Thank you letters and cards are often important in both our personal and professional lives. There will be many times in life when thank you cards will be necessary: when you receive a gift, after a job interview, or when someone does you a favor or shows kindness in some way. Sometimes, it's hard to articulate your words of gratefulness - this is when thank you letter templates come in handy.
Why Thank You Letters Are Important
In most circumstances, writing a thank you letter is important because it is an acknowledgment that you are grateful for their time, efforts, or gifts. Family, friends, and colleagues like to feel appreciated, and thank you letters do just that. In your professional life, these letters of gratitude are especially important after a job interview because it keeps you - the candidate - top of mind. Hiring managers often meet with many job candidates and thank you letters will keep you at the forefront of their minds so you aren't lost in a pool of other applicants who might have interviewed for the same position.
Saying "thanks," even when you don't have to, goes a long way. It strengthens both personal and professional bonds. Personally, it will help you grow closer to your friends and family. Professionally, it can help colleagues, subordinates, superiors, and hiring managers understand that you're a team player and are looking forward to growing in your career.
How To Write A Thank You Letter
Thank you letters should be written with care, without too much exaggeration. While a text message or email might be appropriate in certain instances, larger thank-you's should be in letter or card form.
A heading isn't always necessary, especially for email or greeting cards to friends and family. However, even in casual letters, it's nice to include a date as a heading. In business letters, a heading is a good idea so that your contact information is visible. In the case of professional thank you letters, you should include your name, address, contact information, and date.
A formal business letter should include these components, in this order: The date your letter was written, your name and address, as well as the contact name, company name, and address, followed by the salutation.
A thank you letter needs a salutation so you can address the person to whom you are writing. While "Dear" is the most common salutation, there are instances where you can be more generic or less formal. When writing to close friends and family, "Hi John," or "Hey Aunt Marie," are appropriate, whereas addressing work colleagues might look more like "Dear John," or "Dear Mr. Smith," are a better way to address them.
It is best to salute them by the way you interact with them. If someone introduces themselves to you as "Mrs. Brown," you should call them Mrs. Brown in your letter. However, if they introduce themselves as Susan, you can comfortably address them by their first name.
When you're sending a thank you letter to someone you haven't met, you should use a colon, and use their title if their name is not known. "Dear Dr. Johnson:" and "To the Hiring Manager:" are a few good examples. However, if you've met them even once, your salutation should end with a comma instead of a colon.
The body of a thank you letter is the most important component because that is where you're expressing your gratitude. The body should start by acknowledging what it is you are thankful for. For example, "Thank you very much for taking the time to meet with me regarding the account executive position at XYZ company," or "Thanks for the tuna casserole you sent over last Sunday."
It's not enough to simply say "thank you". The acknowledgment should be followed by expressing your gratitude, and how it has impacted you. Professionally, you could say something like "It was a pleasure meeting you and learning more about this career opportunity." And personally, it might look something like "I appreciate the time and care you took into making me a delicious meal."
The remaining body of your letter should be sincere, direct, and straight-forward, without being too over-the-top as that may come across as false or not genuine. State and reiterate your gratitude and mention the impact of their time or kind gesture. This will show the recipient that you truly appreciate their time or efforts without feeling like you're sending them a thank you letter out of obligation.
10 Thank You Letter Templates
Choose a template that is sensible for the recipient and the situation. Here are some common scenarios in which you may need to send a thank you letter.
1. After A Job Interview
Dear Mrs. Rhodes,
Thank you very much for taking the time to meet with me last Friday. It was a pleasure to meet you and learn more about XYZ company. I enjoyed learning more about the sales management position; it was insightful to understand your visions of growing sales through the acquisition of new clients. Business development has played a large role in my success at ABC Agency, so it was interesting to learn that our strategies are aligned. It confirmed my belief that my experience and skills could be a good fit for your company.
I know you have several more interviews to get through, so I'll eagerly wait to hear from you to discuss next steps. I'm available for further interviews and questions if needed, so please feel free to reach out to me. Once again, thank you for your time. I look forward to speaking with you again.
2. To A Co-Worker Or Supervisor
Thank you very much for your assistance in the trade show plans due next month. You helped me free up much-needed time to train our two new sales representatives who needed to get up to speed before the trade show. I know how busy you are, and I'm certainly grateful that you took time out of your busy schedule to assist me.
