Thank You Notes for Referrals: How to Write [+ 11 Templates]

In a world where everyone’s bombarded with 4,000+ ads daily, what actually cuts through the noise? One word: referrals.

Let’s be honest – nothing beats having someone else sing your praises to their network. It’s marketing gold! No matter if you’re a solopreneur or running a Fortune 500 company, referrals build the kind of trust that makes wallets open and contracts sign.

But referrals don’t magically appear just because your product doesn’t suck. They happen because you’ve created a system that rewards and celebrates the people who talk you up! The not-so-secret weapon in that system? The humble thank you note.

A thank you note for referrals is your “OMG!!! You’re amazing!!!” message to someone who just sent a potential client your way. Whether it’s a fancy automated email, an old-school handwritten card, or something in between, this is your chance to genuinely celebrate someone for believing in you enough to put their reputation on the line.

It can be part of your structured referral program with points and perks, or just a standalone “you rock” (see what we did there?) moment.

A killer thank you strategy doesn’t just check the “I’m polite” box – it supercharges your entire referral engine by reminding people how awesome it feels to connect you with their network.

Let’s dive into the referral thank you note universe and unpack some examples so good they’ll make you want to immediately steal them (which… we totally encourage, by the way).

What is a thank you note for referrals?

A thank you note for a referral (or referral thank you letter) is a message that helps you express gratitude to someone who has specifically referred you to a potential client. It’s your opportunity to show your genuine appreciation for client referrals, and inform customers of any incentives thay’ve earned for their help in growing your business.

This could be an automated email message sent as part of a formal referral program,  a referral thank you card, or even a handwritten letter. It could be sent as part of or outside of a formalized customer referral program. 

However, depending on your clientele and how you best communicate with them, something more informal like a text message may work as well. You may even consider a phone call, but this option typically only makes sense for businesses who regularly call clients. It may not make sense if you do not have that level of a relationship with the client.

Why write thank you notes for referrals?

When someone refers you, they’re not just doing you a solid – they’re putting their personal reputation on the line for YOUR business. That’s huge! A customer doesn’t have to share you with their network, but when they do, they’re basically hand-delivering pre-qualified leads straight to your doorstep. And those leads are more likely to become customers – and stick with your business. 

Even though referring might only take a few seconds, it’s worth its weight in gold. So showing some genuine appreciation isn’t just polite – it’s smart business.

Taking those few minutes and writing a thank you note doesn’t just acknowledge their favor – it’s secretly building your referral pipeline for the future. You’re strengthening your relationship with the referrer, boosting retention, and (let’s be real) priming them to send more amazing people your way. This small act of kindness can go a long way!

Let’s break down why thank-you notes for referrals are absolute gold:

Shows appreciation: A thank-you note is your “I see what you did there” moment – showing that you actually notice and value when someone goes out of their way to refer your business.

Builds relationship: That small but mighty note takes your business relationship beyond the transaction. Whether it’s personally handwritten or sent as an automated email (with their name spelled right!) as a part of a referral email campaign, it shows how much of a difference they’ve really made for your business.

Increases referrals: When you properly celebrate someone’s referral, guess what? They’ll likely do it again! People support businesses they trust. The referral itself means their trust in you is already super high. But the thank-you note builds that trust bank account up even more for future withdrawals, making them way more likely to send even more customers your way.

Saying “thank you for your referral” isn’t just nice – it’s necessary, especially because someone went above and beyond by choosing to share your brand. Now, let’s dig into how to actually do this right.

Referral thank you notes: What type should you use?

You have options when it comes to showing gratitude. Whether you choose to hand write and personalize every detail or use a templated approach is up to you. 

Your three main options are: 

1. Sending a fully personalized note. Personal notes are perfect for small businesses, recognizing those MVP referrers who keep sending people your way, thanking clients who’ve referred especially significant accounts, or anyone wanting to add that human touch that screams “I didn’t just copy-paste this.”
2. Sharing the same program thank you email to every referrer. Bigger brands typically automate their thanks with templates – less intimate but way more scalable when you’re handling hundreds of successful referrals.
3. Using a templated note with some personalized elements. Want the best of both worlds? Start with your base template that you send out to everyone, but customize a line or two. Even just dropping in their actual name (not “Dear Valued Customer”) makes a massive difference.

You’ll also need to decide on delivery. Mail a handwritten note or hit send on an email? These are the go-to thank you vehicles:

For personalized notes: If you’re going all-in on personalization, nothing beats the impact of actual paper in someone’s mailbox. It’s old-school in the best possible way.

For templates: Email works perfectly fine for templated thanks and makes the most sense for businesses at scale.

These aren’t the only things to think about, though. Let’s explore what other aspects of referral thank you notes you’ll need to keep in mind.

Referral thank you notes: Tone and length

Your tone and length need attention too. Keep it friendly and professional, but simple – don’t write a novel.

