Guide to Thank-You Notes (With Examples and Tips)

Updated March 10, 2023

Thank-you notes are a polite way to express gratitude. Professional thank-you notes are appropriate when completing a job interview, meeting a new business contact, celebrating existing working relationships or receiving a business gift. While it’s not mandatory to send professional thank-you notes, taking this extra step can help leave a positive impression.

In this article, we review some tips on how to write a thank-you note and say thank-you meaningfully, which may build better relationships and boost your career.

How to write a thank-you note

When writing a thank-you note, it’s crucial you make the most of your message by communicating the correct information. You should express gratitude and touch on relevant information critical to the relationship. For example, if you’re sending a thank-you letter after a job interview, you should highlight key skills that make you the best fit for the opportunity.

Image description

"Thank You Letter Format" is the title of this infographic that shows an image of an example letter.

On the left side of the infographic, a numbered list points to each section of the email:

Start with a greeting.
Share your gratitude with specific examples.
Include any details from your conversations.
Close with any additional thoughts or information.
End with a polite closing.

*Proofread your message: Take a few minutes to review your thank you notes for any spelling, grammar or syntax mistakes. A message that’s free of errors shows you’re professional and detail-oriented.

The letter reads:

Dear Jasmine,

I wanted to say thank you for taking the time to meet with me this morning regarding your needs for a videography resource. It was wonderful meeting you and your team and learning more about your creative vision. And I always enjoy having a chance to talk with another SCAD graduate.

ABC Company seems like an excellent organization. I love that you're all so committed to cross-departmental collaboration, and it was great to hear so many people outside the marketing team participate in the creative process. In my experience, that level of cooperation results in the best outcomes.

I was also excited to learn you're especially interested in creating more documentary style content. This has always been one of my team's favorite types of projects and, as you've probably seen on our website, it's an area where we have a great deal of experience.

Thank you again for taking time out of your busy day. I look forward to hearing from you again soon.

Sincerely,

Naomi Locklear

What to say in a thank-you note

Here are five steps to help you when writing a memorable, professional thank-you note.

1. Start with a salutation

Begin your message with a salutation like “Dear Candace,” or “Hello, Candace.” After the greeting, explain why you’re writing and include an expression of gratitude.

Example: “Dear Candace,
Thank you so much for taking the time to visit our office yesterday afternoon.”

2. Share your gratitude with specifics

Although you likely shared why you want to establish a relationship during your initial conversation, it’s helpful to reiterate your enthusiasm. This shows the recipient you’re serious about developing a working relationship and want to continue communication.

Example: “We are thrilled at the prospect of working more with you all on projects in the future, and we hope to learn more about process efficiency from you as we grow.”

3. Include any details from conversations

Sharing details from your interactions with the thank-you note recipient demonstrates active listening skills and conveys interest. It can also help a new contact remember you. This is helpful if the recipient talked with several people in a short period, such as if you’re sending a thank-you note to someone you met during a conference or trade show.

Take a few moments to jot down some notes as soon as the conversation is over. This way, you won’t forget any meaningful aspects of the discussion.

Example: “Learning about how your team is working to resolve our scheduling issues was immensely helpful, as we plan on working with more clients in the new year.”

4. Close with additional thoughts or info

If there are any key takeaways or next steps, include them in your closing statement. Remember, keeping it brief but impactful is the best way to ensure it is read completely.

Example: “We wish you safe travels as you head home and will follow up about our action items early next week.”

5. End with a polite signoff

Finally, end your thank-you note with a signoff, such as “Thanks again,” or “Sincerely,” and a professional signature.

Take a few minutes to review your thank-you notes for any spelling, grammar or syntax mistakes. A message that’s free from errors shows you’re professional and detail-oriented.

Related: How To End an Email

Thank-you note examples

Below are a couple of example thank-you notes you can use as a template when crafting your own notes of gratitude.

Example 1: Email

Subject Line: Thank You

Dear Jasmine,

ABC Company seems like an excellent organization. I love that you’re all so committed to cross-departmental collaboration, and it was great to hear so many people outside the marketing team participate in the creative process. In my experience, that level of cooperation results in the best outcomes.

I was also excited to learn you’re especially interested in creating more documentary-style content. This has always been one of my team’s favorite types of projects and, as you’ve probably seen on our website, it’s an area where we have a great deal of experience.

Thank you again for taking time out of your busy day. I look forward to hearing from you soon.

Sincerely,
Naomi Locklear

Example 2: Handwritten note

Dear ABC Company Team,

Can you believe it’s officially been five years since ABC Company and XYZ Creative started working together? I wanted to take a moment to thank you for a wonderful five years and celebrate everything we’ve accomplished. Please enjoy this gift basket as a token of our appreciation.

It has been a pleasure getting to know you all. Here’s to many more years of successful partnership!

Best,
Susan Alexander
Account Executive

Frequently asked questions

Why are thank-you notes important?

You should send professional thank-you notes for a few reasons:

It’s common courtesy. While people may not always expect it, receiving a thoughtful thank-you note makes your business contacts feel valued and can strengthen working relationships.
It shows professionalism. Taking a few moments to express gratitude communicates respect. It also shows that you know how to be attentive and conduct yourself politely in professional relationships.
It sets you apart. A well-written, timely thank-you note gives you the chance to make a lasting impression. Sending a thoughtful message — especially one with specific details or points of conversation — ensures you won’t be forgotten.
It encourages a gratitude-oriented mindset. Practicing gratitude can help you be happier overall, in addition to leading to increased work performance.

When should I send a thank-you note?

It’s best to send a thank-you note as soon as possible. For example, if you’re writing to thank someone for their time during a meeting, you should send the note the same day, if possible. This shows the recipient you’re enthusiastic about the topics discussed and you’re ready to move on to next steps. It also keeps you on the recipient’s mind as they follow up on tasks or make decisions, which is especially important if you’re sending a thank-you note after a job interview.

How should I send a thank-you note?

Some people prefer to send handwritten thank-you cards, while others opt for quick email delivery. Although a written note is more personal, it can take several days for a card to arrive by mail. Unless you plan to deliver the note directly to the recipient or a proxy in person, you may want to email your thank-you note instead.

Who should I be writing a thank-you note to?

Whoever receives your thank-you note will vary depending on the situation. A good rule is to always send your thanks directly to the person with whom you’ve developed a relationship. For example, if an agency your organization contracts with recently sent a gift to your team and the card was signed by the account manager, you would send a thank you note to the account manager.

However, if you’ve interacted with multiple people, it’s best to send a personalized thank-you message to each individual. For example, if you recently met with a new client as well as the CEO, CMO and marketing director, you’d ideally send a separate note to each.