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Formal thank you note template

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Formal thank you note template
November 27, 2018 Anniversary Wishes For Parents 1 comment

Use this formal thank you letter or email to employees template to save time writing letters and emails to your employees and to ensure an efficient employee .

How to Write a Thank You Note

Writing a thank you note doesn't need to be difficult or time consuming. Here's a simple formula that works for any occasion:

  • Express your gratitude and name the gift or action you're writing the thank you note for.
  • Write a sentence or two about how you benefited from the recipient's gift or actions.
  • Conclude by mentioning the next time you hope to speak to or visit with the recipient.

While not required, a well-chosen quote could also add a touching note to your writing and personalize your card or letter even more. YourDictionary has a host of quotes for you to choose from.

Handwritten thank you notes are ideal, but it's now considered acceptable to send an email thank you note for a time sensitive occasion. For example, you would want to send an email thank you after a job interview to make sure your note was received before the final hiring decision was made.

Words to Include in a Thank You Note

There are many thoughtful words and sentiments that you can use to show your gratitude in thank you notes. We have selected a few key phrases that will help you get started with writing a touching, appreciative note.

Thank You Notes for Events

After a wedding, a graduation, retirement or anniversary party, or other special event, it's customary to thank your guests for helping you celebrate. Words and phrases appropriate for an event thank you note include:

  • We are forever grateful that you were able to share our wedding with us and we are so touched by your generous gift.
  • We are so pleased you could join us for Liam's first birthday. He loves his first train set so much. I'm going to send you a cute picture of him playing with it.
  • Thank you for celebrating our retirement with us. We can't wait to get out on the golf course more with you.
  • Happy Holidays! Thanks so much for taking the time to attend our family's Christmas party, we know it's a hectic time of year.
  • You've been there for me in some tough times and I'm so happy you were there to see me graduate. You shouldn't have gotten me a gift but it was so nice that you did and I'll really treasure it.
  • I'm still smiling! I hope you know that Mark and I will never forget the great experience we had celebrating our anniversary with you.
  • We're overjoyed you made it to our event. It was wonderful to see you after so long and we really appreciate you coming from so far away to be there with us.

Hospitality Thank You Notes

When you've been invited as a guest in someone's home, send a thank you note expressing appreciation for this hospitality. Some phrases that would be appropriate include:

  • Thank you again for inviting us into your lovely home. Your hospitality was much appreciated as we're settling into the neighborhood.
  • Sometimes the simplest things mean the most. That wonderful dinner and a comfy bed was very much appreciated after a stressful week.
  • Thanks so much for the great time the other night. We loved seeing your beautiful new home and sampling your mother's famous lasagna.
  • It was such a blessing to be invited to your Thanksgiving Day feast. Thank you for the delicious meal and warm welcome.
  • Thank you for taking me in and feeding me after my surgery. It was such a blessing to not have to worry about cooking and cleaning during my recovery. You saved the day!
  • All I can say is wow! Brunch was absolutely delicious. I only wish I had your talents in the kitchen!

Thank You Notes for a Special Gift

It's always a good idea to send a thank you note for a gift, especially if the gift arrived via mail or the giver wasn't around to see you open it. Some examples of wording include:

  • The cozy blanket you crocheted made my day. I'll be thinking of you every time I'm curled up on the couch watching Netflix.
  • I am so grateful for the lovely floral arrangement you sent after my surgery. Daisies are my favorite flower and the vase is the perfect color to match my freshly painted kitchen.
  • Every time I walk past the breathtaking landscape picture in the hallway, it brings back happy memories of our trip. I will treasure it forever. Thank you!
  • Thank you ever so much for the sweet present. A box of gourmet chocolates was just what I needed to put a smile on my face.
  • We love the beautiful gift you got for us. The serving bowls will be put to good use at our Fourth of July BBQ. I'm looking forward to seeing you there.
  • We love our beautiful new lamp and we cannot thank you enough for your thoughtfulness. It's just what we needed for the den.
  • Thank you for such a special present. The Secret Garden has been my favorite book since I was a little girl and I'm touched that you were thinking of me. You know me so well!
  • I didn't expect to find a huge plant on my doorstep when I got home today! Thank you so much, it's the perfect addition to the patio.

