How To Write a Thank-You Email (With Examples)

Thank-you letters written with gratitude and honesty can set you apart in the workplace or after an interview. Often overlooked, a simple thank-you note or email can be appropriate in various situations, such as when a former manager writes you a reference letter or after a coworker helps you solve a tough problem. In this article, we explore the steps for writing a professional thank-you email, complete with examples and templates to help craft your own.

How to write a thank you email

Follow these steps to create an effective thank-you email:

1. Write a straightforward subject line

The subject line for a thank-you email is easy to create. Some subject lines to consider include:

Thank you, [Recipient's name]
Thank you for [Reason for note]
Thank you for your help

2. Choose a professional salutation

For more informal emails, you can use the following opening statements:

Hello
Hey, there
Good morning/afternoon

If you're uncertain if you should use an informal or formal greeting, a good default is the salutation "Dear." After writing your salutation, address the recipient directly by their name. Don't forget to include a professional title, such as "Dr.," as necessary.

3. Express your gratitude

Next, draft the body of your email, where you'll express your appreciation for whatever the person has done. Be specific about the event or task you're thanking them for so they understand why you're sending a thank-you email. Make sure to sound sincere, polite and professional. You may choose one of the following statements or something similar to express your gratitude:

"Thank you so much"
"I appreciate"
"I am grateful for your efforts on my behalf"

4. Include your contact information

If necessary, you may wish to include your contact information. This is more important if it's someone you just met and want to stay in touch with. Contact information isn't necessary in most instances unless you require a follow-up.

5. Close the email

You can close your email with a professional ending followed by your name and professional email signature. Some closing examples include "Sincerely", "Kind regards", and "My sincere thanks." Related: How To Write an Interview Thank-You Email: Tips and Example

Common thank-you email elements

When starting to write your own thank-you note, you'll want each to include these elements:

Your name
Contact information
A professional greeting, such as "Dear" with the recipient's name
Body text expressing gratitude, with details
A professional closing statement
Your full name

Thank-you email examples

Review the following formal and informal thank-you email examples:

Formal

Formal emails are appropriate for when you're writing to someone who has less of a personal relationship with you. For example, you could use this letter to thank your manager after a promotion or an agency that gives you an award. Here's an example: Subject: Expressing gratitude Dear Priscilla, I am writing to express my sincere appreciation for you allowing me to take on a new role and new responsibilities. Your ceaseless support has helped me to grow as a professional, learn new skills and gain confidence in my field. I am grateful for all the advice and guidance you have given me along the way. I am looking forward to collaborating more with you in the future and advancing the vision of the company. It's fulfilling to work for a company with such a positive and welcoming atmosphere. I value this opportunity and will do my best to fulfill the duties. Thank you again and I hope you have a great weekend. Sincerely,
Kendall Grey

Informal

Informal thank-you letters are more appropriate for coworkers or people you've met networking. In general, they should not be sent to people at a higher level than you, such as the leader of your organization. Here's an example: Subject: Thank you, Angela! Hello, Angela: I hope your day is going well. Thank you for taking the time to talk with me yesterday and answer all my questions about our upcoming project. You helped me clear up the confusion that I had regarding the timeline and overall organization. Now, I feel confident in moving forward and finishing this project quickly. I value having such a supportive team member, and I hope I can be helpful to you in the future. Kind regards,
Omari Related: 13 Different Ways To Say "Thank You For Reaching Out"

Thank-you email templates

Now that you've reviewed example thank-you emails, here are two templates to get you started on your own:

Formal

Subject: Expressing gratitude Dear [recipient's name], I am writing to express my appreciation for [your reason for writing the letter]. Your support has helped me to [result]. Thank you for your [explain how they have helped you achieve the result]. [Include any additional relevant information.] Sincerely,
[Your full name]
[Optional contact information]

Informal

Subject: Thank you, [recipient's name]! Hello [recipient's name], [Friendly greeting]. Thank you for your [reason you are writing]. You really helped me to [how they helped you]. I value your kindness and all the support you are always willing to offer me. I hope that you have a great day, and that I can help you in some way in the future. Kind regards,
[Your name] Related: 16 Employee Thank-You Letter Examples and Templates

Why you should send a thank-you email

Thank-you emails are a polite way to let someone know that you appreciate their time, help, advice or support. Sending a thank-you letter is an important part of professional etiquette. In general, they show you're appreciative of another person's help, but they may help you advance in your care. For example, sending a thank-you letter lets your supervisor know that you are professional, polite and courteous. This small gesture could also help you stay top of mind with a colleague or someone you met at a networking event for your next career opportunity. Read more: Guide To Thank-You Notes