thank you letter essay

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How to Write a Thank-You Letter (With Examples)

• Email vs. Paper vs. Thank-You Notes

What to Include in a Thank-You Letter

Tips for writing a thank-you letter.

• Sample Thank-You Letter

Email Thank-You Sample

Theresa Chiechi / The Balance

Thank-you letters, graciously and sincerely written, are essential in the business world. Whether a former boss has provided you with a reference, a business contact has recommended you to their employer, a colleague has helped you with a project, or you've just been interviewed for a position, it is important to take the time to thank everyone who helps with your career, job search, or business.

Thank-you letters are a great way to express your appreciation for people’s help.

Thank-you notes can also help you in several other ways. A professional thank-you letter can help you maintain contact with someone in your network or help you remind a hiring manager why you are a good fit for a position. It can also show your supervisor you are professional and polite.

Make sure you know both what to say in your letter and whether to send your note as an email, letter, or card. Saying the right thing using the right format will impress your recipient and make them feel appreciated.

Key Takeaways

• Thank-you letters are critical in the professional world and help maintain connections while expressing gratitude.
• How you send a thank-you note will vary depending on the intended recipient and the context of your relationship, but an email is a great way to ensure your message is received promptly.
• Don't forget to personalize every letter you send to ensure your note comes across as sincere.

Should You Send a Thank-You Note By Email, Letter, or Card?

How you send your thank-you letter depends on many factors, including the intended recipient, context of your relationship, and speed in which you want it to be received.

Email Thank-You Messages

Email is pretty much the standard for business communication these days. If a prompt follow-up is essential, email is the way to go. For example, if you want to express gratitude for the opportunity to interview for a job, sending an email is the best way to ensure your message is received before the hiring manager makes a decision.

Mailed Thank-You Letters

Physical thank-you letters can take the form of an informal, handwritten note or a formal, typed letter. How you write the letter should show your understanding of the company and the person you are thanking.

If you know you have time to relay your thanks by mail, a written thank you demonstrates you've taken an extra step to show your appreciation.

More traditional companies often prefer either a typed letter or a handwritten note. However, if you want to really personalize your message of thanks (for example, if you are thanking a coworker whom you’ve worked with for years), consider a handwritten card.

No matter what form you use for your thank-you note, there are certain components you should always include.

Address the person appropriately. At the start of the letter, address the person with a proper salutation, such as “Dear Mr. Lastname.” or “Dear Firstname.” If you know the person well, use the person’s first name. Otherwise, address him or her as Mr., Ms., or another appropriate title.

Say thank you. Get to the point of your note quickly. Say the words “thank you” in the first sentence or two, so the person knows why you are writing. If you are sending an email, include the phrase “Thank You” in the subject line as well.

Give (some) specifics. Make sure you specify what you are thanking the individual for. Go into a bit of detail, so the person understands exactly what you appreciate. For example, if you are saying thank you to someone who gave you job advice, explain what you found to be most helpful. If you are saying thank you after a job interview, remind the person of a particular moment from the interview (or remind them why you are a good fit for the job).

A bit of detail shows the person what you really appreciate, and why.

Say thank you again. Before signing off, reiterate your appreciation.

Sign off. Use an appropriate closing , such as “Best” or “Sincerely.” Then end with your signature (handwritten and typed if it is a letter, handwritten if it is a card, and typed if it is an email).

Send it as soon as possible. Write and send your note as soon as possible. Don’t delay in sending your thanks,  especially after a job interview . Not sending a thank-you letter after an interview can hurt your chances of getting hired.

Be positive but sincere. Express your gratitude, but don’t go overboard. People can tell when a thank-you note is insincere. For example, if you are thanking an employer after resigning from a job, you should express your thanks, and focus on what you liked about working there. However, don’t lie and say you loved everything if you didn’t really. Focus on the positives, but don’t lie.

Personalize each letter. Personalize each thank-you letter you send. For example, if you send thank-you notes to everyone you met with during a job interview, add something to each note about your specific conversation with each person. Don’t simply copy and paste the same message for each person—this will come across as insincere.

Keep it brief. Thank-you notes should be short. Keep your note no longer than a couple of concise paragraphs.

Proofread and edit. A thank-you note in the workplace must be professional. This means it should be well-written and error-free. Proofread your letter carefully before sending it.

