There are numerous situations in which you may need to send a “thank you” email – be it after some form of interaction with a client, a job interview, a welcome email, email marketing pitch or a pay raise.
It is a simple act of expressing gratitude – however, a lot of people struggle with picking the right words for their specific situation.
In this article, we will discuss:
- The different ways to say “thank you” in an email
- The structure of a professional “thank you” email and when to send it
- Templates for 32 different use cases
But first, let’s answer a very simple question: what is a “thank you” email and why should you send them?
Link building cheat sheet
What is a Thank You Email?
A thank you email is exactly what it sounds like: a letter expressing gratitude as part of customer appreciation, to a colleague, partner, or your higher-ups for a certain action.
Such an action could be booking a demo with you, a job interview, a successful sale, or literally any other email campaign.
The goal of a “thank you” email is to establish and make a positive impression on your recipient.
Whatever your goal is, you will most likely benefit from showing a little bit of appreciation.
For example, thanking a prospective employer for your job interview might tip the scales in your favor a little bit.
Or, thanking a client for registering on your website might nudge them just that extra little bit towards making a purchase from you and generate a little bit of brand loyalty along the way.
Why is Sending a Thank You Email Important?
Sending a thank you email should be part of your outreach process is important because it helps build relationships and extends collaborations further.
By sending a thank you email, you are showing the recipient that you appreciate their time and are interested in continuing to work together.
This can help improve the desired outcome of any previous meeting or conversation by fostering a stronger relationship between the two parties.
In addition, thank you emails can help to solidify business deals or agreements, as they show that both parties are committed to maintaining your collaborations.
Different Ways to Say Thank You
There are countless different ways to say thank you.
However, depending on your recipient, some forms of this phrase may be more appropriate than others.
General
First, let’s take a look at the neutral ways to say “thank you”.
You may use these in an email to a colleague that you’re not super close with, or a link building partner, for example.
- Many thanks
- Thank you very much
- I appreciate your help
- Thank you
- Sincerely
- Thank you
- Thank you for your help
- Thank you for your time
- Thank you for your assistance
Formal
In a more formal environment, a simple “thank you” might seem a little out of place.
Luckily, there are many ways to make a “thank you” sound a whole lot more professional.
These variations of a “thank you” will come in handy, for example, when communicating with a business partner, thanking a client, or discussing a new job offer.
- I appreciate your assistance
- Thank you for referring me to [name]
- My deepest gratitude
- Many thanks for offering me this opportunity
- I sincerely appreciate it
- Please accept my thanks
- Thank you for providing me with this career advice
- I am very grateful for your consideration
- Thank you for considering my request
- Thank you for the opportunity to meet with you
- Thank you for putting me in touch with [name]
- I appreciate your willingness to help
- I would like to thank you for [action]
- Thank you for speaking with me
- Thank you for taking the time to [action]
- I appreciate the information
There are a million other ways to say thank you in a formal way – however, the best way to make a thank you sound professional is to mention the exact action that you are grateful for.
When to Send a Thank You Email?
The best time to send a thank you email is immediately after a certain interaction with your client, coworker, business partner, etc.
Notice how whenever you order something from Amazon, you get an email confirming your order and thanking you for your recent purchase?
There are countless other situations when sending a thank you email would be appropriate, or even downright necessary, such as:
- After a job interview
- Asking for a second interview
- After a networking event
- After a business lunch or dinner
- After a meeting
- After a presentation
- After completing a project
- After a sales call
- After a favor
- After a purchase
- After onboarding a user to your platform
We will be looking at templates for each of these situations, as well as dozens of others further down in the article.
How to Write a Professional Thank You Email?
Thank you emails are not exactly rocket science.
They share almost everything in common with any other kind of formal email and consist of a subject line, greeting, the body of the email, sign-off, and, of course, your signature.
Email Subject Line
You don’t need to reinvent the wheel with the subject line.
As you will notice in the templates section, all of them include some form of “thank you” in them.
It’s a thank you email, after all.
Greeting
The greeting will depend on who you’re emailing.
