How to write a thank you note in 5 easy steps
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How to write a thank you note in 5 easy steps

Thank YouWriting thank you note notes can be rewarding and is an excellent way to express gratitude!

Most people are happy to receive thank you notes, so taking the time to write a thank you is worth the time.

These 5 easy steps will help you to write thank-you notes with confidence.

The 5 Steps to writing a thank-you note:

1. The Greeting.

The first step is to greet the person.  The greeting starts the note. Some examples greetings are:

  • Hi [Name],
  • Hello [Name],
  • Dear [Name],
  • [Name]

In the example below, the greeting is “Hi Heidi + Ted”.

When using a person name, be sure to spell their name right! Some people will not care what else the note says if their name isn’t spelled right.

The name you use for a person should be the name that you use to address them in person. For example, if you call a couple Mr. and Mrs. Jones and never by their first names, use Mr. and Mrs. Jones when writing them a note.

2. Write The Thank You.

Next, write what you are thanking them for. Being specific. is my #1 tip.  This is done by Including what a the gift was.

If someone helped you with something mention what that was. This can be one sentence. In the example, my dad thanked us for the meal at China Garden and also the Babe Ruth bars.

3. Say What or Why.

For the person to feel like you appreciated the gift, describe how you will use it, why you like it, or compliment it. If you have already used it, tell the person how you used it.

If you are writing a thank you note for money, say how you spent the money or went you are saving it for. This section can be one or two sentences.

You can find generic thank-you note sayings here. Whenever possible, generic wording or quotes should be avoided to make your note more meaningful. There are many posts on this this provide thank you note wording samples for many occasions. Please review the topic list here.

In the example below, my dad complimented the China Garden experience – “a good time was had by all”. He also said what he would do with the Babe Ruth bars – “take some to Honduras”.

4. Closing.

Next, close the note. This is where you say Love, Sincerely, or my personal favorite. “Thanks Again!”. The option that you choose will depend on your relationship with the person. My dad chose “Love”. This was appropriate since I am his daughter.

Here are some closing suggestions:

  • Many thanks,
  • Love,
  • Thank you again,
  • Sincerely,
  • Best Regards,
  • Kind Regards,
  • With love,
  • With gratitude,
  • Thanks again!

5. Sign your name.

End the note with your signature. In the example below, I call my dad “Dad” so he signed his name with Dad. When writing a note to someone other than his children, you will use his name.

How well you know the person will up determine if you want to use only your first name, full name, or a nickname, or title (ex. Doctor). With my immediate family members, I sign note cards with Heidi. For others, I use my full name.

Those are the 5 easy to follow steps!

Example using a real thank you note

This thank you note was written to my husband and me by my dad for the birthday presents we gave him. The gifts were a gift card to China Garden, his favorite Chinese restaurant, and some fun size Babe Ruth bars. His birthday was shortly before he left on a mission trip to Honduras.

Thank you note example

The note says:

Hi Heidi + Ted,
Thank you for the delicious meal at China Garden. A good time was had by all.   The Babe Ruths are my favorite candy bar. I will take some to Honduras.
Love,
Dad

More on thank you note writing

You may be wondering if your thank you note should be handwritten. Handwritten notes will standout and be more memorable in most situations (job interviews may be an exception). However, with today’s technology, many are choosing other methods for saying thank you, such as text messages and other ways.

If you feel overwhelmed by choosing a thank you note card, read through the 7 tips here.

Read this article if you have a ton a notes to write at the same time.

For your first ever thank you note, read the tips here.

To take your thank you note to the next level, check out the tips for writing an awesome note, or download the free “how to write a better thank you note guide“.

This site is filled with free thank you note example wording. Check out the Topic List to find a post specific to your situation (baby shower, wedding, borrowing stuff, pastor, neighbor, boss, coworkers, etc.).

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