How to Write Professional Thank You Messages for Different Audiences

by Rick Elmore on February 22, 2020

Writing thank you notes is the perfect opportunity to show a client (or anyone else) that you appreciate them. Crafting the perfect message that hits all the right notes and uses the appropriate tone is a skill you should cultivate.


Everyone loves to feel appreciated, including employees, bosses, co-workers, and clients. An environment in which everyone thanks each other is one where everyone feels better connected. 


Showing appreciation for co-workers with a professional thank you message indicates acknowledgment for their work and effort. Ready to start sharing some praise and gratitude? Check out Simply Noted to see how you can easily send out professional, personal thank you notes.


Related: WHAT MAKES A GOOD BUSINESS THANK YOU CARD?


Here are some examples of meaningful thank you messages fit for the occasion.

Why send a thank you note?


According to research published in Psychological Science, people often underestimate the power of gratitude and overestimate the awkwardness of expressing gratitude. Saying thank you can improve somebody’s happiness and overall well-being. 


If this isn’t enough to convince you then checkout what co-author Amit Kumar, an assistant professor of marketing at the University of Texas has to say. “If both parties are benefitting from this, I think that’s the type of action we should be pursuing more often in our everyday lives.” 


Showing gratitude can help maintain professional relationships, acknowledge your peers’ effort, and even improve your own mood. 


Here are 4 examples of how to show gratitude on a professional message:


  • I am grateful for...
  • Thank you for the...
  • I appreciate the...
  • I am thankful for...

Build a professional thank you message today with Simply Noted.

What makes a professional thank you note?

Curious to what makes a thank you note professional? We got your back, here’s what a

a professional thank you note should have:


Nice visual presentation: it's advisable to keep it elegant, professional, and organized. That means, avoid flashy and bright colors, and keep it simple. Check out our selection of elegant cards and handwriting fonts at Simply Noted.


Proper grammar: It's best to edit the note or read it a couple of times to make sure the grammar is perfect. Thank you notes with improper grammar indicate a lack of professionalism and may indicate a lack of care and attention.


Personalized message: It's essential to point out details about why you’re thankful so that the recipient recalls the event and sees that you’ve been paying rapt attention. A personalized message can create a meaningful connection between peers and brighten up anyone’s day.


Attention to detail: Since thank you letters are short and to the point, it's vital to pay attention to every detail. If the recipient notices a missing comma or worse, a misspelled name, you’re demonstrating carelessness.


How to say thanks, professionally. 

Thank you card with red, black and white design.

Here are some helpful phrases to say on a professional thank you note:

 

Thanking The Boss

  • You bring out the best in others.
  • I’ve learned so much working for you.
  • Thanks for being the best boss ever!
  • Thank you for believing in me.
  • I owe my success to your expert guidance and advice.

Thanking The Client

 

  • Thanks for being a loyal, long-term customer!
  • I enjoy working with you and appreciate your help.
  • Please keep me informed regarding future projects and work.
  • I’m always here to address any concerns or answer any questions.
  • Thanks for putting your trust in me.


Thanking The Employee

  • Thanks for making my job so much easier.
  • I appreciate your excellent work ethic on this project.
  • You’ve made this year a huge success.
  • You make our workplace a great environment!


Thanking The Coworker

  • I admire you.
  • Excellent job on that project!
  • Glad you are part of the team.
  • I’ve learned so much from you.

Related:HOW TO WRITE A CUSTOMER APPRECIATION LETTER


What content should you include?

Greetings handwritten letters spread out on a desk

A thank you note doesn’t mean much if they don’t know why they received it. So, let them know why you wrote the thank you note.


Don't take the easy way out and say, "Thanks for the gift." This short note lacks the personal touch that makes it sincere. Remember, you want your note to stand out from all other notes. Personalize it, make it stand out, and show how you truly feel!


Here are 6 examples of incorporating some feelings into it:


  • I am grateful for your warm hospitality.
  • Thank you for the lovely candlesticks. They go so perfectly with my [object/location].
  • Thank you for your kindness and for listening to my concerns. It really means a lot to me. 
  • Thank you for the gift card to my favorite shopping place. It really meant a lot to me.
  • Thank you for hosting the holiday party
  • Thank you for being at my wedding to celebrate one of the most important events in my life.

Let Simply Noted help you write and send the perfect thank you letter.


Mention Your Reason for Being Thankful

Mentioning the reason for your gratitude will indicate your appreciation for the gift or 

how it has helped you. This is often the second part of the sentence in the thank you note.


Here is an example:


  • Your help during my most difficult times made me feel extremely relieved and appreciated.


Here are a few other things to write:


  • With the freezing weather in New York, the scarf was a very thoughtful gift.

  • You put a lot of time into getting your home ready for my visit, and I appreciate your hospitality and kindness.


Add a Closing Statement


You can write a minimum of two sentences, depending on how well you know the other person and what you want to say.


Here are some examples on ending the note:


  • We would love to meet up for dinner soon. Let us know when you’re free!
  • If you need a friend, don't hesitate to call. I’ll always be here for you!
  • Give us a call before you come so we can clear our schedule.

What tone of voice should you use?


It depends on the relationship. For example, if you are close friends with that person, then keep it friendly and personal. If that person is your manager, coworker, client, or employee, then it's best to be professional and formal.


It may not seem like it, but tone is extremely important to personalization and standing out. 


According to American Recruiters, there are 9 main categories of tone:


  1. Joyful
  2. Serious
  3. Humurous
  4. Sad
  5. Formal
  6. Informal
  7. Optimistic
  8. Pessimistic
  9. Horror

It doesn’t take a linguist to know what kind of tone to use in your thank you messages. 


P.S. Don’t use horror, pessimistic, and sad tones. Opt for somewhere between joyful, serious, and optimistic, and decide whether or not you should be more formal or informal based on your relationship with the recipient.

Ending the note

Personal signatures focus on the relationship with the other person. If you have some phrases you commonly use together, then this is the place to use it. 


If not, then come up with something that leaves the other person feeling good about the thank you note.


Here are some great ending examples:


  • Love
  • Best
  • Thanks again
  • Sincerely
  • Friends always
  • Pals forever
  • Warmly
  • Affectionately

How to send the thank you message

 a person holding a bunch of mail


The best way to send a thank-you note is through Simply Noted, which lets you send scalable handwritten notes.


With Simply Noted, clients can select one of our beautiful thank you cards or create their own. Then, they write their message and give us the list of their contacts. We use this information to personalize and address each card.


Once everything is done, we will handle the production and shipment of every order to ensure that it gets to the proper destination in time.

When to send it

The best time to send a thank-you note is right after you receive the gift or whatever that the person has helped you with. 


However, if a week or two has passed, It's still a good idea to send that note. Keep in mind that one of the biggest mistakes people make is procrastinating on sending a thank you note.

Final Note

According to a survey by Accountemps, 80% of hiring managers find thank you notes helpful when reviewing candidates.


However, only one-fourth of hiring managers receive thank-you notes from applicants, which means that taking 10 minutes to compose these notes to employers after the interview is one of the easiest and useful strategies to set yourself apart from the competition. 


Fortunately, Simply Noted understands the importance of sending the right message. Because of that, people can send multiple professional messages to their client, boss, and coworker. With such innovation, the possibilities are endless to show someone gratitude.


Related: THE VALUE OF AUTOMATED THANK YOU CARDS IN BUSINESS

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