Thank You Letter Writing Tips
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.”
What to Include in a Thank-You Letter
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).
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).
Employee Thank-You Note Samples
After a job interview is perhaps the only time during your career when a thank-you note is truly mandatory. Fail to send one, and you might just find yourself crossed off the list of potential hires. Use your note to reiterate your interest in the position and your qualifications, and to thank the interviewer for his or her time.
Also, think carefully about whether you want to send a thank-you email or a physical card or letter. If you know the hiring manager is making a decision soon, email is probably your best bet. However, if you have more time, a handwritten note always shows thoughtfulness.
Sample Interview Thank-You Note
Thank you again for meeting with me to discuss the administrative assistant position at XYZ Corp. I thoroughly enjoyed our conversation, both about the role and about baseball. (I really think this is our year!)
I was impressed with the opportunities the administrative assistant has at XYZ to pitch in and wear many hats. In my previous role, I was able to pick up graphic design and Excel skills, as well as some conversational Spanish and French. I love to learn new things and find different ways to make my team a success. It’s clear that I would have the opportunity to do that working for XYZ.
I believe that my experience at my current employer has prepared me to slide seamlessly into the role. I’m familiar with all of your systems, software, and requirements, as well as being a quick study should other needs come up.