How To Write A Thank You Note

Thank you notes have NOT gone away, in fact, they are more important than ever. Want a way to stand out from a job interview? Write a thank you note. Yes, it’s been advised by years but you would be shocked how few times this is actually done. An email is fine, but physical mail doesn’t have a million filters and keep you out of the inbox. Skips the filters and goes right to the desk. In fact, I had to write a hand-written letter for work when I wasn’t getting a response to emails and calls for an important pilot program I was trying to launch.

So today I’m going to show you the perfect formula that is easy to remember for the perfect thank you note. Oh and one more hard-to-navigate rule, when to send one is also addressed!

How to Write A Thank You Note

Writing a thank you card has a basic formula that will never fail you. Whether you’re writing to a friend or a colleague, you can use this formula for a thoughtful card. I try to make my notes have four – six sentences and then an intro and closing. Not too short, not too long.

The Formula…

• Intro
• Thank you for….
• Tell then what you are going to do with the gift (or experience, action, etc.)
• Say what it means to you and how much it meant to receive
• Add a personal sentence about what their action/gift/experience meant to you.
• End with a line of gratitude.
• Close and sign

When in doubt, “Sincerely” is the safest way to navigate anything being too personal or read extra meaning into something.

Thank You Note Examples

This is what a thank you note looks like for a close friend who just gave you a thoughtful gift. It’s important to me that Kara knows that her candle gift means a lot me, but even more important, I think of her every time I burn it. (This candle is very much made-up and is not in any way a hint to any of my friends. I promise.)

This is an example of a less personal thank you note to Sarah. This is a great way to write a note to a colleague that is personal but doesn’t cross weird boundaries. Also a great way to write a thank you note for a catch-up dinner or a meaningful conversation you have with someone.

Timelines for Thank You Cards

Here’s a handy guide to when thank you notes should be postmarked by. The old standard for wedding thank you cards was up to a year but that has been shortened. (I don’t make the rules I just like them and report them.) Remember, the longer it’s been and you’ve managed to post to social media yet not thank them for a gift, that is going to be a bbaaadddd look. Especially if you are posting about downtime or lots of leisure. It’s flat-out rude.

Batching thank you cards is a great way to get these done! Slow and steady wins the race and doesn’t make it feel so daunting. Plan your productive power hour and knock out more than you think possible using these tips!

Today’s how-to is brought to you by my love of a thank you card and some petty feelings I have about not getting some for very high-value gifts. If you don’t think thank you notes are important, think about how it stands out when you haven’t received one or at a minimum, a thank you text.

Happy thank you note writing!