How To Write a Great Thank You Note

Many people have trouble writing thank you notes.

Unfortunately, this leaves out an extremely important part of life: expressing gratitude for an act of kindness, a well-intended gift, or a job well done.

Let’s review the basics of writing a thank you note. Below are some examples of popular thank you notes.

Here’s what you’ll need

Let’s start at the beginning. Ensure that we have everything we need to write a thank-you note.

A Pen

  Yes, you heard me correctly. A pen, not a pencil. Thank yous last a lifetime! The most common is black or blue, which makes it easy to read the ink. Your color-blind aunt will appreciate your help if you don’t make things difficult for her.  

A Card or Stationary

  In a pinch, you can use whatever you have available to write a note. Since you’re taking the time to read this, you probably have time to get a card or some thank-you stationery.  

  If you want a thank you letter that looks more professional, you can use your company’s letterhead or (shudder) e-mail.  

  Know what you’re thanking them for  

  It is likely that you know to whom you are grateful. However, there are times, such as after a wedding or a large birthday party, when you may not remember who gave you what.  

  You should use a system if you need to write thank-you notes to multiple recipients at the same time.   

A Thank You Quote (Optional)

  An effective thank-you note shows that you made an effort. Therefore, consider choosing an appropriate quote to express your gratitude. It will make your card look more legitimate if you choose the right quote.  

The Structure of a Good Thank You Note

  A similar structure can be found in all thank you notes. By following this structure, you shouldn’t encounter any problems.  

1. The Greeting

Examples:

- Dear Lucy,
- To My Favorite Uncle,
- Dearest Julia,
- To My Best Friend Laura,
- Dear Sam and Rosa Bloomberg,
- To The Lowery Family,

  I knew you wouldn’t forget the greeting… Nevertheless, in today’s texting and the e-mail-centric world, you can never be too careful.  

  You should address the group as a whole if you received a gift from a couple or a family. Please don’t forget anyone!  

2. The Initial Thank You

  Don’t waste any more time. Inform the recipient of what’s happening right away. As this is the heart of the thank you note, there are a few things you should keep in mind.  

Examples:

1. Donation - "Thank you so much for your generous donation in this year's fundraising drive."

2. Tutoring - “I Can't thank you enough for helping me study for the SAT these last few months."

3. Graduation - "I am so grateful that you were able to attend my graduation ceremony."

Read More: 40 Popular Thank You Phrases

  You should avoid saying things like, “I didn’t expect such a nice gift.” This comes across as if you didn’t expect this person to be generous. You might consider something along these lines if someone gave you a gift that exceeded your expectations:  

“I am so thankful for your incredible generosity.”

  When you mention the deed or gift for which you’re grateful, try to make it sound as elegant as possible. “Thank you for helping me cram for the SAT” becomes “I can’t thank you enough for helping me study for the SAT”.  

  Making the good deed seem less than spectacularly generous is one of the biggest faux pas when thanking someone. The risk goes up that much more when you write a thank you.  

3. Elaborate – Why Are You So Grateful?

  In addition to your initial thanks, you’ll want to elaborate on why exactly you’re grateful.  

  You might want to describe why this particular gift means so much to you if you are thanking someone for a gift.  

Examples:

1. Donation - "It is because of caring Donors such as yourself that we are able to carry out our mission."

2. Tutoring - "I just got my results back today and my math score was better by 200 points!"

3. Graduation - "You have no idea how much it meant to me when I looked up and saw you in the audience."

4. Make it Personal

  Now that you’ve explained why you’re thankful, add something personal so that the recipient knows you’ve been thinking about them. You can also prove that you didn’t outsource your thank you notes to India by adding a personal touch.  

Examples:

1. Donation - "I was so happy to see you at the membership gala last fall. Please tell your wife Cindy how much I envied her beautiful dress."

2. Tutoring - "I learned a lot during all those study sessions at the library, but, you know, we had so many laughs it usually didn’t even feel like we were studying."

3. Graduation - "You have been such a huge role model for me growing up, I’ll never forget our fishing trips together on the Outer Banks. Even if we never did catch many fish..."

5. Reiterate Your Gratitude, and Look To The Future

  Okay, we’re almost done. Your thank you note should end with a strong statement of gratitude.  

  Consider mentioning something about the future as well. Now is the time to reciprocate something of value to the recipient.  

Examples:

1. Donation - "Again, thank you so much. I look forward to seeing you at the next MOS event."

2. Tutoring - "I truly am so grateful. If you ever need a reference for another student, I would be honored. Just give me a ring."

3. Graduation - "So, thanks Grandpa. I can’t wait to see you at the family reunion this fall. If you’re around Boston at all before then, let me know! I’ll fix dinner for you."

6. Sign Off

  There is no text message here. A good valediction will complete your thank you note. The following are a few examples:  

Examples:

- Sincerely, Mark Roth,
- Lovingly, Your Granddaughter,
- Warmly, Diana M.
- Many Thanks, Samantha

Read More: The Best Letter Closings

The Examples in Their Entirety

  Here are the examples from above in their entirety.  

1. Donation

To Mr. Sam Levine and Family,

Thank you so much for your generous donation in this year's fundraising drive. It is because of caring Donors such as yourself that we are able to carry out our mission.

I was so happy to see you at the membership gala last fall. Please tell your wife Cindy how much I envied her beautiful dress.

Again, thank you so much. I look forward to seeing you at the next MOS event.

Warmly, Maria Townsend

2. Tutoring

Dear John M.,

  You have been a great help to me these past few months as I have studied for the SAT. My math score has gone up by 200 points since I got my results back today!   
  During all those study sessions at the library, I learned a lot, but we had so much fun that it didn't even feel like studying.   
  I am truly grateful. I would be honored to be a reference for another student. Please give me a call.   

Sincerely, Randy S.

3. Graduation

Dear Grandpa,

  Your attendance at my graduation ceremony was greatly appreciated. When I looked up and saw you in the audience, you have no idea how much it meant to me.   
  Growing up, you have been such an important role model for me. I'll never forget our fishing trips together on the Outer Banks. Even if we didn't catch many fish...   
  I appreciate all you have done for me, and continue to do for me. I cannot wait to see you at the family reunion this fall. Let me know if you're in Boston before then! I'll prepare dinner for you.   

Lovingly, Sarah

Don’t see an example that matches your situation, and still feel that you need help? We will write you a thank you note example for your case based on your story

Thank You Note Examples For…

After a Job Interview
After a Wedding
After a Bridal Shower
After a Baby Shower
After a Baptism
After a Dinner Party
For Teachers
For Coaches
For a Donation
For a Scholarship
For an Award