Sample General Thank-You Letter

This is an example of a general thank-you letter. Download the letter template (compatible with Google Docs and Word Online), or see below for more examples.

A printed letter, sent by mail, should have your contact information as well as that of your recipient at the top of the page:

General Thank-You Letter (Text Version)

Jason Jones 123 Main Street Anytown, CA 12345 555-555-5555 jason.jones@email.com

April 5, 2024

Cedric Lee Account Manager Acme Rental 123 Business Rd. Business City, NY 54321

Dear Mr. Lee:

I hope you are well. I just wanted to say thank you so much for writing me a letter of reference for the job at Acme Retail.

I really appreciate you taking the time to write the letter. I am happy to announce that I have a second interview with the company next week! I will let you know how it goes.

Again, thank you so much. I greatly appreciate your assistance with my job search.

Best regards,

Jason Jones (signature hard copy letter)

Jason Jones

When sending an  email letter , as opposed to a traditional mailed one, there is no need to include your return address or your address at the beginning of the message. Simply list your contact information in your signature.

Subject: Thank you!

Dear Ms. Lee,

I would like to thank you for the invaluable support you provided to me during my recent career search.

When I began this search, I had very little idea how to go about it or how to network to discover new job opportunities. The information and advice you gave (and, in particular, the list of contacts you shared with me) made all the difference in helping me to focus my job search.

I’m happy to report that I have just accepted a new position with ACME Auto! Again, thank you so very much. I greatly appreciate your generosity.

Terry Lau 555-555-5555 terry.lau@email.com

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How to Write a Meaningful Thank You Note

• Christopher Littlefield

Sample messages from common workplace scenarios.

Many of us fear expressing our thanks to others. We might worry that our efforts will be misinterpreted or make the person on the receiving end uncomfortable. Or we might struggle to find the right words to express how we feel. Here’s how to do it right.

• Keep it genuine : The goal of expressing appreciation should be to let someone know how their actions have impacted you and/or others. If you have any other agenda, your message will not be authentic.
• Share what you appreciate and why : Focus on the impact their actions had on you and explain both  what you appreciate and why . This will help the other person understand the reason you feel the way you do.
• Send it : E-mails get lost and handwritten cards get saved. Write your message on a piece of paper, post-it note, or card and give it directly to the person. If you are at work, you can also leave it on their desk or in their “mailbox.”

We all want to be appreciated. Whether you’ve accepted a task while your plate is already full, worked through weekends to get a project off the ground, or simply been there for a work friend when they needed your support, an acknowledgement or “thank you” can go a long way in making us feel good about the efforts we put in — and the research supports this.

• Christopher Littlefield is an International/TEDx speaker specializing in employee appreciation and the founder of  Beyond Thank You . He has trained thousands of leaders across six continents to create cultures where people feel valued every day. He is the author of 75+ Team Building Activities for Remote Teams—Simple Ways to Build Trust, Strengthen Communication, and Laugh Together from Afar . You can follow his work through his weekly mailing  The Nudge .

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How to Write a Basic Thank You Letter (With Samples)

• DESCRIPTION Typing a thank you letter
• SOURCE RapidEye / E+ / Getty Images

Thank you letters only take a few minutes to write but they carry a lot of weight. Formal thank you letters may be the thing that makes you stand tall above the crowd while personal thank you letters can make someone else feel appreciated and special. Learn to write a letter of thanks by following a few simple steps and looking at sample letters.

Occasions That Call for a Thank You Letter

Thank you letters are appropriate in many areas of life. In a professional setting, they’re not only appropriate, but highly recommended after an interview. In a personal setting, they can help a loved one feel special and allow you to express genuine appreciation.

Here are a few occasions that may call for a thank you letter.

• After a job interview
• After staying at someone’s home
• After receiving a gift
• After getting a job offer
• After a special occasion, like a wedding or birthday party
• To acknowledge a teacher’s efforts
• After receiving a donation from a business
• After receiving a scholarship

Thank You Letter Writing Tips

The recipient of your thank you letter will impact how you compose it. A professional letter will read differently than a personal letter to a friend or family member.