If it’s a friend or a colleague, it can be as simple as “hello”, or “hi”.
In a more formal email, such as one to your boss or a client, you may want to choose something more reserved, such as “Good afternoon”, or “Dear [Name]”.
Body
The body is where the actual thanking happens (even though you probably already have a “thank you” in your subject line and sign-off).
The most important part of your email’s body is personalization.
Tell the person exactly what you are thankful for and tailor it to your exact situation.
For example, if you’re a job seeker thanking a hiring manager for attending a meeting with you, mention something that you have discussed – for instance, one of the interview questions or the project that you’re in the multiple interview process for to potentially sway the hiring decision in your favor.
Another tip for writing great “thank you” letters is to not overdo it. Be sincere, don’t lie, and don’t try to put the other person on a golden pedestal.
Finally, another tip to make for a great thank you email is to include other key phrases that express gratitude, such as:
- Appreciate
- Grateful
- Thankful
- Indebted
- Obliged
By using other key phrases other than “thank you”, you will be able to give your email a more personal touch, in addition to being descriptive about what you’re thankful for.
Sign-Off
A very typical sign-off for a thank you email is to simply say “Thanks,” again.
Again, no need to reinvent the wheel.
Signature
Your email signature should include a few things:
- Your picture or company logo
- Your physical address
- Social handles
- A phone number, other email addresses or any additional contact information on how to reach you
A good email signature makes you look more professional and provides your recipients with additional means of contacting you.
If you don’t already have one, you should set up an email signature before sending that email.
Thank You Email Templates
After a meeting
Subject: Thank you for the meeting
Dear [Name],
Thank you so much for taking the time to meet with me today. I really appreciate it. I am excited to move forward with our project and I feel confident that we will be able to achieve great things together.
Thank you again for your time and your expertise. I look forward to working with you.
Sincerely,
[Signature]
When a job interview is set up
Subject: Thank you for setting up my interview
Hello [Interviewer name],
Thank you for taking the time to set up my interview. I appreciate the opportunity to speak with you about the [position] position. I am looking forward to meeting with you and learning more about the job.
Attaching my cover letter to this email.
Thank you again,
[Your name]
Post Interview Email Example
Subject: Thank you for your time!
Hello [Employer],
Thank you so much for taking the time to meet with me today. I really appreciate the opportunity to learn more about the [position] role and your company culture.
I am confident that I have the skills and experience required for the job and I am very excited about the possibility of joining your team.
Thank you again for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your name]
After you got the job
Subject: Thank You!
Hello [Employer],
Thank you so much for giving me the opportunity to work at [Company Name] as the [Job Title]. I am very excited to start working with you and the rest of the team. I am confident that I will be able to contribute to the success of the company and help it grow.
Thank you again for this opportunity. I look forward to working with you and getting started on this new adventure.
Sincerely,
[Your Name]
After a job rejection
Subject: Thank You for Your Consideration
Dear [Employer],
Thank you for taking the time to consider me for the [position] position at your company. I appreciate the opportunity to have interviewed with you and your team, and I am grateful for the feedback you were able to provide.
I will continue to look for opportunities that match my skills and interests, and I hope to have the chance to meet with you again in the future. Thank you again for your time and consideration.
Sincerely,
[Your Name]
Thank you for your application
Subject: Thank you for your interest!
Hello [name],
Thank you for applying to [company name]! We appreciate your interest and time in applying with us.
We will be in touch with you if your qualifications meet our needs.
Thank you again, and we look forward to hearing from you.
Sincerely,
[Your name]
For a job referral
Subject: Thank you for the referral!
Hello [Referrer],
Thank you so much for referring me to the [position] position at [company]! I am truly grateful for your help in getting my foot in the door. I will keep you updated on how the process goes and, fingers crossed, I will be starting my new job soon!
Again, thank you from the bottom of my heart.
Sincerely,
[Your name]
After a job promotion
Subject: Thank you for the promotion
Hello [Name],
Thank you for the promotion. I am excited to take on the new responsibilities and challenges that come with this new role. I am grateful for the opportunity to contribute to the company in this new capacity.
