Thank you letter, Hollowbank Gardens to the Falconers

Thank you letter to a client after a completed project

A thank you letter that only says thank you is forgettable, and one that only asks for a review is transparent. This one page letter from a landscaper names what was actually built, gives four things to do this summer so the work survives, and only then asks for a review and offers a referral deal worth $650.

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HG
Hollowbank Gardens
Hollowbank Gardens · 18 Wren Street, Kellerton hello@hollowbankgardens.example · 0412 665 208

28 October 2026
Mr and Mrs Idris and Hannah Falconer
9 Thorn Row, Kellerton
Dear Idris and Hannah,

Thank you, and how to look after the garden this first summer

Thank you for trusting us with the backyard. We finished on 24 October, eleven weeks after we started, and the last thing on the list was the gate you asked us to hang the other way around. It was a good job to work on, and the two of you were easy to work with, which is not something we say about every job.

What is in the ground now is a 42 square metre bluestone terrace, a raised vegetable bed in spotted gum, 26 native plants across the two beds, and a drip line on a tap timer that runs at 5am. The old concrete slab, all 6.2 tonnes of it, went to a crusher and came back as the base under the terrace.

1.
Water deeply twice a week until the end of February, then let the timer do it. New natives die of shallow watering more often than of drought.
2.
Do not feed the natives before March, and when you do, use a low phosphorus mix. Anything else will burn the grevilleas.
3.
Top up the mulch to 75 millimetres in December, keeping it clear of the stems by a hand width.
4.
Sweep the terrace rather than hosing it. Bluestone holds water in the joints and that is what brings moss in year two.

The full care sheet, with the plant list and what each one needs, is at hollowbankgardens.example/care. It is the same sheet we leave with every planted job, so it is worth a look in March when the first feed is due.

Two small asks, and then I will leave you to enjoy it. If you were happy with the work, a short review helps us more than anything else we could pay for. And if a neighbour asks who did it, send them to us: anyone who comes through you gets their design fee waived, which is worth $650, and you get a $200 credit towards a visit next winter.

Call me any time on 0412 665 208, this year or in three years. If something we planted does not make it through the first summer, we replace it.

With thanks,
Mairead Cusack, Hollowbank Gardens

Section by section

What each section is for, so you can keep the ones you need and drop the rest.

Letterhead
The landscaper's monogram letterhead with address, email and mobile.
Date and addressee
28 October 2026 and both clients by name at their address.
Subject
Thanks, and how to look after the garden this first summer.
The thanks
The finish date, the eleven week build, and the last item on the list.
What was built
The terrace, the raised bed, 26 plants, the drip line and the crushed slab.
Care for the first summer
Four numbered instructions, each with the reason it matters.
The care sheet
Where the full plant list and its requirements live, and when to look at it.
Review and referral
One review ask, then a referral offer worth $650 to them and $200 to the clients.
Sign off
A direct mobile number, the replacement promise, and the owner's name.

How to adapt this document

For a professional services engagement, replace the care list with three things the client should do in the next quarter to keep the value of the work, such as a date to review the numbers or a filing deadline, because the equivalent of a plant dying is a recommendation that quietly goes unimplemented. For a product sale rather than a project, cut the letter to half a page and lead with the care instruction, since nobody reads a long thank you for a purchase. For a job that did not go smoothly, do not send this letter at all: send the apology letter first, resolve it, and send a shorter note later that thanks the client for their patience and names what was fixed.

What makes this document work

The outcome is measured, not admired

A 42 square metre bluestone terrace, a raised bed in spotted gum, 26 native plants across two beds, a drip line on a 5am timer, and 6.2 tonnes of old slab crushed and reused as the base. A client who can quote those numbers to a neighbour is a client who refers.

The care list says why, not just what

Water deeply twice a week because new natives die of shallow watering more often than of drought. No feed before March, and low phosphorus after, because anything else burns the grevilleas. Sweep the terrace rather than hosing it, because bluestone holds water in the joints and that is what brings moss in year two.

The referral offer has two numbers in it

A neighbour who comes through them gets the $650 design fee waived, and the clients get a $200 credit towards a winter visit. A vague please tell your friends costs nothing and produces nothing, while a named amount on both sides gives the client something concrete to pass on.

Questions people ask

Should a thank you letter ask for a review?

Once, near the end, and without conditions. This letter asks plainly and moves on. Under Australian consumer law a business must not create fake or misleading reviews, and any incentive offered for a review has to be disclosed and must apply whether the review is positive or negative, which is why the referral offer here is separate from the review ask.

Can you offer a discount in exchange for a review?

It is risky, and this letter deliberately does not. Incentivised reviews have to be disclosed, and an incentive that only flows for a positive review can mislead consumers. The safer pattern is what happens here: ask for the review with nothing attached, and put the incentive on referrals, which is a different transaction.

When should a thank you letter be sent after a project?

Within a week or two of completion, while the client is still living with the result and before the first maintenance question comes up. This one is dated 28 October, four days after the job finished on 24 October, and it answers the care questions before the client has to ask them.

What makes a thank you letter feel personal rather than templated?

Specifics that could only be about this job. The gate hung the other way around, the 6.2 tonnes of slab, the 5am timer. A letter that would read the same for any client reads as marketing, and the sentence that they were easy to work with only lands because the letter admits it is not said about every job.

Should a thank you letter repeat the warranty?

A short version, yes. The closing line here promises to replace anything planted that does not make it through the first summer and invites a call this year or in three years. It is the part that turns a polite letter into one the client keeps, and it costs a landscaper very little on a job of this size.

Is it worth including care or maintenance instructions?

It is the most useful thing in the letter. Most complaints about planted work are really watering and feeding failures in the first season. Four numbered items with the reason for each, plus a link to the full care sheet, moves the odds and gives the business something to point at if a plant fails anyway.

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Sources

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