Beginners guide on how to write a thank you letter
Question: What preparation must be done before writing a thank you letter? What is the structure of a thank you letter? Which tips can help to understand how to write a thank you letter? Share some templates for writing formal and informal thank-you letters.
You feel good when somebody tries to make an effort to help you out, keeping aside their selfish needs and priorities. Across the globe, kindness has become obsolete, but if somebody goes out of their way to help you, it is natural to manifest your gratitude. The help can be in any form, whether in words or actions; if you felt good about it or it helped you to overcome a tricky position, you must appreciate the efforts.
In this blog on how to write a thank you letter, we will help you how to express gratitude towards people whose gestures, words, or actions have benefited you in any form. Ultimately, gratitude is a character that all must imbibe into their lives for happiness and mental peace.
Expressing gratitude by doing something grand in return or going out of the way is not essential. Many a time, a plain thank you letter can do wonders in reciprocating the action of another.
How to write a thank you letter? Thank you notes are not specific to family members, friends, or acquaintances; they can be used professionally to exhibit your gratitude towards your colleague, senior, client, or management.For instance, job recruits are usually asked to write a professional thank you letter to the employer after a recruitment interview to substantiate their eagerness for the job.
How to write a thank you letter? In the present day, where communication through online ways has cut out human interactions, a handwritten letter can work miracles to display your real feelings to the addressee.It will also assist in leaving a long-lasting impression and places you apart from the competition in the professional world, as handwritten notes are unusual in the present-day digital age.
Preparations to be done before writing a thank you letter.
A few preparations must be made before you write an earnest thank-you letter to your family, friends, colleagues, acquaintances, or business partners.It is not just tearing a page from a diary or a notebook, rushing through the letter, and bringing it to an end; rather, there are certain steps that you need to follow. In this part of the blog on how to write a thank you letter, we have identified and discussed a few steps to help express gratitude well.
Determine the recipient of the letter: The first step is to identify the person for whom you want to write the thank you letter.Usually, it is suitable to send a handwritten thank you letter to your family members, friends, and others near you if they have touched you by actions or words. A thank you letter can also be sent to business partners, acquaintances, colleagues, employees, employers, mentors, etc.
Identify the correct format:How to write a thank you letter? You must note that all thank-you notes do not follow similar formats. Letters you write to your family members and friends are informal, and there are no specific formatting rules related to them.Yet, thank you letters to business partners, mentors, employers, and colleagues are formal, and one must follow specific formatting rules while writing them.
Select the correct card or stationery:While selecting the type of card or stationery to write a thank you note, you need to consider the recipient. Most importantly, it is not proper to express your gratitude to your business partners or employers on a torn piece of paper. In such cases, you won’t be able to express your genuine feelings how hard you try. You can select any card or stationery for writing an informal letter, but you must be more cautious when writing a formal thank you letter.
Collect essential information:The last step we will discuss in this blog on how to write a thank you letter is collecting essential information that you need to have to send the thank you letter to the recipient, like their name and address and so forth.Ultimately, you don’t want your thank you letter to reach an incorrect address or be returned to you.
After you have realized the preparatory steps written in this blog on how to write a thank you letter, you can start writing a thank you letter.
Structure of a thank you letter
You may wish to exhibit your gratitude to someone, but you might hold back if you are uncertain how to write a thank you letter. Yet, don’t give up on anything which is making you falter to write a thank you letter for the kind gesture shown by another.As a substitute, incline yourself to the sample thank you letter structures and begin the writing process to brighten someone’s heart. Let’s understand the structure of a thank you letter through this blog on how to write a thank you letter.
1st part: Prelude of a thank you letter
Greetings or salutations: A thank you letter generally starts with a greeting or a salutation, just like any other letter. Yet, the arrangement of it relies on whether you want to address the letter to a family member, a friend, or business personnel.If the letter of thanks is being written to business personnel, then you can make use of the below-mentioned greeting alternatives−
I. Dear Mr./Mrs./Ms./Dr./Professor, etc. (Surname)
For instance,
Dear Ms. Mary,…
Dear Dr. Reddy, …
II. Dear (First name) (Surname)
For instance,
Dear Harry Roy, …
Dear Tom Hanks, …
If you want to write a thank you note to a loved one or a friend, you can leave the formal tone and follow an informal method.
I. Dearest (First name)
For instance,
Dearest Francis, …
Dearest Jose, …
II. (First name)/(Nickname)/(Initial)
For instance,
Harry, …
Ross, …
MJ, …
Express gratitude:The beginning sentence of the thank you letter must clearly express your appreciation and show the recipient that you acknowledge their action. A few of the best alternatives that you can probe are listed below−
‘I can’t start without displaying how much I respect your gesture…’
‘I am so indebted that you did not forget…’
‘I want to thank you for…’
‘I think this letter will probably communicate the gratitude that I feel…’
‘I am writing to you to exhibit my earnest gratitude for…’
‘I am so obliged that you gave me a chance to…’
2nd part: Body of a thank you letter
Mention the grounds for appreciation: Mentioning the grounds on which you are sending the thank you letter will give context to the recipient. Assume that an employee helped you finish a complex task the last week. How to write a thank you letter? You can mention the grounds to revive their memory if you want to indicate your gratitude. Despite the small help, the fact that you looked back on it and made an effort to thank them for it will surely brighten their day. Let’s examine the below thank you letter samples in this blog on how to write a thank you letter to get a clearer picture.
‘Thank you deeply for assisting me to arrange the farewell party last night.’
‘I would like to reveal my appreciation for providing me the chance to interview for your prestigious organization.’