Thank you,
[Your name]
Last day of work
Subject: Thank you!
Hello everyone,
I just wanted to say a quick thank you to everyone for making my last day at work so special. It meant a lot to me to have you all there to send me off. I’m really going to miss working with all of you, but I’m excited for the next chapter in my life.
Again, thank you so much and I hope to keep in touch.
Sincerely,
[Your name]
Last day of internship
Subject: Thank You From an Intern
Hello everyone,
I wanted to say a big thank you to each and every one of you for making my internship here so memorable. I have learned so much from all of you, and I am truly grateful for your guidance and support. I will never forget the lessons I have learned here, and I look forward to applying them in my future career.
Thank you again from the bottom of my heart. I hope to keep in touch with all of you.
Sincerely,
[Your Name]
To boss for a personal favor
Subject: Thank you for the favor!
Dear [Boss],
Thank you so much for doing me the favor of letting me take the day off tomorrow. I really appreciate it! I’ll make sure to make it up to you.
Sincerely,
[Your name]
Employee appreciation email
Subject: Thank You for Your Exceptional Performance
Dear [Employee Name],
Thank you for your exceptional performance during the past month/quarter/year. Your hard work and dedication are greatly appreciated. I am confident that your contributions will continue to be a valuable asset to our team.
Thank you again for your outstanding efforts.
Sincerely,
[Your Name]
To your team for their dedication
Subject: Thank you for your dedication!
Hello team,
I wanted to take a moment to say thank you for all your hard work and dedication. It is appreciated and does not go unnoticed. I am proud to be working with such a talented and driven group of people. Keep up the good work!
Sincerely,
[Your name]
To a colleague for helping
Subject: Thank you for your help!
Hello [Name],
I wanted to take a moment to say thank you for your help with [project/task]. I really appreciate your expertise and assistance. Thank you for taking the time to help me out.
Sincerely,
[Your Name]
To a client for signing up
Subject: Thank you for signing up!
Hello [client name],
Thank you for signing up for our [program/service]. We are excited to have you on board and we are looking forward to working with you.
If you have any additional questions, please do not hesitate to contact us.
Thank you,
[Your name]
Client anniversary
Subject: Thank You for Your Continued Support!
Dear [client name],
Thank you for your continued support over the past [number] years! We appreciate your business and are looking forward to continuing to serve you in the future.
If there is anything we can do to improve your experience, please don’t hesitate to let us know.
Thank you again for being a loyal customer and we hope you have a happy anniversary!
Sincerely,
[Your name]
For placing an order
Subject: Thank you for your order!
Hello [Name],
Thank you for placing your order with us! We appreciate your business and are excited to get your order shipped out to you.
If you have any questions or concerns, please do not hesitate to contact us.
Thank you again,
[Your Name]
Holiday thank you
Subject: Thank you for your business!
Dear [Client Name],
Thank you for your business in the past year. We truly appreciate it and are looking forward to continuing to work with you in the new year.
We wish you all the best in the coming year.
Sincerely,
[Your Name]
For becoming a member
Subject: Thank you for becoming a member!
Dear [Client name],
Thank you for becoming a member of our community! We are excited to have you as part of our growing group of like-minded individuals.
As a member, you will have access to exclusive content, discounts, and invitations to special events. We hope you take advantage of all that we have to offer and use this opportunity to connect with others who share your interests.
Thank you again for joining us. We look forward to getting to know you better!
Sincerely,
[Your name]
For attending an event
Subject: Thank you for attending our event!
Hello [Name],
Thank you for attending our event! We appreciate your support and we hope you had a great time. We would love to hear your feedback, so please feel free to contact us.
Thank you again, and we hope to see you at our next event!
Sincerely,
[Your name]
For sharing our content
Subject: Thank you for sharing my content!
Hello,
I just wanted to drop a quick note to say thank you for sharing my content with your audience. I’m always grateful when people help me spread the word, and I really appreciate your support.
