How To Write a Thank-You Note To a Coworker (With Examples)

Updated February 28, 2023

You will inevitably receive help at work, and sending a thank-you note to coworkers is an excellent way to show your appreciation. You may send a note for a variety of reasons, such as when you receive a gift or assistance on a significant project. Knowing when and how to craft these notes can demonstrate your professionalism and strengthen your work relationships. In this article, we describe the importance of sending a thank-you note to a coworker, explain how to write one and provide examples that you can use for inspiration.

Related: Guide To Thank-You Notes

Why is it important to send a thank-you note to a coworker?

When a coworker helps you at work or supports you in other ways, a thank-you note shows your gratitude. They will feel appreciated that you took the time to recognize their actions, which can help build a stronger relationship. Developing positive relationships around the office also improves morale on your team, making everyone happier to be around one another.

Further, it also establishes you as a polite and professional colleague. People enjoy working with someone who shows respect and kindness to others.

Related: 5 Reasons For Writing a Thank-You Note (With Examples)

When to write a thank-you note to a coworker

There are a variety of situations where you might want to send a thank-you letter to work colleagues. Examples include:

  • When they help with a task or project

  • When they show professional or personal support

  • When they give you a gift

  • When they provide mentorship

  • When they provide a recommendation

  • When you or they are leaving the company or job

  • When you want to share your general appreciation of them

When you decide to write a thank-you note, try to send it as soon as possible. Sending a message right away demonstrates your eagerness to share your appreciation, which will make your colleague feel valued for their work or actions.

Related: 120 Coworker Appreciation Messages

How to write a thank-you note to a coworker

You can use the following steps to create a well-crafted and memorable thank-you note:

1. Choose your format

Determine how you want to deliver your message, whether through an email or handwritten note. A handwritten note adds a personal touch, while an email is great when you want to share your appreciation as soon as possible. Another option is a typed letter, though you usually will reserve those for more formal business situations. Your recipient will likely appreciate the message in whatever format they receive it, so choose what feels most comfortable.

2. Start with a proper greeting

When saying thank you to someone you work with regularly, you can use their first name. Always include a greeting such as "Dear Alison" or "Hello, Alison." If you do not have a close working relationship with the recipient, you may choose to use a more formal title, such as "Dear Mr. Smith."

Something else to remember when writing an email note is the subject line. Always include the phrase "thank you," so your colleague knows what your message is about right away.

3. Express your gratitude

Your first sentence will explain the purpose of the note: to thank or show your appreciation toward the coworker for something they did. After expressing your thanks, include details about the interaction or situation and why the coworker's actions mattered. Sharing those details demonstrates your genuine interest and shows that the colleague made a memorable impact.

Depending on why you are thanking your coworker, you may want to include a sentence offering to reciprocate the help or support they showed you. Showing this commitment is another great way to build your relationships, so only make such a statement when you genuinely can or want to help.

Related: 100 Ways To Thank Someone For Their Time

4. End politely and reiterate your thanks

In the closing sentence of your note, repeat your gratitude or appreciation. Depending on the situation, you may want to add another polite message. For example, if you are leaving a company and thanking a colleague for their help while you were there, you might say:

"Thank you for all of your support during my four years at the company. It has been a pleasure working with you, and I would love to keep in touch."

When ending your letter, you can choose from a variety of sign-offs such as "Sincerely," "Best" or "Regards." For a professional touch, include your full name or, if sending a handwritten or typed letter, your signature.

5. Proofread your note

Before sending a note, review it for any mistakes, grammatical or otherwise. A letter that is clear of errors proves your professionalism and attention to detail, which shows your coworker the consideration that you took to write the message. Thank-you notes are generally short, so you may also want to edit your letter to ensure it is clear and concise, only focusing on the main points you want to get across.

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You can send thank-you notes to colleagues for a variety of situations. Use these examples as inspiration when writing:

When you receive help on a project or task

When colleagues provide significant support on a project or task, it is always a kind effort to send them thank-you notes for helping at work. Similarly, you should thank coworkers who help you at work in other ways, such as trading shifts, filling in when you are on leave, or providing helpful advice or leads. Here is an example:

Hello, Raj,

Thank you for your help on the Partner Initiatives project last week. I know it was somewhat last-minute, which meant you had to work late to help us meet our deadline, so I am very appreciative that you volunteered. The visualizations you created for our presentation were so well made and engaging — the clients loved them!

I do not think the presentation would have been as successful without your skills and hard work. If you ever need my help with a project, please let me know. I would love to return the favor.

Thanks again,

Camille Kwan

Related: How To Compliment Your Coworkers Genuinely (With Examples of Good Workplace Compliments)

When leaving a job

If you are moving to another job, you can reach out to specific colleagues who supported you during your time at the company. Or if a colleague is leaving, you may want to send a message to express gratitude for their friendship and work at the company. Either way, a thank-you note is a great way to maintain these relationships. Here is an example:

Dear Marjorie,

I wanted to thank you for being such a wonderful colleague during my time at Turner Banking. In every project we worked on together, you taught me something new and motivated me in the face of challenges. I also appreciate that you always had the time to listen to my concerns and provide advice, whether personal or professional. Without your support, I may not have had the courage to change careers and pursue my passion for writing.

Again, your kindness and assistance over the last few years have meant so much to me. I am excited about this new opportunity, but I know I will miss working alongside you every day. Please stay in touch!


Markus Mueller

Related: Guide: Goodbye Email To Colleagues (With Examples)

When you receive a gift

Following the rules of etiquette, you should always thank those who give you gifts. Similarly, if a colleague helps organize an event or party in your honor, make sure to show your appreciation for their efforts. Here is an example:

Dear Holley,

Thank you very much for your gift of a baby blanket and my partner and I love it. We feel so touched that you took the time to make such a beautiful present — and impressed by your talent! I also appreciate that you embroidered an elephant on the blanket. As you know from the collection of items on my desk, they are my favorite animal!

It already holds a special spot in our daughter's room, and I think it will become a treasured item as she grows up. Once again, thank you for the lovely and thoughtful gift. I look forward to catching up with you when I return from parental leave.


Elijah Matthews

When thanking a mentor

As you start or develop your career, you may encounter colleagues who provide support and guidance. This mentorship can be extremely valuable, so always thank those who take the time to help you grow as a professional. Here is an example:

Dear Ms. Monet,

I want to thank you for the guidance you have given me since I have joined the West Coast Times. I was initially nervous because this is my first job after college, but you have helped calm my fears and made me feel comfortable in the office. I appreciate you taking the time out of your workday to provide instructions on the new software and processes I have had to use daily.

Hopefully, I will become an expert like you one day and be able to welcome new employees the way you have welcomed me! Thank you again for all the support and guidance.


Olivia Murphy

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