How to Write a Professional Thank You Letter

By Indeed Editorial Team

Updated 15 June 2022 | Published 26 August 2020

Updated 15 June 2022

Published 26 August 2020

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

After working or meeting with someone, it is recommended that you reach out to show your appreciation for the person's time and contribution. Though widely used for personal reasons, thank you letters are an important aspect of proper professional etiquette and can be a great way to show appreciation in a number of work-related scenarios to thank customers, clients and coworkers.

In this article, we explain what a thank you letter is, explore its different types, list the steps and tips to successfully craft one and provide some examples of effective and professional thank you letters.

Related: How To Write An Appreciation Email (With Tips And Examples)

What Is A Professional Thank You Letter?

A professional thank you letter is your expression of gratitude for a job interview or a sales call. Even though it is necessary to send thank you notes in these circumstances, they can be used for other reasons as well. You can thank people for their help in a job search or for referring you to their contacts and HR managers.

Thank you letters play a crucial role in professional life. They can be useful in different ways. You can keep in touch with your contacts, or remind the selection committee that you are the right choice for the job. These letters also convey the message that you are aware of professional etiquette, which can help your career advancement.

The mode of communication and format is very important in thank you letters. Ensure that you are clear about what you want to say, and you can decide whether to send the thank you as a card, a letter or an email. The right channel creates a lasting impression, and the recipient feels appreciated as well.

Types Of Professional Thank You Letters

There are primarily three types of thank you letters, as mentioned below:

  • Email: This is the preferred mode of communication in the business world, currently. For a prompt response, email is your best option. For example, you can thank the interview panel for a job opportunity to create a positive impact before they make their final decision.

  • Printed thank you letters: There are typed letters, which should communicate the message that you know the company and the person you are addressing. You can send a handwritten note or a typed letter written in a formal or informal tone depending on the recipient. A written thank you note conveys the message that you are sincere in expressing your gratitude.

  • Handwritten thank you letters: Traditional companies like typed or handwritten letters. A handwritten card is best for personalised messages or if you are thanking a former colleague.

Related: Essential Email Etiquette Rules for Workplace

How To Write A Professional Thank You Letter?

All thank you letters should contain some essential points. Here are the steps to write your letter:

  1. Address with a proper salutation. Start with a proper salutation, such as Dear Mr. or Dear Mrs. as required. If you know the person very well, write his or her first name, otherwise use their last names. Some examples include Mr. Rathi, Mrs. Roy or Ms. Latha.

  2. Start with 'thank you.' Try to be straightforward and say thank you in the first few sentences, so the person knows the purpose of your letter. If you are communicating via email, the subject line should contain 'Thank you.'

  3. Mention some details. The person should know the reason for your appreciation. For example, if you are thanking a person for their advice in a job search, talk about the most helpful tip. If you are saying thank you after a job interview, do not forget to mention why you are the right candidate for the job. Some specific details make it easy for the person to know what you liked the most and why.

  4. Say thank you once again. This is important to add before signing off to follow etiquette.

  5. End with an appropriate closing remark. Professional closings include 'Best regards' or 'Sincerely.' Insert your signature at the end in one of the three formats: type it in or use a digital signature if it is an email, type the name and sign it in the space above your typed name if it is a printed letter or sign it manually in case of a handwritten card.

Related: How To Write an Appreciation Letter (With Example)

Tips For Writing A Good Thank You Letter

Timing plays a crucial role in all thank you letters. They should be sent as soon as possible, particularly after a job interview, because doing so increases your chances of getting the job. Here are some more tips for writing a good thank you letter:

  • Express your sincere gratitude. For example, if you are thanking a colleague for their help in a project, try to express how their assistance made things easier for you to complete the project in time. For example, you can write, 'Dear Lakshmi, I am writing to express my heartfelt thanks for staying late to help me complete my sales calls. Because of you, I was able to meet my quota for the month.'

  • Personalise each letter. Personalisation creates a sense of familiarity and earns goodwill for you. For example, the inclusion of particular points of conversation in your thank you note strengthens the bond of the relationship between you two. As one example, you could write, 'Dear Mr. Laghari, thank you for interviewing me for the project manager role. I enjoyed learning that you also went to Jawaharlal Nehru University.'

  • Make it short and sweet. Write short and sweet thank you letters. Your letter should end in a few brief paragraphs.

  • Keep it error-free. A thank you letter must be professional, well written and free of any mistakes. Read it two or three times carefully before sending it.

Related: How To Write A Thank-You Message For A Mentor (With Samples)

Thank You Letter Templates

Here are some templates to use when writing proper thank you letters:

Job interview thank you letter

If you are sending a printed letter by mail, it must have your contact information and the recipient's details at the top of the page. If you are sending it as an email, you can omit your address information in the beginning and include it after your signature instead. Here is an example of a letter by mail:

Manish Singh

House No 120

Shanti Nagar,

Near Bhilai-Charoda Municipal Corporation

Bhilai-3, District-Durg

Pin-490021

manish.singh@gmail.com

March 18, 2020

Mayuri Roy

Human Resource Manager

Bigdata

MG Road

Bangalore, 560001

Dear Ms. Roy,

Thank you for taking the time to meet with me yesterday to discuss the marketing manager position at Simple Corporation. It was a pleasure talking with you and knowing about the company's marketing strategies and growth objectives. Because of my background in marketing, I was quite impressed by your innovative ideas, which triggered some of my own ideas and left me with the feeling that we would make a superb collaborative team.

You mentioned that you would be taking some time to make a hiring decision, so I will be eagerly waiting for your decision despite my excitement for the job. If you need any further information, please let me know. Thanks once again for the interview.

Sincerely,

Manish Singh

Thank you letter to a customer

Here is an example of a thank you letter sent to a customer:

Dear Ms. Paul,

On behalf of Fixing Industries, I would like to say thank you for being a loyal customer. It has been a pleasure serving you and supplying you with consumer durable items, and we hope that we can have the pleasure of serving you for many more years to come.

Fixing Industries is committed to providing our customers with the highest quality of consumer durable items through flawless customer service.

As proof of our appreciation for your loyalty and ongoing support, we would like to give you a 15% voucher off your next purchase with us.

Once again, thank you for your support, and we look forward to serving you in the coming months.

Best regards,

Rajnish Singh

Thank you letter to a colleague

Here is an example of a thank you letter you can send to a colleague after they assist you with a project:

Dear Kailash,

Thank you so much for your last minute assistance resolving the issue with my client, Beautiful Escapes Hotels, last week. You sacrificed your personal time to help, and I just want you to know how grateful I am for your ideas, support and expertise. Your contributions made a huge difference, and, because of you, we were able to resolve the problem and actually create a much more effective solution. The client was very pleased, and I made sure to let them and your supervisor know about your great input on the project.

Thanks again.

Cheers,

Sanjay

Related:
  • How to Respond to Thank You Letters: Tips and Examples
  • Thank You Messages for Boss: Tips and Examples
  • Thank You Message For Colleagues: Writing Tips And Examples

Please note that none of the companies mentioned in this article are affiliated with Indeed.

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