Here’s what to consider:

• Stay conversational. Your templates should sound like a real person wrote them, not a corporate robot. Keep it warm, conversational, and in your brand voice – especially when personally thanking individual customers.
• But read the room. B2B thank-yous might need a touch more formality to maintain professional relationships Got a warm rapport with that business referrer already? Find that sweet spot between friendly and professional.
• Keep it short. Your referral thank you notes should be concise – think 1-2 short paragraphs. Respect their time while still covering the essential “thank you” points.

With these guidelines in mind, let’s dive into crafting different types of thank you notes.

How to write a referral thank you note? (Writing a personal note)

Personal notes need that warmth factor. If you’re writing one, you’ve likely built some rapport with this person and can lean into a friendlier thank you message.

Writing a warm, personal thank you note shows genuine appreciation to someone who just hooked you up with a new client. These notes are especially perfect for higher-value transactions or people who have already been your customers for a while.

Here’s your game plan:

Warm greeting with customer’s name

The quickest path to personalization? Their actual name. Always start by addressing the person directly.

But don’t stop there – make it clear who YOU are (both you as an individual and your brand). This opens with maximum personalization while jogging their memory about who’s thanking them.

Appreciation for the referral 

This is the heart of your message – the actual thank you. Don’t go overboard, but make sure you get your point across. Be specific about which referral you’re thanking them for. Mention the newly referred client’s name and add even more details if appropriate. You might even highlight how their referral has helped your business grow, or how it benefits their friend or colleague.

The goal? Show them you recognize they trusted you enough to put their own reputation on the line.

Reward for the referral

Don’t forget to acknowledge any rewards they’ve earned – whether it’s cash, gift cards, store credits, an upgrade, a discount on their next purchase or something else. This reminds them what they’ve accomplished and might just be the tipping point that nudges them toward making future referrals.

This is also the perfect spot to subtly mention that more rewards await if they keep the referrals coming. (If you’re emailing and have a formal referral program, link to your program page here.)

Wrap-up

You’ve hit all the key points: used their name, reminded them who you are, said thanks, and confirmed referral thank you gifts.

Now you’re ready to sign off. Finish with one more quick sentence of appreciation and sign it personally.

Remember – keep it brief and authentic. A warm and personal referral thank you note should feel heartfelt and genuine. Proofread thoroughly and double-check their contact information before sending.

How to write a referral thank you note (Writing a broader thank you to all successful advocates)

Now let’s tackle those mass thank you notes. Even though they go to everyone, they should still feel thoughtful and sincere. These need to be generic enough to work for every situation while still feeling personal.

Here’s what to include:

Opening with customer’s name

Even mass emails can feel personal with a few parameters in your template. First names (and even the referral’s name) are easy personalizations that make a huge difference.

That said, many brands use more generic “catch-all” intros and still create effective thank you notes. When you’re not handwriting the note, you have more flexibility. But our pro tip? Use their actual name if possible.

Appreciation for the referral 

This is why you’re writing – to thank them for sending business your way. You can also mention how the referral helps your company grow or how it benefits their friend.

Keep it to one or two sentences – no need for an essay.

Reward for the referral

Just like in personal notes, highlight what they’ve earned and what happens next. Include redemption instructions if needed.

Mentioning rewards serves double duty – it completes this thank you while subtly encouraging future referrals by reminding them of future referral rewards at stake.

Wrap-up

End with one more thanks and a quick signature. Since you’ve now primed them to think about referring again, include a CTA leading to your referral program page.

Referral thank you note template: Personal note (B2C #1)

Personal thank yous are always nice, especially for a B2C customer. In this example, you’ll see the term “trust” mentioned. Specific anecdotes do not need to be mentioned, but by using the word “trust,” you can let the customer know you appreciate that they trust you enough to refer people to you.

Referral thank you note template: Personal note (B2C #2)

Alternatively, you could express how their referral has helped your business. In this example, ‘help us grow’ is a great way to say thanks and to also reiterate that because of their referral your business gets to flourish (this is especially great for small businesses to touch on).

Referral thank you note template: Personal note (B2B)

Not all personal notes will be for B2C’s. Many B2B business relationships may warrant a more personal note. This example thanks the client in a professional way, and expresses gratitude for a high-value business referral, but still keeps things friendly. It also mentions the word ‘trust’, which is great in further establishing a long term relationship.

More referral thank you note examples 

Let’s dive into some thank you note examples. These ones are aimed towards everyone, so all advocates within these programs receive this same message. Let’s see what they do well and what best practices they have used from the ones we mentioned above. 

Note: you do not need to hit on every single best practice mentioned to have a good referral thank you note.

Levi’s

Everyone knows about the Levi’s brand.  But, did you know they offer a rewards and referral program? In their program, the customer will receive the thank you note and reward as soon as one of their referrals signs up for an account (regardless of whether the referral makes a purchase). 

