Thank You Message For Colleagues: Writing Tips And Examples

By Indeed Editorial Team

Published 1 November 2021

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.

When your colleagues collaborate with you on projects, provide work assistance or give you a gift, it is good manners to let them know you appreciate it. You can do so with a sincere thank you message. By understanding how and when to send thank you notes to your coworkers, you can express your gratitude for their help and build better workplace relationships. In this article, we discover why it is important to write a thank you message to colleagues, learn how to write them and review some inspiring messages you can use as writing reference.

Why is it important to send a thank you message for colleagues?

It is important to send a thank you message for colleagues as it shows them you value them and appreciate the help you receive from them. When you take the time to acknowledge someone for the assistance they gave you, it makes them feel better and can strengthen your working relationship. It is likely to create friendlier and more positive office morale. They are also likely to help you again since you have established yourself as a polite, respectful and professional individual.

Related: 61 Team Appreciation Messages (And 5 Tips For How To Write Them)

When to write a thank you note to a coworker

You may want to write a thank-you note to a coworker for various reasons. Here are a few of them:

  • they have helped you to complete a work project

  • they have given you personal or professional support

  • they have mentored you in your work

  • they made valuable recommendations that helped you in your work

  • they gave you a gift to mark a special occasion

  • they are leaving the company

  • you are leaving the company

  • you want to appreciate them in general

Whatever reason you might have to thank your coworkers, it is a good idea to send them the message as soon as possible. It can make people feel more valued when you thank them immediately after receiving their help.

Related: How to Respond to Thank You Letters: Tips and Examples

How to write a thank you note to a coworker

You can write a memorable thank you note to your coworker by following these steps:

1. Select a message format

You can express your thanks through an email message or by sending the recipient a handwritten note. While both are valid ways of thanking someone, you can decide which is better suits the occasion. It might make sense to send an email if you wish to convey your thanks as quickly as possible. If time is not an issue, it might be a good idea to add a personal touch with a handwritten note. Your coworker might appreciate it more.

2. Open with an appropriate salutation

The way you begin the thank you message for colleagues can depend on your relationship with them. If you work together every day and are on informal terms, you can address them by their first name. If you have a more formal work relationship, you can use their title and surname. For instance, you might address them as "Dear Mallika" or "Dear Mr Kamat." If you are sending an email, remember to use the term "Thank you" in the subject line to inform your coworker of the purpose of the message.

Related: Thank You Messages for Boss: Tips and Examples

3. Express your appreciation

Begin the appreciation message by thanking your colleague and stating why you are thanking them. You can provide the details of what they did and how it mattered or made a difference to you. That can show them that you understand and appreciate the personal or professional impact of their helpful actions. If you genuinely can or want to reciprocate, you can let them know that you are willing to help or support them in turn if the need ever arises. It is a proper way to express your sincere goodwill and strengthen your relationship with them.

4. Reemphasize your thanks at the end

To make your thank you message stronger, you can reemphasize your appreciation in the closing sentence and express your willingness to return the favour. For instance, you might write, "Thank you again for everything you have done. I really appreciate it and enjoy working with you. If I can ever help you in any way, please let me know."

If you or they are leaving the company, you can mention that you would like to stay in touch in the future. You can sign off with a closing salutation like "Warm Regards" or "Sincerely." Follow that with your name and signature.

5. Edit and review your message

After writing your message, you can read it thoroughly to check for grammatical or spelling errors. You might also want to edit the message to make it more clear and concise. You can make a better impression by sending a thank you note that is free of glaring errors. It shows that you pay attention to detail, show consideration and are professional.

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

Thank you message examples

You can send thank you messages to colleagues at work for various reasons. Here are a few examples to inspire you in your writing:

When they help you on a project or task

Your colleagues may have helped you in a variety of ways at work. You can thank them by writing a thank you note like the following:

Dear Jhaanvi,

Thank you so much for your help on last week's design project. I am so grateful that you stayed back to help me complete it and meet the client's deadline. The suggestions you made were all helpful and improved the overall design. The client just let me know that they are very pleased with it, and I know it would not have been possible without your input.

I am in awe of your design skills and appreciate your willingness to share your knowledge so generously. I hope I can return the favour sometime soon. Do reach out if there is anything I can do.

Best regards,

Anjali Mhatre

When you or they are leaving a job

If you are being transferred to another location or are leaving the company, you can write appreciate messages to the colleagues who supported you during your time together. Here is an example:

Dear Madhavi,

Perhaps you have heard, but I am leaving the company on 1 November. Before going, I want to thank you for the kindness and generosity you showed me the entire time I was here. With your assistance, I could overcome the many challenges I faced in this position, and you always motivated me to do better.

I want you to know how grateful I am that you were willing to listen to my concerns and advise me. It is only because of your support that I was able to muster up the courage to apply for and get the new screenwriting position. It was always my dream, and I am now on the way to achieving it.

As you can imagine, I am looking forward to it. At the same time, I know I shall miss working alongside you and our daily interactions. You made a huge difference in my life, and I shall never forget it. If I can ever help you, please let me know.

Thank you once again, and stay in touch.


Ranjan Kashyap

When they give you a gift

It is good etiquette to thank people when they give you a gift. You can express your appreciation by writing a note like the following:

Dear Anshyuman,

The potted pink poinsettia plant you sent arrived safely and in good condition today. My husband and I are both delighted with this thoughtful gift to celebrate my recent promotion. We have placed it on the sill of the large sitting room window, and it grabs your attention every time you walk in. Thank you so much. It was kind of you to remember my partiality for poinsettias.

We will nurture it well, and we hope you can visit to see it for yourself when you are in town next. Once again, thank you for sending such a beautiful gift.

Best Regards,

Sumita Mishra

When they mentor you in the workplace

To thank someone for assisting or mentoring you in the workplace, you can write a message like this:

Dear Mr Sohoni,

I am writing to thank you for the support and guidance I have received since I joined the Grande Engineering Company. As a new graduate, fresh out of engineering college and with no professional experience, I was apprehensive of working in such a big company. With your kindness and patience, however, I could settle in and undertake my job responsibilities. Now that I have been here for a year, I am even more appreciative of everything you did for me.

It was not easy for you to take the time from your busy schedule to mentor me, but you did so anyway. Thank you so very much. I hope one day I, too, can assist someone the way you helped me.

I shall never forget your kindness.


Sohrab Mehta

Explore more articles