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Writing a “Thank You” Note in Five Simple Steps

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Writing a thank-you note is a great way to make a lasting impression. Plus, they’re incredibly easy to compose since they’re short and to the point. Need some guidance and inspiration on how to craft a thank-you note? We’re here to help!

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Do you appreciate “thank you” notes, or is it just us?

Writing a “Thank You” Note

You may think that writing a thank-you note is old-fashioned; after all, who takes the time to write handwritten letters when they can just send a text message or email? But that’s precisely why thank-you notes are impactful—not many people make that effort, so when you receive one, it instantly stands out as polite and genuine.

If you’re considering writing a thank-you note, we’d say it’s a great idea. And if you’re unsure where to start or how to craft one, don’t worry because it’s simple. This post will teach you everything you need to know about writing a thank-you note and even provide examples for different scenarios.

Let’s begin!

Meme shows excited man from the show "Parks and Recs" with text that reads "How it feels when someone takes the time to write you a thank you note."
Writing a thank-you note is an easy way to make someone feel special.

How To Write a “Thank You” Note

The beauty of thank you notes is that they’re brief. You shouldn’t spend too much time writing one, nor should the recipient spend too much time reading it.

Also, you can write a thank-you note on a card, but it can be written on just about anything, from a sticky note to expensive stationery. It’s the thought that counts!

1. Start with a salutation.

As with any other letter, you should start with a salutation, which is a word or phrase that’s used as a greeting and commences the letter. The standard greetings are:

Dear [name], 
Hi [name], 
Hello [name], 

But you are welcome to add a personal touch if you’d like and write something such as:

To the life of the party, 
To my best friend, 
To the funniest person I know, 

2. Jump straight into expressing gratitude

Remember, thank-you notes are short by nature—don’t ramble. Instead, instantly thank the recipient for their actions, whether attending an important event, giving you a present, or helping you with something.

I wanted to thank you for making the effort to come all the way to Philadelphia to attend our wedding.

3. Write about emotions, thoughts, or intentions.

Yes, thank-you notes are typically brief, but that doesn’t mean they must be stale. Personalize the note by mentioning what the recipient’s actions meant to you, how they made you feel, or what you intend to do with the gift (if that’s what you’re thanking them for).

It really made me feel special and loved to have you here on our special day.

4. Reiterate your gratitude.

Before closing the letter, reiterate your gratitude in the last line.

You’re a great friend, and I truly can’t thank you enough. 

5. End with a closing and your name. 

Again, as with any other letter, add a closing and your name or signature. The type of concluding phrase you choose depends on the recipient and your relationship.

Your friend, 
With appreciation, 

When you put it all together, your thank-you note should look something like this:

Dear Suzanne,

I wanted to thank you for making the effort to come all the way to Philadelphia to attend our wedding. It really made me feel special and loved to have you here on our special day.

You’re a great friend, and I truly can’t thank you enough.

Your friend, Elizabeth 

“Thank You” Note Examples

Birthday Thank-You Note

Hi Uncle Tim,

I wanted to take a moment to express my sincere appreciation for your presence at my party and your thoughtful gift. It was really important to me to get the family together for my 30th birthday, and I’m glad we could make it happen. The beautiful necklace you gifted me will always bring me back to that special day.

Thank you for your kindness and never-ending guidance.

Your favorite niece, Jen

Funeral Thank-You Note

Dear Jacob,

I am grateful for your support, kind words, and heartfelt condolences during this difficult time. Your presence was a great comfort to me and my family.

Thanks for all your help.

Best, Lucy

Graduation Thank-You Note

Dear Betsy,

Thank you for celebrating my graduation with me. You’ve helped me so much, and it only felt right to have you by my side as I reached this milestone.

As I embark on this new chapter, your thoughtful gift and kind wishes mean the world to me.

Your friend,

Interview Thank-You Note

Dear Mr. Levinson,

I wanted to take the time to thank you for the opportunity to interview for the project manager position. I learned a lot about the company, and I’m enthusiastic about the possibility of joining your team.

Thanks again for your time.

Best regards,
Christopher Harris

Professional Thank-You Note

Dear Frankie,

Thank you for your assistance in training me. Your expertise and insights made this transition much easier.

I’m grateful for the opportunity to work with you and look forward to future collaborations.


Thank Us Later

Trust us when we say that people truly appreciate thank-you notes. Maybe it’s the effort behind them, or perhaps it’s the sincere expression of gratitude. Whatever it is, writing a thank-you note is a sure-fire way to leave a lasting impression.

As a multilingual writing assistant, LanguageTool can also help you leave your mark by aiding you in crafting powerful compositions. Not only will it ensure your text is error-free, but it will optimize your content by assisting you in refining your word choice and strengthening your sentences.

Try it out now, and don’t forget to thank us later (with a nice note).

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