How to Write a Thank You Note in 5 Easy Steps!

Writing 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 good 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 of greetings are:

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

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

When using a person’s 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 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 site that 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 stand out 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.

Read this article if you have lots of notes to write at the same time.

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

To take your thank you note writing to the next level, check out the tips:

About The Author
Heidi has been writing thank you notes for more thank 30 years and is the author of A Modern Guide to Writing Thank-You Notes. Her goal is to help people write better thank-you notes by provding tips and examples.

7 thoughts on “How to Write a Thank You Note in 5 Easy Steps!”

  1. I really miss thank you cards. I always send them, but it’s been years since I’ve received them. I actually stopped mailing gifts to nearly everyone, because they couldn’t even be bothered to text me to let me know it arrived safely. I send cards instead. It’s kind of sad, but sending gifts and hearing not a peep was upsetting me, and who needs that?

    • I’ve heard the same from others about not receiving any sort of thanks for a gift. One of the reason I started this blog is to encourage more people to write them, even if they’ve never written one before.

    • Oh I know what you mean about not receiving any confirmation of receiving a gift OR any kind of thank you! BTW – I make hand-made cards and had offered on the 31 Dayers Facebook page (when Heidi posted her “Thank you” blog) that I’d send anyone a card if the sent me a private message…that offer still goes!!! I have TONS of handmade cards – some made by others that I was using for “donations” for an event I went to earlier this year…That offer still stands!!

  2. Thanks for the quick and easy guide. A quick question though… Should I start my comments around whatever text is displayed on the right side and then “carry over” to the left to finish? Or start on the left? (I feel cramped on the right but people expect to read the inside of the card so I’m not certain.)

    • I recommend using a card that is blank on the inside. if you are using a card with pre-printed text, you can start on the left and carry over if needed. It just depends on how much you have to say and the size of the card. This is a great question for a full blog post!

      • Oh I know what you mean about not receiving any confirmation of receiving a gift OR any kind of thank you! BTW – I make hand-made cards and had offered on the 31 Dayers Facebook page (when Heidi posted her “Thank you” blog) that I’d send anyone a card if the sent me a private message…that offer still goes!!! I have TONS of handmade cards – some made by others that I was using for “donations” for an event I went to earlier this year…That offer still stands!!

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