrates Effort and Care

In business, effort matters. People appreciate when you go the extra mile, and taking a few minutes to write out a thank you card demonstrates that you value the relationship. It’s a small action with a big impact.

4. It Makes a Lasting Impression

Let’s be real—emails are forgettable. But handwritten cards? They get pinned on corkboards, placed on desks, or even framed (if you really nailed it). Your thoughtfulness can stay in your client's or colleague's memory—and sightline—for weeks or months, far beyond the moment you hit "send" on an email.

5. It Increases Client Retention

Happy clients stick around. By showing appreciation through a thank you card, you’re reinforcing that you value their business. This kind of consistent, thoughtful touch can reduce churn and make clients feel more loyal to your brand.

6. It Encourages Future Business

Sending a thank you card keeps you top of mind. People remember the businesses that made them feel good, and your card can subtly keep the door open for future deals, partnerships, or referrals. You’re not just saying thanks; you’re nurturing the next opportunity.

7. It Reflects Positively on Your Brand

Whether you’re a solopreneur or running a large company, your personal actions reflect your brand. A thank you card gives a powerful message: your brand is thoughtful, professional, and genuinely cares about its relationships. It’s a classy, old-school move that never goes out of style, much like wearing a tie to a board meeting.

And here’s a bonus for you: writing thank you cards forces you to slow down and think about your relationships. In today’s fast-paced world, that’s a valuable exercise in itself.