How to Write Professional Thank You Messages for Different Audiences

Thank You Messages How to Write Them Professionally

Thank You Messages: How to Write Them Professionally for Different Audiences


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.

Most of us are used to sending thank you messages to a dear friend or family member, but everyone loves to feel appreciated, including employees, bosses, co-workers, and clients. Imagine the goodwill you might generate by letting your supervisor know what an amazing boss they are. You'd make your boss feel appreciated, which can have such a positive impact on your working relationship. If you're a boss, the same goes for your underlings. An environment in which everyone thanks each other is one where everyone feels better connected. Of course, you don't have to send the best thank you notes ever written. You just need to speak from the heart. Having a great closing to your thank you help, too.

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. Also, make sure to send your business thank you cards with Simply Noted!


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

Professional woman putting a card into an envelope.


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. 

Imagine if a thoughtful friend did something nice for you. You'd likely be forever grateful and would work to make certain your wonderful friend knew what a good human being they are. If you could possibly repay their kindness, you would, but you'd certainly want to thank them. Whether you're thanking an individual or your whole team, you should say it in a note. 

  The same holds for appreciation messages in the business world. When you send clients, coworkers, or other associates wonderful birthday wishes or heartfelt thank you messages you improve your relationship.   Your clients will look more favorably toward you if you tell them, "thank you for being a valued customer." This is a corporate thanksgiving message. They'll appreciate text that makes them feel good. Emotional thank you messages for birthday wishes are a great way to express your feelings.  Stronger relationships mean more satisfied and loyal customers and a better working experience for everyone involved. And when relationships are strong it's easier to win back lost customers.

To add more depth of you note you can also add customer appreciation quotes. Just remember to send your thank you card on time.

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 professional relationships, acknowledge your peers’ effort, and even improve your own mood. So send a handwritten note expressing your thanks whenever it feels appropriate. Sending kind words won't cost you much and can have an outsized impact on your business. 

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

These can be used to start a wide variety of thank you messages.  Such as thank you for your payment template or how to send a thank you message on LinkedIn.  Simply fill in your specific details. Remember that you don't want your thoughts to run on too long, but you also don't want to be flip. Kind messages include enough specifics to be noteworthy, but not too many to overstay their welcome. 

Build a professional thank you message today with Simply Noted.

A person filling out a card.

What makes a professional thank you note?

Curious to what makes a thank you note professional? We got your back, here’s what 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.
  • Thank you for using our services.
  • A thank you agreement. 

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.


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 generous gift." This short note lacks the personal touch that makes it sincere. If there was a present, mention the specific gift you received. Don't just say it's a lovely gift. Tell your recipient why you like it, what it means to you, or what it will do for your life. Remember, you want your note to stand out from all other notes. Personalize it, make it stand out, and show how you truly feel! These can also include thanksgiving message to clients or sample thank you notes to customers. 

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.
  • Thank you for your agreement on our recent business arrangement.  
You might also include a small gift along with your thank you.

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

Mention Your Reason for Being Thankful

Whether you're sending appreciation messages for work colleagues or nice thank you message for colleagues, mentioning the reason for your appreciation greeting message 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, such as a  thank you message for service provided.

Here is an example:

  • Your help during my most difficult times made me feel extremely relieved and appreciated.
  • Thank you for you kind words for when I was leaving the company. Your kindness and gratitude were so helpful during these trying times.

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.