No matter the addressee, there are five main elements to any letter:

• Opening address
• Thank you statement
• Thank you details
• Final thank you statement

How to Write an Opening Address

Start by addressing the other party in an appropriate manner. If this is a professional thank you letter, use a proper title (e.g, Mr., Ms., or Mrs.), their last name, and a colon. If this is a personal acquaintance or friend, use their first name and a comma.

How to Write a Thank You Statement

Start with a clear “Thank you.” For example, “Thank you for taking the time to meet with me today” or “Thank you for your thoughtful gift.” From there, you can elaborate in a thoughtful manner.

How to Write Thank You Details

After you’ve expressed your thanks , elaborate with details about why you’re thanking the recipient. If you’re thanking someone after a job interview, highlight something you learned in your meeting and offer an example of how your skills line up with the position.

If you’re thanking a friend for a gift, explain why you’re particularly grateful for it. Perhaps the new earrings go well with several outfits in your wardrobe or the leather padfolio will get a lot of use in your new position.

How to Write a Final Thank You Statement

End with one more thank you statement. After you’ve offered a little detail to illustrate your gratitude, offer one more word of thanks . Consider something along the lines of “Thank you again for your time” or “Thank you again for your thoughtfulness. It meant the world to me.”

How to Write a Closing

Every letter ends with an appropriate closing followed by a comma and your name. For a professional letter, use a more formal closing like “Sincerely” or “Respectfully.” For a personal letter, you can use an informal closing such as “Best wishes” or “Regards.”

Sample Professional Thank You Letters

Use thank you letter examples to help you draft your own letters for professional and formal situations.

Job Interview Thank You Letter Example

Perhaps one of the most pivotal thank you letters are the ones you send after a job interview . They need to be sent promptly, be clear and concise, and memorable. An e-mail is the most appropriate forum for these letters. If you met with a team of interviewers, send an individualized note to each person.

Sample Letter:

Subject Line: Thank You - Social Media Manager Interview Dear Mr. Gold: [Use a colon in formal settings.] Thank you for taking the time to meet with me today. I enjoyed learning more about the Social Media Manager position within Gold Enterprise. It’s an excellent match for my skills and interests, given my background as an SEO Specialist. Your modern approach to social media marketing, including your highly refined SEO tactics, confirmed my desire to become a member of your team. In addition to my enthusiasm, I’d also bring my social media expertise, time management skills and team player approach to the department. Thank you again for reserving an hour out of your busy schedule to interview me today. I remain very interested in becoming a member of your team and look forward to speaking with you again! Sincerely, Jane Boston [email protected] 1112 Boston Avenue Boston, NY 12345 (212) 345-6798 [LinkedIn URL] [Website]

Job Offer Acceptance Thank You Letter Example

Once you receive a job offer and learn all the details of the position, you have a short window of time to either accept the position or decline the role. A lot of this might be handled over the phone but, in many instances, it can all be handled via e-mail as well.

If you are accepting the job offer, you can send a thank you letter combined with your acceptance letter.

Sample Email:

Subject Line: Job Offer - Social Media Manager Dear Mr. Gold: Thank you for offering me the position of Social Media Manager with Gold Enterprise. I appreciate all the time you took to interview me and consider my application, and I am delighted to accept the position. Out of respect for my current employer, I’d like to extend them the courtesy of two weeks’ notice. Following that, I’ll be ready to join the team on Monday, December 28. Please let me know if these dates line up with your schedule. Until then, I’ll look forward to joining your team! Thank you for this tremendous opportunity. Sincerely, Jane [email protected] (212) 345-6798

Job Offer Rejection Thank You Letter Example

If you receive a job offer that you cannot accept, it’s still customary to send a thank you letter.

Subject Line: Job Offer - Social Media Manager Dear Mr. Gold: Thank you for offering me the position of Social Media Manager with Gold Enterprise. I appreciate all the time you took to interview me and consider my application. However, I am sorry to inform you that I will not be able to accept the position. While it sounded wonderful, I must go in a different direction at this time. I wish you all the best and hope we can continue to associate in the future. Once again, thank you for the opportunity to meet you and your team. Sincerely, Jane [email protected] (212) 345-6798

Sample Personal Thank You Letters

Personal thank you letters are not required or expected, but they show your character. You can use informal language to let friends, family members, and even strangers know you appreciate them.