I'm looking forward to the success of the upcoming trade show; I'll have you to thank in the end. I'm available to help you with your needs; please let me know if you need my assistance in any of your projects. I look forward to working more closely with you to achieve our collective goals. Again, thanks so much for your help.
3. Thanking Friends And Family For Their Time
Hey Uncle John,
Thank you for helping me move into my new apartment last week. It definitely made my life a lot easier and saved me tons of time, not to mention the money I saved from not having to hire a moving company. I know how busy you are with your new business, so knowing you took the time to help me really means the world to me.
I'm really looking forward to seeing you on Thanksgiving! I hope you know that I'm here for you the next time you need my help. Again, thanks for all your help. See you soon!
4. Thanking A Customer For Their Business
Thank you for your business this year and for giving me the opportunity to serve your company's needs and for sending me those new referrals. When it comes to bookkeeping, I know you have many choices. I'm grateful for your continued support and for letting your business contacts know about my services.
It has been my pleasure to serve you, and I appreciate the opportunity to do so again in the new year. If there is something I can do to better serve your needs, please give me a call any time.
5. Thanking Casual Business Acquaintances
Thanks for meeting me last Tuesday for lunch to discuss new business development. It's an area that I've been struggling with, and I'm appreciative all the ideas you've given me. It has really inspired me to try a few strategies that I've been afraid to try. I know how busy you are, and I'm certainly grateful that you took time out of your busy schedule to assist me.
I'm excited to implement your ideas next quarter. I look forward to collaborating with you more often! Thanks again for your insight. If there is something I can provide to help in your success, please let me know.
6. Thanking Formal Business Acquaintances
Dear Mr. Moore,
Thank you for meeting with me to discuss the change of staff we experienced last week. It helped me structure the organizational chart and reassign tasks to team members to improve the operation of my division. I know how busy you are and I'm thankful that you took time from your schedule to walk me through this challenge.
I'm excited to move forward and grow sales next quarter. I'll keep you informed of any new developments and look forward to collaborating with you more often. If there is anything I can do to help XYZ Company exceed expectations, please let me know. Again, I appreciate your guidance this month and look forward to exceeding your expectations.
7. Acknowledging A Tangible Gift From A Friend
We were so pleased to receive XYZ Brand toaster oven! We love cooking but don't have a lot of time; your gift has helped us save loads of time in preparing our dinners. Most recently, we made homemade pizza in the toaster oven and it was so nice not having to heat up the entire home by turning on our oven.
I'm looking forward to seeing you next spring and can't wait to make you something delicious in our new toaster oven! Thanks again for your amazing gift and for traveling such a long way to attend our wedding. It was a pleasure and honor seeing you there!
Heather and Daniel Smith
8. Thanking A Group Of People
To my friends in the accounting department,
Thank you for the gift cards to our favorite home store! With your generous gift, we were able to get beautiful lamps for both our bedroom and guestroom, which needed much updating. Each room is a little brighter and more cheerful, thanks to you. I'm sure our house guests will be grateful for these as well!
I'm lucky to have caring co-workers like you. Thank you for your generosity and for thinking of us during the celebration of our wedding.
9. Acknowledging A Donation To A Cause Or Organization
Thank you for your generous gift to our organization. Your donation has allowed us to expand our rehabilitation program to accept and house 12 new patients. I know there are many causes you could have supported; we're so thankful that you chose our organization.
Our organization cannot thrive without contributors like you. I look forward to keeping you informed as we continue our progress to build the best rehabilitation program in the northeast. Thanks again for supporting our vision.
10. Showing Appreciation To A Community Or Organization
To Peter and our friends at XYZ Organization,
Thank you for your help in rebuilding our home after the storm. Without the hard work of your organization, we wouldn't have a roof over our heads this holiday season. Thanks to you, we are able to host Christmas dinner with our grandchildren this year. We know a lot of families are in need; we are so grateful for your assistance.
We look forward to letting you know about the progress in our lives and wish you the best in assisting other families in need. We hope to help others in the way you've helped us in the future. Thanks again for your amazing gift.
Nancy and Ted Jacobs
There are many occasions in our personal lives and careers where thank you letters are necessary. There is no one way to show your gratitude; our templates are meant to act as a guide so that you can personalize it to your needs. Always make sure your thank you message is genuine and prompt. As long as you're sincere and prompt in your approach, the recipient will feel appreciated and acknowledged, which is the very purpose of a thank you letter.