How to Write a Thank You Note

Writing thank you notes may be one of the most dreaded writing activities in existence. While everyone appreciates gifts and thoughtful acts of kindness, most people tend to procrastinate when it comes time to capture that gratitude in a thank you note. It can be difficult to find the right words, which makes the process feel a little awkward. If you struggle with writing thank you notes, this video is for you!

When to Write a Thank You Note

Thank you notes should be written when you have received a gift from someone, especially if you were not able to thank the giver in person or when someone goes out of his or her way to help you or do you a favor. If possible, write the note on the same day you receive the gift or favor. If that isn’t possible, write the thank you note as soon as you can. If a few days or weeks (or even months) have gone by, you should still write the thank you note. You’ll be glad you did!

Why Write a Thank You Note

Writing a thank you note demonstrates your appreciation for someone who went out of his or her way to do something special for you. Sending thank you notes can strengthen your relationships. In addition, studies show that expressing gratitude boosts your mood and mental well-being. 

Informal vs. Formal Tone

The approach you take in the thank you note depends on your relationship to the recipient of the thank you note. If you have a close friendship or a family relationship with the recipient, you can write the note with an informal tone. That means you can use conversational language, include contractions, use a more personal closing like “Love” or “Your Friend,” and sign using only your first name or even a nickname. If the recipient is a teacher, employer, or someone you don’t know well, you will want to maintain a formal tone. In this case, use respectful language, avoid contractions and slang, use a closing such as “Sincerely,” and sign using your first and last name. In either case, be sure to use your best grammar, spelling, and handwriting.

What to Say in a Thank You Note

Once you know what to include in a thank you note, the process becomes much easier. There are six main components to writing a thank you notes:

• date
• greeting
• appreciation for gift / thoughtfulness
• explanation of how the recipient’s gift or action was helpful
• closing
• signature

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Kristy Robins

Kristy Robins is a resource teacher at Essentials in Writing. During her twenty-year Texas public school career, she taught high school English at almost every grade and ability level, including remedial, pre-AP, and AP. Kristy was also a co-author of the Living History Curriculum featured on the Texas Capitol Vietnam Veterans Monument webpage, for which she was honored in 2017 with the presentation of the President’s Meritorious Achievement Award by the officers of the Vietnam Veterans of America Texas State Council. Kristy is certified to teach middle school language arts and high school English and is passionate about helping students grow in their abilities to communicate effectively through writing. She lives in Austin, TX, with her husband, Buford, and her two young daughters.