Thank You Notes for Help or Kindness

When someone goes out of their way to help make your day a bit brighter, you can show your appreciation with a heartfelt thank you note. Try using:

  • I am so thankful for the time you took to help with my presentation. You're a wonderful friend and coworker.
  • Thanks so much for taking the time to help with Dalton's science fair project. We're so grateful to have a dinosaur expert in the family.
  • We really appreciate all you have done to help us get set up in our new apartment. Look for your housewarming party invitation once we are unpacked!
  • It was so nice of you to help me out the other day when I couldn't pick up the twins from daycare. We're lucky to have you in our lives.
  • We are forever in your debt for helping us through this tough time. I'm humbled and grateful for your support.
  • I will always remember how you helped me to get this wonderful opportunity. I can only hope that someday I'll be in a position to repay you.
  • Thank you so much for all you have done to help us clean up after our basement flooded. Neighbors like you are a real treasure!
  • You've bent over backwards for me once again. I couldn't ask for a better friend!

Job Search Thank You Notes

A job search often requires several thank you notes. You should send a note after an interview, as well as to thank people who offered you job leads, networking connections, or a professional reference. For example:

  • Our conversation yesterday confirmed my interest in becoming part of your staff. I'm particularly excited by the prospect of being able to develop my own departmental newsletter. Please feel free to contact me if I can provide you with any additional information.
  • Thank you for speaking with me yesterday about the account management position at XYZ Incorporated. I'm confident my education and past experience would allow me to meet your needs effectively. I'm very interested in the opportunity and look forward to hearing from you.
  • I can't stop thinking about the creative approach to project management that you described in our meeting yesterday. Thank you for taking the time to interview me. I may be reached at 555-555-5555 if you need any further information.
  • Thank you for introducing me to Daniel Masterson at XYZ Incorporated. I'm very grateful for the connection and humbled by your support of my job search.
  • Your introduction to Daniel Masterson at XYZ Incorporated is much appreciated. Our informational meeting went very well and I'm excited about the employment opportunities they have available.
  • My interview for the bookkeeping position at XYZ Incorporated went very well. Thanks so much for agreeing to serve as a reference on my behalf.
  • I'm pleased to report that I've accepted an internship with XYZ Incorporated. Thanks again for answering my questions about the field of cloud computing and agreeing to serve as a professional reference.

Additional Resources

YourDictionary has further examples of appropriate words and phrases to use on thank you notes for different occasions:

Use these ideas as a guide to help you create a heartfelt thank you note.

Start writing

Now that you have seen these examples of great ways to start off a thank you note, you are ready to write your own notes after you receive a nice gift, attend a dinner party or interview, or someone helps you. Remember to make the thank you note personal and be sure to mention specifically what you are thanking the recipient for.

YourDictionary definition and usage example. Copyright © 2018 by LoveToKnow Corp

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A Thank you Letter otherwise known as a Letter of Thanks refers to a letter that is normally used in a situation where one person wishes to.

13+ Sample Formal Thank-You Letters – Word, PDF, Apple Pages

formal thank you note template

This article was provided by Scott Colby of the Say It With Gratitude brand.  Scott is on a mission to make everyone feel appreciated through the power of gratitude. He spreads his message to individuals and businesses with thank you cards, T-shirts and live experiences. ​

​To learn more, ​check out his free report, 29 Ways To Use Gratitude To Grow Your Business And Make It More Profitable.  

​Now, let's get to the article...

To learn more, we recommend you check out his free report, 29 Ways To Use Gratitude To Grow Your Business And Make It More Profitable. 

When is the last time you received a thank you card from a business?

It doesn’t happen too often, does it?

Now, the more important question...when is the last time you sent a thank you card to one of your clients or customers?

If you can’t remember, don’t worry!  It’s never too late to start.  And it’s a great habit to start practicing that will set your business apart from the hundreds or thousands of other businesses you might be competing with.

The first question you might be asking yourself is “why should I be writing and sending professional thank you cards in the first place?”

Strengthen your relationships with customers and business connections using thank you cards.

Running a business is all about relationships.  Whether you’re a personal training helping people get fit, a doctor treating a patient, or an author with thousands of readers, you’re in the relationship business.

And there’s no better way to build relationships than through a handwritten note.

Think about it:

How many emails do you get a day? 

50?  100?  More? 

Emails tend to get lost in a sea of hundreds or thousands of other emails that your customer gets each month.  Many of them go unopened.

A text message is quick and simple.  But does it really convey a heartfelt message that took time and care to craft?  I don’t think so.

Now imagine yourself walking to your mailbox.  When you get there, you open it up to a stack of mail.  You pull everything out of the mailbox and flip through the stack.

Ad, ad, bill, ad, bill.

And then you see it.  An envelope addressed to you in handwriting.

It’s obviously a card and you instantly smile.

Your mood changes. You’re happy, just knowing that someone took the time to sit down and write a personal note to you.

Customers appreciate handwritten or customized thank you cards.

This is how your customer will feel when they receive your card in the mail.

And guess what? Unlike many emails, which go unopened, and then moved into the trash, handwritten cards get opened 100% of the time.

Now before we go into what every thank you note should include, let’s look at some businesses and entrepreneurs that have used thank you notes to grow their business.

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How Showing Gratitude Helped the “World’s Greatest Salesman”

Joe Girard knows how to sell cars.

In fact, he is listed in the Guinness Book of World Records as the “World’s Greatest Salesman.”

Check out some of his impressive statistics from his 14-year car-selling career, at a Chevrolet dealership right outside of Detroit, Michigan:

  • In total, he sold 13,001 cars. That’s more than 6 per day.
  • On his best day, he sold 18 vehicles.
  • His best month was 174 vehicles sold.
  • In his best year, he sold 1,425 cars.
  • By himself, Joe Girard sold more cars than 95% of all dealers in North America.

Every month, year after year, Girard would send a handwritten greeting card to every customer on his list. Inside would be a simple message. He knew they’d need a new car one day, and he wanted to keep himself top of mind.

Girard’s dedication to keeping in touch with his customers instilled in them a psychological obligation to do business with him. When they needed a new car, they went straight to Joe.  And when their friends needed a new car, his customers referred them to Joe.

Six Best Gratitude Journals (Our Review for 2018)

How Personalized Thank You Cards Helped Other Businesses

One of the most successful business women of our time has a similar story.

Mary Kay Cosmetics Company

Mary Kay Ash, the founder of Mary Kay Cosmetics Company, set herself a simple task: she hand wrote three thank you notes at the end of each day.

She attributed part of her success in business to taking the time to let the people around her know they were appreciated.

To date, Mary Kay Cosmetics has grown to a 2 billion dollar industry

Bockman’s Auto Care

Joe Bockman owns Bockman’s Auto Care in Sycamore, Illinois.  For the past 8 years, he has spent, on average, $1,858 on thank you cards each year for his entire customer base. 

That might seem like a lot, right?  Well Joe has consistently seen between a $35,000 and $45,000 return on his yearly Thanksgiving and “Christmas in July cards, which tell each customer in his database simply, “Thank you.”​

Well-written professional thank you cards can benefit many types of businesses.

Sending thank you cards benefits non-profit organizations as well.

In an experiment to measure the ROI of their non-profit, the staff of Donors Choose sent handwritten thank you notes to half of all recent first time donors.

The results? 

They found that 38% of people that received a thank you note were more likely to give again than those that didn’t receive one.  The thank you notes recipients donate an additional $41 per year on average, translating to more than $3 million in additional donations per year.

How Thank You Cards Helped Wufoo

Thank you cards are good for retention as well.  Wufoo is known for sending thank-you cards to customers — every week, the team takes time to draft, decorate and mail personalized cards, a tradition that dates back to Wufoo’s early days.

And get this:

According to Customer Ops team lead Renee Morris, “out of the roughly 800 customers who received handwritten cards from us last year, 50% fewer folks left our product than those who did not receive cards.”

Think about that...

Retention rates are a full 50% better among customers who receive a thank-you note.

What Every Professional Thank You Note Needs

So now that you know you can easily grow your business with thank you cards, it’s time to turn our attention to how to write professional thank you cards.

First, it needs a greeting. 

This is how you should start the note, of course.  And use the recipient’s name to make it more personal. 

Here are some suggestions:

  • Hi Mike, 
  • Dear Steve,
  • Hello Lisa,
  • Michelle,

Next, your thank you note needs a thank you!

This is the point of writing the thank you note in the first place, right?  So make it genuine and authentic and show that you truly care.

Here are some suggestions:

  • Thank you for helping me put together our gratitude dinner. Your willingness to do whatever it takes made it happen.
  • Thank you for advice and for your generosity with your time and knowledge. Without your support, I wouldn’t know how to start writing my book.
  • Thank you for being there for me to talk things through, and for being willing to share your experience. Your insights and advice made me decide to start a business

Add a personal touch.

To wrap up your thank you latter, add a personal touch, when possible. You’re human.  Your clients and customers are human.

This shows that you not only listened to them, but care about their well-being. Now’s your chance to cultivate that personal relationship. 

Here are some examples:

  • I hope you had fun at Disney with your family!
  • Sorry to hear you’ve been sick recently, but I hope you’re feeling better now!
  • Hope you enjoy the warm weather in Mexico!
  • Congratulations on launching your latest book! Let me know what I can do to help you spread the word.

A closing that is comfortable for you.

The only thing left to do is to finish your note with a closing that is comfortable for you.  

As you can see, writing a thank you letter doesn’t have to be time consuming.  It’s just a few sentences of honest appreciation for the other person. 

Here are some common examples:

  • Warm regards,
  • Best wishes,
  • Sincerely,
  • Thanks again,
  • With gratitude,
  • Take care,

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Examples of a Professional Thank You Note

​To put it all together, here are two examples of thank you cards you can send to the important business

First Example:

appreciation letter to an employee
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Formal Job Interview Thank You Note Samples

formal thank you note template

Business Thank You Notes for Stronger Professional Relationships

Business thank you notes that are well-timed and well-written can really give you an edge. They can help you to win that prized account, score that huge sale or secure that coveted job or promotion.

In fact, a well-crafted business thank you note

 can be an invaluable tool to help you build solid relationships in your business or career.

Do you need a short but effective follow-up letter for a recent sales call?

We've got it.

Do you want a "just keeping in touch" note for a client?

No problem.

How about a note to congratulate a colleague on a recent promotion?

Our business thank you notes page can definitely help.

We've also got post interview thank you note samples and sympathy notes to help you express your condolences to business associates.

Plus, we've included tips on choosing the right stationery to showcase your well-chosen words.

This section of our site will show you how to write business thank you notes that will aid you in making stronger professional connections in your business and career.

Sample Business Thank You Notes

The following business thank you notes can be used for existing or potential clients.

Dear _______________________:

We truly appreciate your business, and we're grateful for the trust you've placed in us. Please don't hesitate to call me if ever a problem should arise. We hope to have the pleasure of doing business with you for many years to come.



Dear ________________________:

Thanks for giving us the opportunity to serve you. We greatly value your business. I look forward to meeting you when the job is completed.



Dear ________________________ :

It was a pleasure chatting with you last week. I'm certain that we can help you. If you have any additional concerns, please don't hesitate to contact me.



Dear ________________________:

Just wanted to let you know that I appreciate your referring (name of lead) to me. I'll personally see to it that he is taken care of especially well. Many thanks for thinking of me.

With warm regards,


Dear ________________________:

I had the pleasure of chatting with (name of lead) last Friday. He's a great guy. Unfortunately, I can't be of much help to him. We are truly grateful for the introduction, however. We hope you'll keep is in mind for future projects.

Best regards,


For personal thank you note examples, please see our personal thank you letter and our sample thank you notes pages.

If you'd like to see more business thank you notes that are suitable for customers, please see our customer thank you letters page.

Return from Business Thank You Notes to Thank You Note Examples and Tips Home

If the thank you note is meant for some you share with a formal relationship, make sure you write the The following is a general thank you note format/template.

Thank You Letter to Employees w/ Free Downloadable Template

formal thank you note template

Sending a thank-you note after an interview, networking event, or any other event related to your job search, is a great way to show your professionalism. It is also a way to maintain contact with people you meet during your job search after you get hired.

Thank-you notes aren't just for job searching. Sending a written note, email message, or LinkedIn message to people who have helped you on the job or have done something that will enhance your career is a good way to cement relationships as well as to show your appreciation.

