Writing thank-you note notes can be rewarding and an excellent way to express gratitude!
Most people are happy when they receive a thank-you note, so writing a good thank-you note is worth the time.
The simple steps below will teach you how to write a thank-you note.
The Five Parts of a Thank-You Note
- The greeting.
- The thank you message.
- For what or why are you thankful?
- The closing.
- Sign your name.
Each part is explained in detail in the template below.
Thank you notes can be enjoyable to write as they allow you to reflect on your relationship with the person. You may even learn to look forward to writing thank-you notes.
After all, if you want to write a note, it means you have a reason to be grateful. And sending someone a thank you message may make their day.
Because the wording for the thank you message can be challenging, this site is full of examples with posts for many topics. The topic list here (it includes coworkers, boss, dinner, teacher, veterinarian, neighbor, baby shower, birthdays, Mother’s Day, monetary gifts, and many more).
Thank-you notes are the best when they include specific details. But sometimes, you may need generic thank you note wording.
Thank You Note Template
Note: Words [in brackets] should be replaced as needed. The 5 steps are in italics.
Dear [Name], – This is step 1, the greeting.
Thank you for the [whatever you are saying thank for] (this is step 2, the thank you). [One or two sentences about why you are thankful or what you will do with the gift (this is step 3, the what or why).
Thanks again, – This is step 4, the closing.
[Your Name] – Step 5 is signing your name.
The 5 Steps to Writing a Thank-You Note:
1. The Greeting.
The first step is to greet the person. The greeting begins the note. Some examples of greetings are:
- Hi [Name],
- Hello [Name],
- Dear [Name],
In the example below, the greeting is “Hi Heidi + Ted”.
Tip: Be sure to spell their name right! Some people will only care what else the note says if their name is spelled right. For example, is it Michelle or Michele?
The name you use for a person should be the name 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.
If you are writing a note to your pastor and refer to them as Pastor Dan, then use Pastor Dan in the greeting.
2. Write The Thank You Message.
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 note below, my dad thanked us for the meal at China Garden and also the Babe Ruth bars.
Your sentence can start with: Thank you for the _________.
If you want to start with something other than “thank you,” read through the nine tips to a better thank you note.
3. Say What or Why.
For the person to feel like you appreciated the gift, please 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 it or what 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 thank you messages or quotes should be avoided to make your note more meaningful.
For example, only writing “thank you for the thoughtful gift. I really appreciate it.” sounds generic. They may think you don’t remember the gift, which may offend the person. When you remember the present, it’s better to say what it is (but a generic note is better than not saying thank you at all).
Many posts on this site provide thank you note wording samples for many occasions, events, and holidays. 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. Thank You Note Closings
Next, close the note. This is where you say Love, Sincerely, or my favorite, “Thanks Again!”. The option that you choose will depend on your relationship with the person. For example, my dad chose “Love.” This was appropriate since I am his daughter.
Here are suggestions for closing your thank you note:
- Many thanks,
- Thank you again,
- Best regards,
- Kind regards,
- Warm regards,
- With love,
- God bless,
- With gratitude,
- All the best,
- Thanks again,
- Thank you so much,
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.
How well you know the person will determine if you want to use only your first name, full name, nickname, or title (ex., Doctor). With my friends and family members, I sign note cards with Heidi. For others, like in a post-interview thank-you note, I use my full name.
Signing your name may seem obvious, but I received cards where the person forgot and didn’t use a return address label. However, based on the note’s context, I could figure out who it was from.
Example Using An Actual Thank You Note
My dad wrote this thank you note to my husband and me 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.
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.
As you can see, my Dad’s handwritten note includes all five parts of a thank you note.
You may also notice that his handwriting isn’t that easy to read. That’s okay! I could still make it out. So don’t use “no one can read my writing” as an excuse to avoid handwritten notes.
Thank You Note Writing Tips
- If you decide to send a text message or perhaps an instant message (ex., to a coworker or boss) instead of a handwritten note or email, the greeting, closing, and the signing of your name can be omitted.
- 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).
- Many are choosing other ways to say thank you, such as text messages, but I still prefer a handwritten thank you note despite today’s technology.
- Choose a card appropriate for your situation. Please read through my 7 tips for choosing a card.
- Read this article if you have many notes to write (like after weddings, baby showers, or high school graduation).
- For your first-ever thank you note, read the tips here. Or check out my “stuck inside, write notes” guide.
- And read this post for 22 thank you note writing tips.
Thank You Note Wording examples
The thank you message will be the most challenging part of the note. Knowing what to say when you want to express your gratitude can feel difficult.
The best thank you notes feel sincere, so you may need to paraphrase an example to make it sound like it came from you.
Please remember that the goal is for the recipient to know they/their gift is appreciated.
My recommendation is to make the note personal and specific. However, if you need to write a generic note, there is a list of wording suggestions here.
Otherwise, this site has hundreds of examples to inspire you to write the perfect note. You can browse the topics here. Look for a post for the occasion you need to write a thank-you note.
How long can you wait to send a thank you note
My advice is to send a thank-you note promptly. Within a week is a good timeline to aim for.
It’s better to get that note written than to procrastinate. Otherwise, you may spend more time thinking about writing the note than it would take to actually write it and mail it (if doing a handwritten card).
However, you will need more time when you have many to write following an occasion where many gifts are received. Within a month or two seems reasonable (the rules are made up and a little arbitrary). Even Emily Post says that a year is too long for wedding gifts.
To take your thank you note writing to the next level, check out the tips: