How to Write a Thank You Note

Writing a thank you note can be a thoughtful and meaningful way to express gratitude for a gift, kind gesture, or act of kindness. But not everyone knows how to write a personal thank you note. This post will answer all your questions.

I grew up writing thank you notes for every gift I received – I think most people of the “baby boomer” generation did the same.

I made sure my children wrote notes as well. Even before they could write a sentence, I’d have them draw a picture as a way of saying thank you.

Outside of a professional environment, do people still write handwritten notes? I haven’t seen one in a while. Email has perhaps taken over – and there are times when that’s just fine, too!

woman's hand writing a thank you note in pen, how to write a thank you note

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Why Write a Personal Thank You Note

To express gratitude:

Thank you notes are a way to show appreciation for something someone has done for you. This could be a gift, an act of kindness, or simply being there for you.

To maintain relationships:

Thank you notes can help strengthen relationships by showing that you value the other person and their contributions to your life.

To acknowledge support:

Thank you notes are a way to recognize the support of friends, family, and colleagues during difficult times or important events.

Overall, writing a thank you note is a simple but powerful way to show appreciation and maintain relationships.

The Basic Construction of a Thank You Note

Start with a Greeting:

Begin your note with a warm greeting, such as “Dear [Name],” or “Hello [Name],”

Express Gratitude:

Start your note by expressing your gratitude for the gift, gesture, or action. Be specific about what you’re thankful for and how it has impacted you. Think about the most appropriate way to share your gratitude in words.

Add a Personal Touch:

If possible, add a personal touch to your note. This could be a memory or anecdote related to the gift or gesture, or it could be something you appreciate about the person you’re thanking.

Use An Appropriate Tone:

Make sure your tone matches the situation and the relationship you have with the person you’re thanking. If it’s a formal note, use a more professional tone, but if it’s a personal note, feel free to use a more casual tone.

Close the Note:

Close your note with a warm farewell, such as “Sincerely,” “With Thanks,” or “Warmly,” and sign your name.

Proofread:

Before sending your note, proofread it carefully to ensure that it is free of errors and conveys the message you intend.

woman's hands writing a thank you card, with pink ribbon and a ruler nearby, how to write a thank you note

An example of a well-written thank-you note

Here’s an example of a note someone might write to say thank you for a gift of flowers:

Dear [Name],
Thank you so much for the beautiful bouquet of flowers you sent to brighten up my day. They arrived just when I needed a little pick-me-up, and they are so lovely. The bright colors and sweet fragrances have made my home feel so much cozier.
I especially appreciate the personal touch you added with the hand-written note. It was so thoughtful of you to take the time to write such kind words.
Thank you again for your kindness. I feel so lucky to have you in my life.
Warmly,
[Your Name]

Should You Send a Handwritten Thank You Note, or is email Okay?

Both handwritten thank you notes and email thank you notes have their advantages and disadvantages, and which one is better depends on the situation and personal preference.

Here are some factors to consider:

Handwritten Thank You Notes

Pros:

They are more personal and thoughtful and show that you took the time to write and send a physical note.

They can be more memorable and create a stronger emotional connection with the recipient.

Cons:

They take more time to write and send, and may not be feasible in situations where you need to send a thank you note quickly.

They may also be more difficult to read or understand if your handwriting is not clear.

Email Thank You Notes

Pros:

They are quick and easy to send and can be sent immediately after an event or interaction.

Emails are also more environmentally friendly and cost-effective than physical notes.

They can also be more convenient in situations where you don’t have the recipient’s physical address.

Cons:

They may be perceived as less personal and thoughtful than physical notes, and may not create as strong of an emotional connection with the recipient.

They may also be more likely to be overlooked or deleted in a crowded inbox.

Overall, the best option depends on the situation and your personal preference. If you have the time and want to create a more personal connection with the recipient, a handwritten note may be the way to go. If you need to send a thank you note quickly or don’t have the recipient’s physical address, an email may be more appropriate.

Final Thoughts on How to Write a Thank You Note

Sending a sincere thank you note, whether handwritten or emailed, is still a thoughtful and appreciated gesture. It not only conveys gratitude but can strengthen relationships and recognize the support you have received.

Do you send thank you notes? If so, do you tend to handwrite them, or send via email? Let me know in the comments!

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How to Write a Thank You Note