Whether you are looking to build your business relationships to grow your client base, advance your career in your current company, or find a marketing position at a new company, learning how to write a simple thank you note can go a long way.
People love getting mail that isn’t a medical bill or car warranty expiration notice, and practicing gratitude is proven to provide emotional and physical benefits to you.
It’s a valuable skill and habit to develop!
If you’re struggling with what to say in a thank you note, or feel like you don’t have time to write personalized thank you notes, look no further.
This is a fool-proof, sincere thank you note formula that will make the process so much easier!
So let’s write those thank you letters, shall we?
Getting ready to write thank you notes
The first step is to get a pack of notecards and some stamps.
Oh yes, we’re sending these snail-mail style.
Yes, handwritten.
If this sounds like the most annoying task ever, just know that this is literally the hardest part of the whole ordeal, and it’s really not even that bad.
Sure, you could send an email, or a text.
But nothing beats the sincerity of getting a real handwritten letter in the mail.
My favorite stationery brand is Rifle Paper Co., but you can find thank you cards at any grocery store or pharmacy. I like to stock up on blank notecards that can be used for any occasion so I always have something on hand.
You can even buy stamps online these days, so you really have no excuse. If you want to get fancy with the colored pens, fine, but that’s not necessary.
Next, block off 30 minutes to an hour of your time.
That should really be all you need. You can do it in a lunch hour.
Five sentences, max.
How to write a thank you note
Now that you have your note cards and stamps, let’s get writing!
This handy thank you note template is so simple, I’ve basically written them for you. Just follow this formula:
- Greet the person by name
- Thank them for the gift, and say what the gift was
- Compliment their gift-giving skills
- Tell them how you plan to use the gift, or why you’re excited about it
- Tell them why you appreciate them as a person, or wish them well
- Thank them again
- Sign your name
Using my thank you note template
Now you’re ready to write your own!
Just follow these prompts. I even included some thank you note examples you can use. (I promise I won’t tell if you steal my exact phrasing!)
1. Address the giver by name
“Dear Aunt Kim,”
“To the Mason Family—”
“To my favorite cousin Jimmy,”
2. Thank them for the gift, and specify what it was. Start with, “Thank you”.
“Thank you so much for the Crate & Barrel gift card.”
“Thank you so much for the $50 birthday check!”
“Thank you for the drone!”
“Thank you for the beautiful cashmere sweater.”
3. Compliment their gift-giving skills
“It came at the perfect time.”
“I was so surprised!”
“You always know how to make me smile.”
“It was so thoughtful and generous of you.”
“It’s exactly what I’ve been looking for!”
4. Tell them how you plan to use or enjoy the gift
“I put the money towards a new cast iron dutch oven for my bread baking.”
“I have already started reading the first chapter and can’t put it down!”
“I can’t wait to shop the after-Christmas sales.”
“I plan to wear it at Jana and David’s wedding next weekend.”
5. Tell them how much you appreciate them and value the relationship, or wish them well
“I hope you all had a warm & wonderful holiday.”
“I wish you could have joined us for the engagement party — we miss you!”
“I hope to see more of you this year.”
“I can’t wait to show you the pictures.”
“I hope one day, you’ll show me how you made it.”
6. Thank them again (this one is easy!)
“Thank you again!”
7. Sign off & sign your name
“Love,”
“XOXO,”
“Sincerely,”
Thank you note examples:
That wasn’t so hard, was it?
Here are a couple thank you note examples if you need more inspiration:
Questions about sending thank you letters
What if I don’t know their address?
Ok, I said getting the cards and stamps was the most annoying part of the process, but this is a close second.
If there isn’t a return address on the gift, just ask them for their address and let them know you’d like to send them a thank you note. No need to be sneaky about it.
If this is a business relationship or someone you don’t know well, you can still use the thank you note formula in an email or text.
When should I send a thank you note?
Ideally you’d send a thank you note as soon after opening the gift as possible. I like to send mine within a few days.
But just know that even if you feel like you’re outside of the appropriate window, people love receiving sweet notes like this, so send it anyway!
What if I’m reeeally late?
It’s fine, send it anyway.
No need to apologize or give excuses. Just start the letter with something like, “I’ve been meaning to thank you for…” or, “I thought of you the other day and wanted to thank you for…”
What if I don’t know the person very well?
Well how do you expect to get to know them better and nurture your interpersonal and business relationships if you ignore their kind gestures??
Seriously, just send the note.
Our lives are already so digital-first and hidden behind the gloss of social media, and the world could use more personal connection.
Can I use the thank you note template for something other than a gift?
Of course! You can send a thank you note for anything you appreciate.
For example, if someone: introduced you to a new friend, gave you a job interview or offered you a job, ran an errand for you, donated money to your fundraiser, helped you with a project, threw you a surprise party, taught you how to play the ukulele…
Seriously, anything!
Just modify the template so that instead of thanking them for a thing and telling you how you’ll use it, thank them for their action and tell them how it saved you time/energy/make you feel special, etc.
You can (and should!) thank people for everything.
Conclusion
Writing thank you notes is an excellent way to let friends and family, business partners, colleagues and clients know how much you appreciate them. But I’ve found that most people think writing thank you notes is much more complicated than it really is.
It might seem like a daunting task, but once you have the note cards and stamps, it is quick and easy with my simple thank you note template.
Once you’ve mastered this thank you note skill, it really is the gift that keeps giving!
My name is Brittany, and I have 10 years of experience in copywriting and digital and direct-response marketing.
I’m here to help you sharpen your writing skills and enhance your marketing messaging. When I’m not brainstorming the next best subject line, you can find me watching scary movies, skating, and taking pictures of my food.