Thank You for Your Hospitality Example Letter

Whenever someone opens the doors to their home and has clearly taken the time to be hospitable, you always want to thank them for sharing their personal space with you. These occasions do well with an old fashioned, handwritten note . But, if you’d prefer an email, that’s acceptable too.

My dearest Jennifer, [Use a comma in informal settings.] Thank you so much for having me and Peter this weekend! We had a fantastic time in Seattle, thanks to your hospitality. I don’t think I’ll ever forget the steak-frites from Jacques Pepin! Your home is absolutely gorgeous and we couldn’t have been more comfortable. It’s safe to say you have the coziest bed on the planet! If you ever find yourself in Savannah, know you have a place to stay! With love, Molly

Thank You for the Gift Example Letter

If someone sent you a gift for a special occasion, you probably want to pick up the phone and call them right away with a word of thanks.

However, it’s still important to send a thank you letter, as it not only solidifies your gratitude, but makes the sender feel special because you took the time to do so.

My dear friend Sara, Thank you for the gorgeous pair of earrings you sent me for my birthday! You know me so well. That rose gold is going to match at least half my wardrobe! It’s been ten years since we met in that fateful English 101 class, and I couldn’t be more grateful for your friendship. Thanks again for making my birthday even more special. I’ll send you a pic when I wear them to work on Monday! With love, Katherine

Special Occasion Thank You Letter Example

Did you celebrate a birthday, wedding , or purchase of a new home amongst friends and family? No matter the occasion, it’s important to send a thank you letter to everyone who took the time to celebrate your special moment.

Dear Amy, Thank you so much for coming out to celebrate my 40th birthday! There’s no doubt this is going to be my best decade yet, and part of that is because I rang it in with you. I hope you enjoyed your time at the party! You'll forever hold a special place in my heart and I can’t thank you enough for making the drive. Beyond that, the silk scarf you gave me is absolutely stunning. I’ve already put it on a few times and paraded before the mirror! You’re so thoughtful (and a girl can never have too many scarves)! I love you to the moon and back. Thank you for making my birthday even more meaningful. Talk soon! Your loving friend, Bella

Printable Thank You Letter Template

You can make thank you letter writing even simpler by using a free thank you letter PDF template. This editable template includes standard formatting for thank you letters so all you have to do is change some of the wording to fit your needs. If you need help accessing the printable, check out this handy troubleshooting guide .

• DESCRIPTION Template for thank you letter
• SOURCE Copyright YourDictionary, Owned by YourDictionary

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General Letter Writing Tips

Once you have an idea of what you want to say and the tone you need to take, there are a few other details to keep in mind.

Be Thoughtful About Format

Thank you letters can be handwritten, typed, or even emailed. Think about your recipient and choose the most appropriate format. In professional situations, an email is acceptable and may be preferred because it’s quick. For personal scenarios, a handwritten letter can feel more thoughtful.

A delayed thank you letter has less meaning than a prompt response. If you’re drafting a thank you letter for a job interview, send it that same afternoon or the following morning. If you’re thanking a friend for some kind of gracious gesture, send it within a day or two of their act of kindness.

Be Specific

It’s almost a waste of your time if you don’t take a moment to add a personal line or two to your letter. People can sense a generic thank you letter and it will carry little meaning. That said, you don’t have to overdo it with gratitude. Just a simple line or two will do.

Keep in mind that people lead busy lives with packed schedules. Thank you letters can range from a few sentences to a few paragraphs, but you never want to exceed two or three short paragraphs. Remember, you just have to say thank you, offer a thoughtful detail, offer one more word of thanks, and sign off.

Be an Editor

Be sure to review your note before you send it, especially if it’s being sent in a professional capacity. If you’re thanking a potential employer after an interview, this is not the time for even the slightest grammatical error. Sometimes, reading things out loud can help ensure precision. Also, triple check the spelling of the recipient’s first and last name.

Spread Your Gratitude Far and Wide

Although it may seem like letter-writing is a lost art, that’s not true in the world of thank yous. A handwritten note speaks volumes and can make the recipient feel valued. As for professional thank yous, they have the power to make you stand tall amidst a crowd, especially if it’s prompt and memorable. Explore the many awesome ways to say “thanks,” or examples of words of appreciation to get your gratitude on paper.