Putting it All Together


We've learned the parts of proper thank you messages in a professional context. Now let's apply what we know to create more complex thank-yous. Here are sample thank you notes to coworkers with sample notes of appreciation. You'll see that some are more formal, while others are casual. Pick the approach that best fits your audience. Here are sample thank you notes to coworkers. Here's how to write thanks letter to team members and more. Remember,  you could send a thank you email after successful event, but a handwritten note is better. You might also consider including some thank you for representing us quotes.
    • Thank you so much for the thoughtful gift. Not only are you an esteemed colleague, but you've also become an amazing friend. You've brought so much happiness to my personal and professional lives. Please accept my warm wishes and generous thanks for your kind gesture. You're such a thoughtful friend. I look forward to working with you for years to come. 
    • I can't tell you how delighted I was to learn that you'd passed our name onto one of your associates. Your thoughtfulness means a lot to our company and to me personally. We really appreciate the recognition that our efforts are making a difference for people. I feel blessed to have the opportunity to provide winning service to your generous referral. Thanks! 
    • Welcome aboard! We're so grateful for your recent purchase. It brings us so much joy to see our product making people's life brighter. Finding great customers is such an important part of what we do, and we know you have a busy schedule, so we'd like to send you a generous gift and discounts on future purchases. 
    • Dear boss. I wanted to thank you for being such a wonderful boss. You have a precious gift for leadership that I find admirable. You helped guide our department through a challenging time, and instead of losing ground you led forward and helped us a new level of productivity. I hope this thank you card helps you recognize what an amazing person you are. Thank for you thoughtful gifts. They're always appreciated. 
    • On behalf of everyone in the company, I wanted to express our appreciation for your dedicated service. It's been an honor working with you, and we're excited about the future. Thanks so much for being part of our team! 
    • I wanted to take a moment to thank you for all your hard work lately. It's really been noticed and appreciated. I know you've been putting in a lot of extra effort, and I just wanted to let you know that it hasn't gone unnoticed. Thanks for being so understanding and keep up the great work! 
    • Thank you so much for all your help in getting our event together, and thank you for your custom finishing work. We couldn't have done it without you! Your support was invaluable and we really appreciate it. Thanks again for everything. 
    • Thank you so much for thinking of us and passing along our information to your friends and family. We're truly grateful for any referrals, and we know that your friends will be in good hands with our company. Thank you again for your support! We appreciate it more than you can imagine. 
A person writing thank you in calligraphy.
    • Words cannot express how grateful I am for your guidance and support throughout my career. You have helped me grow into the professional I am today, and for that, I will be forever grateful. You have always been there for me when I needed it most, and I can't thank you enough for your support. great mentor is hard to come by, and I feel lucky to have you in my life. Thank you for always being there for me. I look forward to continuing to learn from you in the years to come. 
    • Thank you all so much for the incredible work you've been doing lately. I know we're all under a lot of pressure, but you've been handling it like champions. I'm really proud to be a part of this team, and I know we're going to get through this tough time stronger than ever. Thank you for your dedication. 
    • Big thank you to our amazing customers! We truly appreciate your business and we're grateful for your support. Thank you for being a part of our company and helping us grow. We look forward to serving you for many years to come. 
    • Thank you so much for your kind words about our company. We're happy to know that you've had great experience working with us and that you would recommend us to your friends and family. We truly appreciate your support! 
    • Thank you for taking the time to write a review about our company. We're happy to know that you had a positive experience and we appreciate your feedback. We hope you'll continue to use our products and services in the future. 
    • Thank you so much for your donation to our cause. We're truly grateful for your support, and we know that your generosity will make a difference in the lives of those we serve. Thank you again for your kindness and compassion. heartfelt thank you to our veterans and their families for their service and sacrifice. We're grateful for your courage and dedication, and we honor your memory today. Thank you for everything you've done for our country. 
    • Thank you to all of the essential workers who are keeping our country running during these challenging times. We know it's not easy, but big thank you to our employees! We appreciate everything you do to keep our company running smoothly. Thank you for your hard work and dedication. We couldn't do it without you! 
    • Thank you so much for being a loyal member of our team. We appreciate your commitment and we're grateful for everything you do to help us succeed. Thanks for being great big thank you to our wonderful suppliers who help us provide the best products and services to our customers. We appreciate your partnership and we're looking forward to working with you for many years to come.
A professional man in a suit writing a letter.




You can write a minimum of two sentences for your closing, 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. Humorous
  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.

A professional throwing up their hands and cheering.

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 with thank you for your business sayings is through Simply Noted, which lets you send scalable handwritten thank you 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.

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.