Tips for Writing a Thank-You Letter

  • Send one. You should send a thank-you letter whenever someone helps you with your job search. You should send a thank-you for a job interview, an internship, an informational interview, and any other situation where you received career assistance. If someone did something nice or helpful at work, send them a thank-you email message or note.
  • Consider the format. Some people send handwritten thank-you notes, and others send typed letters. Some formal organizations (like law and accounting firms) might prefer a traditional handwritten note. A handwritten note also allows you to give a personal touch to your message. However, most companies are fine with a typed letter. Think about the company culture when deciding the format of your letter.
  • Send as soon as possible. You want to send your letter as soon as possible. This is especially important for an interview thank-you letter; you want to remind the interviewer that you are a strong candidate before he or she makes a decision. For this reason, you might choose to send a thank-you email instead of a note or typed letter. You can also send an email and then follow up with a note.
  • Be concise. Keep the letter short – no longer than a page. You want to say thank you sincerely but briefly.
  • Sell yourself. If this is a thank-you letter for an interview, use the letter as a chance to remind the employer why you are an ideal candidate. Remind them of something you discussed in the interview, or provide some new information that you forgot to mention. This is your last chance to make a strong impression.
  • Proofread. Be sure to thoroughly edit your letter. It's important that all your communications look professional and polished.

How to Use Examples and Templates

Thank-you letter samples are a useful way to guide your own writing. A sample can help you decide what kind of content you should include as well as how to format your letter. 

Thank-you letter templates can also be very useful. They help you with the layout of your letter, such as how to organize the different sections of your message.

There are guidelines you should follow for writing your letters, including standard length, margins, font, and format. Sending a properly formatted, grammatically correct letter or email message will leave the reader with the best impression.

Interview Thank-You Letter Example

This is an interview thank-you letter sample. Download the letter template (compatible with Google Docs or Word Online) or read the example below.

Download the Word Template

Interview Thank-You Letter Example (Text Version)

General Thank-You Note Template

Contact Information: If you are sending a printed letter or note, list your contact information above the salutation. If you are sending an email thank-you message, list your contact information below your signature.

Salutation: Dear Mr./Ms. Last Name:

​First Paragraph: Your first sentence should state that you are reaching out to thank the recipient for what they have provided you. In this first paragraph, you might include another sentence reiterating your thanks: for example, you can acknowledge that you know they are a busy person, and you are especially grateful that they took the time to help you. While your tone should come across as expressive and warm, avoid going overboard with effusive praises and never-ending thank you's. Ultimately, you want to be sure your communication is genuine.

Second Paragraph: In your second paragraph, you can explain why you are so grateful and how, specifically, their support has impacted you, or how you anticipate it impacting you in the future. It is important to be specific so that the reader knows this is a personal letter, rather than a generic one you've sent to multiple contacts.

Third (optional) Paragraph: Use your optional third paragraph as a way to maintain your relationship with this person going forward. If you feel like you have something to offer them in return, you could mention it in this paragraph. Alternately, you could suggest that you'd love to treat them to a coffee or simply that you would like to stay in touch. Ultimately, you should tailor what you say based on your relationship with the person, but the goal of this paragraph is to keep the door open to future communication.

​Finally, in your closing paragraph, reiterate your gratitude with a simple, short final sentence.

Your Typed Name

More Thank-You Letter and Note Examples and Templates

Job Interview Thank-You Letter Example
Thank-you letter to send after an interview. This letter reiterates your interest in the job and reminds the interviewer why you are qualified for the position.

While letter samples and templates are great starting points for your own message, you should always edit a message to fit your situation. A personalized letter or email will make the best impression.

Joseph Q. Applicant
123 Main Street
Anytown, CA 12345

September 1, 2018

Jane Smith
Director, Human Resources
Acme Office Supplies
123 Business Rd.
Business City, NY 54321

Dear Ms. Smith:

Thank you so much for interviewing me for the open sales position. I appreciate the time you spent explaining the hiring process and how your training program works. You’re clearly very knowledgeable about sales and marketing.

I enjoy working in sales and believe I would be an excellent fit for the position. I love a challenge, and your innovative training program intrigues me. 

As we discussed during the interview, my sales numbers at my current job increased by 50 percent over the past three years, and I was at the top of our sales force last year. I’m confident that combining my current experience with your training program will allow me to reach the top of your sales force as well. 

Thank you again for taking the time to talk to me about the position. I believe I can benefit your company and look forward to meeting again soon. In the meantime, please let me know if you need any additional information. 


Your Handwritten Signature (for a hard copy letter)

Joseph Q. Applicant

Design stunning thank you cards from our wide selection of templates you can freely Show your gratitude with our selection of stylish thank you card templates you Choose from over a hundred beautiful fonts to send your thanks and take.

formal thank you note template
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