Give details and share instances: One of the vital attributes of a thank you letter is its brevity. When writing the letter, pinpoint the details of a communication shared with the recipient.However, ensure you don’t go incessantly.Sharing little details with instances will help the recipient to recognize you, mainly if you have only chatted for a brief period in the past.
For instance,
‘It was enriching to discover how the companygives equal priority at the workplace. Though many organizations follow gender equality on paper, their deeds do not complement their words. Hence, seeing that your company’s policies are so comprehensive was refreshing.’
Share emotions or personal thoughts: If you have extra thoughts, you want to share or any emotions you want to communicate, ensure to be on point.It can include a few future actions you would look up to take with the recipient.
For instance,
‘It was a delight to come together and work. I hope that I get to hear from you soon…’
‘I would like to catch some coffee later on. It will be my treat!’
Write the significance or the impact:A favor done by somebody may seem trivial to them. However, the gesture might have a big significance in your life. In that instance, never forget to pinpoint the impact of their action and signify your appreciation for the act.
For instance,
‘Your direction was significant in assisting me to finish my thesis on time.’
‘In the absence of your help, I would not have been able to find a good doctor for my sister on time.’
Be genuine and sincere:Finish your thank you letter by reemphasizing your gratitude. Make sure not to exaggerate.The letter’s recipient will surely identify whether you are exhibiting pure appreciation or just trying to butter up for personal reasons.
For instance,
‘I am thankful to regard you as my friend.’
‘Thank you from the bottom of my heart for taking your time to provide to assist me.’
3rd part: Ending the thank you letter
Recapitulate gratitude:When finishing your thank you note, signify your appreciation again. Do not go into the details, be precise and conclude your thoughts in one or two sentences.
For instance,
‘I would again thank you for helping me go in the correct direction.’
‘It is a pleasure to have a wonderful friend like you.’
Present regards or best wishes:Before you conclude the thank you letter, give your regards or best wishes to the recipient for good health or future ventures.
For instance,
‘I wish you abundant growth in your future career.’
‘I wish you and your loved ones remain happy and healthy till generations to come.’
End with accurate closing phrases: When ending your note with a closing phrase, ensure you select an accurate alternative relying on the recipient of the letter.
For instance,
I. Formal closing phrases− Appreciatively
II. Semi-formal closing phrase− Best Regards, Regards, Respectfully yours, etc.
III. Informal closing phrase− Yours truly, Affectionately, With Love, etc.
Write your complete name below the closing phrase for a semi-formal or formal letter, as discussed in this blog on how to write a thank you letter. But for an informal letter to a family member or a friend, you can write your nickname or first name.
Tips to understand how to write a thank you letter
To make a lasting impression on the recipient through your thank you letter, follow a few tips while writing it. Adhering to the tips mentioned in this blog on how to write a thank you letter will surely make things easier for you.
Be precise and focused:How to write a thank you letter? Brevity is essential for composing a thank you letter. The main objective behind writing the letter is to express gratitude to the recipient.However, you might forget your focus if you drift from your objective.
Utilize correct language and tone: When writing a thank you letter for your employers, you should constantly check your tone.Though you are expressing appreciation, you cannot dismiss the fact that you are writing to a senior position holder.Therefore, the greetings should always start with− ‘Dear Dr. /Mr. /Mrs. /Professor’ and close with ‘Sincerely.’ Maintain respect and stay away from informal language.
Proofread:How to write a thank you letter which is error-free? Thank you letters with grammatical or spelling mistakes feel written in a hurry and demonstrateinsincerity.Though you are trying to disclose, your gratitude but such errors can make a bad impression about you on the recipient.Hence, it is suggested to proofread the letter to maintain clarity.
Include details and personal touches:Personal touches like writing the letter by hand, using proper stationery, and adding particular communications details give authenticity to a thank you letter.
Add contact details, if required: How to write a thank you letter with contact information?There is no obligation to add your contact details in a thank you letter.You can add the information in the letter if you want to inform your friends or loved ones about your new contact details.
Sample templates for writing formal and informal thank you letter
Formal thank you letter template
First Sample:
Thank you letter for a job interview
Your Name
Your Address
Your Email id
Date
Recipient Name
Job position of the recipient
Organization’s address
Dear Miss/ Mr. (Surname of the recipient)
(Introduction)
(Body)
(Conclusion)
Respectfully,
(Your Full Name)
Second Sample:
Thank you letter to a customer
Dear Miss/ Mr. (Surname of the Customer)
(Introduction)
(Body)
(Conclusion)
Best regards,
(Your Full Name)
Informal thank you letter template
Dear/ Greetings/ Dearest (First Name/ Nickname of the recipient)
(Introduction)
(Body)
(Conclusion)
With love/ Affectionately,
(Your First Name/ Nickname)
Concluding remarks
Today, people’s kindness is not appreciated much, but a simple thank you letter can make a significant impact by expressing deep gratitude. The recipient can see through the letter that you went the extra mile to appreciate their act. In this blog on how to write a thank you letter, we have emphasized that handwritten thank you notes are more impactful than sending a text.It helps to send a message to the recipient that you care about them.
It is established from this blog how to write a thank you letter; though thank you letter may be a small gesture to show gratitude, it is a crucial way to build networks in the professional world.Writing a thank you letter after the job interview helps you make a good impression on the interviewer. It is established through this blog on how to write a thank you letter that it is the best approach to maintaining affable relationships with colleagues.
The blog on how to write a thank you letter has signified that writing a note will never go unnoticed.One may delete emails, but handwritten thank you letters are priced possessions and carry a sentiment that cannot be severed.
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