How to Write a Thank You Letter and Melt Someone’s Heart

How to Write a Thank You Letter: Definition

A thank you letter is a letter that shows gratitude to someone. It is always important to say thank you. If you want to establish and improve a relationship with a particular person, a thank you letter is a perfect instrument to do so. Writing a thank you letter will help you both in your personal life and professional career.

how to write a thank you letter

In the following guide we will tell you how to write a thank you letter for any occasion. You will learn how to start a thank you letter, what points to consider while writing, and what phrases to use in your letter.

If you need to know how to write a thank you email after interview (it is also called a thank you follow up interview letter), we recommend you to read another guide in our website here.

How to Write a Thank You Note: What’s So Special

Thank you letters are actively used in business and private correspondence. You can write a thank you letter to give thanks in various situations:

– For a meeting
– For an interview
– For a recommendation
– For an event
– For a present
– For a favor
– For a purchase
– For hospitality

So, basically, you can write a thank you letter for any action that a person has done in your favor. The more unexpected the letter, the more valuable it is.

If you are not sure if it’s appropriate to write an appreciation letter, always choose to write. Even if you have thanked in person, sending a thank you letter will also be appreciated. Some situations require or necessitate a thank you letter, and not writing would be considered bad manners.

Have you ever received a letter to thank someone? If no, imagine that you have received one. What would you feel? It’s time to learn how to write a good thank you note.

When should you write a thank you letter? It will depend on the situation. It is better to say thank you in a letter as soon as possible. For example, if you were invited for dinner or a special occasion, it would be better to write within one or two days.

Thank You Letter Format

Today, most thank you letters are sent by email. This format is appropriate for most occasions. If you want to write an emotional thank you letter and send a gift, you can write it by hand and send it with ordinary mail. As an option, you can type the letter and print it on quality paper.

How to Write an Appreciation Letter: Step by Step

1. Write the email subject.

Always fill in the subject form so the reader will quickly understand why you are writing. It should be brief and concise. For example, “Thank you for the gift.”

2. Write the salutation.

It should be the same as if you were speaking to a person directly. For example, use “Dear Katy” for a friend or “Dear Mr. Brown” if the receiver is your teacher or boss. If the person you don’t know well has a title, you can spell out their full title, such as “Dear Corporal Jones” or “Dear Professor Schelling.”

3. Write the main part of the letter.

At the very beginning, tell the reader why you are writing this letter. As you are writing a thank you letter, show your appreciation and how it is important for you.

In the next paragraph you can thank the person for the time they spent with you or describe your feelings about the event. Share your positive emotions.

Also, you can ask the reader for a specific action. For example, if you’ve received a gift from a friend, you can request them to have lunch as soon as possible. If you are writing a thank you letter for a job interview, tell the person that they can contact you with any questions and that you look forward to speaking again soon.

4. Write the closing.

Simply choose a closing that is appropriate for the person you are writing to. For family and friends, you can use “Love,” “Thinking of you fondly,” “Cheers,” or “Take care.” For more formal letters use “Sincerely yours,” or “Respectfully.”

Thank You Letter Sample

Let’s have a look at the following thank you letter sample. You can use this letter as a template for your future thank you note. Consider the recommendations that our author has made and you will definitely write a good thank you letter.

Click on the picture to see its full size.

how to write a thank you email after interview

Tips on How to Write a Thank You Letter

  • Write as soon as you feel the need to write thankful words to a person. If you wait too long, you can lose enthusiasm and the atmosphere of high spirits.
  • Don’t send a thank you letter for every occasion. You are not obliged to send it to people close to you. Thank you letters should be written for special occasions, business purposes, or for events where you are a guest of honor.
  • If you were provided with overnight hospitality, you can send a gift with a thank you note. Typically, it is food, drinks, flowers, toys, etc.
  • Write sincerely and clearly. Express your enthusiasm to the reader and don’t try to fake your feelings (unless they are negative).
  • Check the letter before sending. Make sure that you have written all names correctly. Correct all the mistakes in the text.
  • Think about the quality of the paper and the envelope if you plan to send the letter via mail. Use high-quality paper only.
  • Create genuine letters. Even if you need to write several letters, try to make it personal. It will avoid an uncomfortable situation if the receivers meet and share their thank you notes. And don’t copy the texts from the internet! Be yourself.
  • Keep the appropriate tone. If you are writing a business thank you letter, stick to a formal tone. While writing to a friend, you may include jokes and informal language.
  • There is no need to compose a long letter. For most situations, a short thank you note will be enough.

Writing a Thank You Letter for a Gift

It is always a pleasure to receive gifts. Usually, it is expected that you will write a thank you note within three days. The “deadline” can be extended up to two weeks. In fact, givers don’t expect your thank you words, they just need to know that the gift has arrived and whether it pleased you.

If you have received a get well soon gift, you can write a thank you letter when you restore your strength after the illness.

If you have received a solid gift for special occasion, you can send two thank you letters. In the first letter, say that you have received the gift and give thanks for it. In the second letter, tell the sender how you have used the gift. For example, if you have received money as a gift, tell how you have spent it (such as having bought a year-long membership in a fitness center or a porcelain service that you use every day).

how to write appreciation letter

Phrases for a Thank You Letter

I will never forget this …
I am very grateful …
Thank you. I will repeat this hundreds of times …
I will never forget your participation …
Thank you, I will not forget it …
Thank you so much for …
I am very grateful to you …
Thank you for being my friend …
Special thanks to …
It was nice to receive …
I am very grateful to you for the help and support …
Saying “Thank you!” a thousand times won’t be enough to express how grateful I am …
I can’t thank you enough …
I’ll long remember …
It was a great pleasure …
Many thanks …
It meant a great deal to me …
Please, accept my gratitude …
I was profoundly touched by …
I am truly grateful …
I want you to know how much I value …
I very much appreciate your …
What a joy it was to receive …
I love it!
It was kind of you to …
On behalf of my family, I thank you …
This is just a note to thank you for …
We are thrilled with …
We all thank you for …
All of us were touched …
How did you know we needed …
I plan to use it …

Sometimes we forget to say thank you to a friend or colleague for the things they do to ease our lives. When you can’t say thank you in person, just write a short thank you email or card. It is a powerful way to show that the person’s contributions are highly appreciated and noticed.

While writing a thank you letter seems an easy task, you may experience difficulties with writing an original and sincere letter. Don’t panic! With a bit of practice, you will be writing warm thank you letters easily. Good luck!

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