What’s done well: They kept the note short and sweet. There is a great hero image and big. bold headline that lets the customer know exactly what the message will be about. Though they didn’t use the customer’s name or their referral’s name, we still think this thank you note works really well. 

Best practices used: Reward for the referral, CTA as the wrap up.

Morning Brew

The Morning Brew referral program is very robust and active. Their thank you note for referrals really reflects this. They not only give a nice little pat on the back, but they give insight for future rewards and provide an image of the reward that the reader is currently being awarded with. 

What’s done well: We like the banter used here. It’s a unique way of recapping what the customer did and why they are receiving this email. Since they offer a tiered referral program, we really like that Morning Brew also discusses how many referrals are needed to hit the next tier. It’s a great way to prompt more referrals. 

Best practices used: Appreciation for the referral, Reward for the referral, CTA as the wrap up.

Halara

Halara seems to hit on every best practice we mention, all while keeping the thank you note concise and to the point. The message is personalized and seems really sincere. This referral thank you note is sent after a referral signs up for an account on the Halara website, but before the referral makes a purchase.

What’s done well: They use a nice referral program image to emphasize the incentive at stake (the $5 e-gift card when the friend makes their first purchase). Despite this email being sent to all customers whose referrals sign up, the message is personalized – which is a really nice touch. 

Best practices used: Uses customer and referral names, Appreciation for the referral, Reward for the referral, CTA and signature as the wrap up.

Quickbooks

The Quickbooks referral program is very straightforward and so is their referral thank you note. They keep the note rather short, but they mention all the necessary information. 

What’s done well: Thank you notes do not need to be lengthy, as this case shows. Even though this message may be on the shorter end of our examples, it gets the point across and provides specific details about the reward and instructions on what to do next. It’s a simple, but solid, expression of gratitude.

Best practices used: Appreciation for the referral, Reward for the referral, CTA as the wrap up.

Allio

Allio’s referral program is part of their pre-launch strategy, similar to the popular Harry’s Razors referral program. People who want to use the finance app sign up to get early access, and they can refer others to sign up as a way to bump themselves up higher on the list to get access sooner. This type of strategy has been known for creating viral loops.

What’s done well: Email is the only thing they ask for to get added to their list. So, it’s understandable why they skipped using the person’s name to add some personalization. They do, however, hit on quite a few other best practices. We really like that they have the position ticker included, and then follow up with referral sharing options!

Best practices used: Appreciation for the referral, Reward for the referral, CTA sharing options and signature as the wrap up.

MOO

MOO offers two types of referral programs. They have separate programs, for B2B and B2C – so it makes sense for them to mention specific terms in their thank you notes. They are sure to thank the customer for the type of referral, as well as reiterate the reward for that type of referral.

What’s done well: MOO sends a thank you right after each referral – not waiting for completion. This immediate acknowledgment shows they value the effort regardless of outcome – that even if the referral falls through and the customer doesn’t get the reward, a thank you is still very much appreciated. 

Since they offer two referral programs, they make sure to make the note very clear as the two programs offer different rewards. They finish their message with what customers can expect if their referral is successful, and also make it easy to keep referring.

Best practices used: Reward for the referral, CTA for both programs as the wrap up.

Dropbox

One of the most legendary referral programs deserves legendary thank you notes – in this case, for every successful referral. The Dropbox referral program hits nearly every best practice while keeping their message tight and effective. Because of the program’s popularity, it totally makes sense that all aspects of their program (even the thank you note) are in tip-top shape.

What’s done well: They have big bold words of affirmation to make anyone feel good. They proceed to mention why the customer is awesome and what reward the customer is getting. The note is short, but the message is great. We also like that they sign off by verbing their name – it makes the message playful.  

Best practices used: Uses referral name, Appreciation for the referral, Reward for the referral, CTA and signature as the wrap up.

Start writing your “thank you for the referral” notes

Sending a thank you note for referrals shows gratitude, which helps strengthen the relationship between you and the person who referred you. Plus, it shows that you are proactive, thoughtful, and courteous. All of  these factors can help your reputation and improve your chances of future referrals.

Your referral thank you notes can go fully personalized or totally templated – it all depends on your business size, how VIP the referrer is, and just how much human touch you want to inject.

Crafting a personal referral thank you?

• Start with their actual name (not “Hey You”)
• Genuinely thank them for putting their reputation on the line for you
• Remind them of the sweet rewards coming their way
• Wrap it up with a heartfelt sign-off that doesn’t feel copied from a corporate handbook.

For those bulk thank you notes going to all your referrers?

• Still personalize that opener
• Show real appreciation for how they’ve helped your business grow
• Clearly spell out what rewards they’ve earned (and how to get them)
• Include that all-important CTA button leading back to your referral program so they can send even MORE people your way.

Pro tip: Referral software can help you automate thank you emails for both referring customers and new referrals, leading people back to a dedicated portal to view rewards. Learn more about how a better referral experience can make a huge difference in growing your business.