How to write a thank you letter

How to write a thank you letter

It is often a better idea to write a thank you letter to anybody who has assisted you in some way. They are typically written as a fast electronic mail or an official letter, and your gratitude will have a significant impact on the receiver in either case. There are specific regulations that you must comply with if you want to write a thank you letter to an interviewer or anyone who has written you a letter of recommendation. In this post, we describe the fundamentals of composing a thank you note and tips to format a thank you letter.

What is a thank you letter?

A thank you letter is a prompt and private note in which you can express your gratitude to a person or company. For instance, a job candidate can utilize it to show appreciation for an interview and to reaffirm their qualifications and involvement in the role. You make a good impression on the receiver when you submit a thank you letter. In the case of jobs, this can often be a determining variable in assessing who gets the job. Delivering a thank you letter also demonstrates your thoughtfulness and professionalism.

Significance of a thank you letter

Thank you letters illustrate to prospective businesses and coworkers that you value their time and are committed to keeping optimistic working relationships. Here are some additional advantages of writing a thank you letter;

  • It encourages positive behavior. For example, thanking your teacher for their valuable feedback on your dissertation may strengthen the healthy behaviors and encourage them to assist you more regularly.
  • It shows that you are courteous. Forwarding a thank you letter for somebody’s time after doing business with them showcases respect and decency.
  • It illustrates your sensitivity. When you convey your gratitude in the form of a thank you letter, you indicate that you recognize another individual’s attributes, ideologies, and emotions.
  • It aids in the development of interpersonal relationships. One of the most effective ways to build rapport with others is to show appreciation for the time and commitment they have invested in assisting you or connecting with you.

How to format a thank you letter

A thank you letter can be sent as an electronic mail or written message. Here’s more data on this framework;


  • In the following scenarios, an email thank you letter is suitable;
  • When the corporation intends email communication.
  • If the email has been the major medium between you and the person you want to thank.
  • When timing is crucial and a person must decide instantly.

When delivering an email, take into account transferring a printed version of your letter in addition to the email.

  • Include your name, email address, contact information, and home address in a signature section.
  • Make certain that the email address you utilize to submit the thank you note is both formal and relevant.
  • Ensure to keep the copies of every thank you letter you submit in your outbox to ensure you can record and maintain a copy of each one.


  • Composing a written thank you letter requires more commitment, but it shows devotion and is more unique. Just keep in mind that a mailed letter can take several days to reach its intended receiver.
  • When writing, utilize black or blue ink on tiny formal thank you cards.
  • Keep your thank you message short and to the point. Only a few statements will be enough.
  • Handwriting should be presentable and readable.

What is the proper way to write a thank you letter?

To prepare an official thank you letter, consider these steps;

Start the letter with your contact details, accompanied by the receivers. You can add your email, mobile number, home address, job designation, company name, contact number, and email address of the receiver, followed by a date. If you prefer to submit an email instead of a written letter, you could even provide just your name and number.


Address the letter to the intended recipient. However unless you recognize them by initial name, write an official title, as Mr or Ms preceded by their last name. Consider calling their office for guidance if you don’t know their name.

Introductory paragraph

Begin by telling the audience the reason for writing to them, like praising an interviewer for their time. It’s critical to get to the point quickly to capture the audience’s attention. 

Middle paragraph

In this passage, mention a wonderful experience you had while interacting with the person. Making a particular reference to something from your conference or discussion provides a personal touch that gives a favorable impact. If you’re writing to an interviewer, you should probably involve a little more details than you might in other scenarios. For instance, you must remind them of the role you applied for, the period you attended the interview and any essential issues you described.

Final paragraph

Appreciate the receiver again for their time. When ending the letter, if suitable, recommend further action, like how and when you will reach the next. Provide your mobile number so the person can approach you.


Sign off officially with expressions such as ‘Kind regards’ or ‘Sincerely.’


If you’re composing the letter by hand, sign it and then put your name below. If you’re submitting an email thank you note, add your name and include your contact details under it.


While letter-writing may be a dying art, this isn’t the case when acknowledging an individual and being grateful for their assistance and support. A handwritten note says a lot and can make the receiver feel special. Formal thank yous, on the other hand, have the advantage to make you stand out from the rest, particularly if they are timely and unforgettable. Submit your thank-you letters as soon as possible. A general guideline for occasions like appreciating an interviewer after the job interview or getting an internship or an invitation to a party etc., then delivering the letters within a month of the event is best.