Thanks again,
[Your name]
For a referral
Subject: Thank you for the referral!
Hello [client name],
Thank you so much for referring [referred person] to us! We truly appreciate your confidence in our services and we’ll do our best to provide the referred person with the same high level of service that you’ve come to expect from us.
Thanks again,
[Your name]
For support
Subject: Thank you for your support!
Hello [Client name],
Thank you so much for your support during this past year. We appreciate all that you have done for us and we are truly grateful. We are looking forward to continuing to work together and to provide you with the best possible service.
Thank you again,
[Your name]
For feedback
Subject: Thank you for your feedback!
Hello [Client Name],
Thank you so much for taking the time to provide your feedback. We really appreciate it and will take your comments into consideration as we continue to strive to improve our services.
Thanks again,
[Your Name]
For visiting
Subject: Thank you for coming!
Hello [client name],
Thank you for coming to visit us! We enjoyed having you here and getting to show you around. We hope you had a good time and learned a little bit about what we do.
Thank you again for coming and we hope to see you soon.
Sincerely,
[Your name]
For choosing us
Subject: Thank you for choosing us!
Dear [client name],
Thank you for choosing us as your [service] provider. We are committed to delivering the best possible service and we appreciate your business.
If you have any questions or concerns, please do not hesitate to contact us.
Thank you again,
[Your name]
For booking/reservation
Subject: Thank you for booking with us!
Dear [client name],
Thank you for choosing to book with us! We are excited to have you as our guest and we look forward to providing you with an enjoyable experience.
Thank you again for your business. We appreciate your patronage.
Sincerely,
[business name]
For making a payment
Subject: Thank you for your payment!
Dear [client name],
Thank you for your payment of [invoice amount] on [date of payment]. We appreciate your prompt payment and we look forward to continuing to work with you.
If you have any questions, please do not hesitate to contact us.
Thank you,
[Your name]
For downloading content
Subject: Thank you for downloading our content!
Hello [client name],
Thank you for downloading our [type of content]! We appreciate your interest and hope you find it useful.
If you have any questions or feedback, please don’t hesitate to contact us.
Thank you again, and best wishes,
[Your name]
For contacting
Subject: Thank You for Contacting Us
Dear [Name],
Thank you for reaching out to us. We appreciate your interest in our company and are happy to help answer any questions you may have. We will respond to your inquiry as soon as possible.
Thank you again for your interest, and we look forward to hearing from you soon.
Best regards,
[Your Name]
For registering for a giveaway
Subject: Thank You for Registering!
Hello [Client Name],
Thank you for registering for our giveaway! We appreciate your interest and are excited to see who the lucky winner will be.
Good luck, and thanks again for registering.
Sincerely,
[Your Name]
For raising concerns
Subject: Thank you for your concern
Hello [client name],
Thank you for bringing your concerns to our attention. We take feedback from our clients very seriously and appreciate you taking the time to share your thoughts with us.
We will do our best to address your concerns as soon as possible and will keep you updated on our progress. Thank you again for your feedback.
Sincerely,
[Your name]
Now Over to You
So, to sum it up, in a good thank you email, you should:
- Be honestly thankful but not overdo it
- Directly mention the action that you’re thankful for
- Be professional and respectful
Feel free to use one the templates we’ve provided or make any tweaks to make them fit your personal style.
If you’re in need to send a lot of emails and it seems like a lot of work to do it manually, don’t worry.
Respona was designed for mass outreach – feel free to start your 14-day free trial right now.
FAQ
How long should a thank you email be?
A thank you email doesn’t need to be an essay praising the recipient – a few lines directly thanking them for a particular action is enough.
When should you send a thank you email?
It depends on the situation.
If your recipient is a client and you want to thank them for a purchase, you should have an automated thank you system set up that immediately messages them.
On the other hand, if you have just had a job or a phone interview, it’s best to wait a couple of hours to not seem too pushy.
What’s the best way to say thank you?
The best way is a handwritten thank you note. But, that only works in the workplace or some setting where you have physical contact with your recipient.
However, in the digital age, a personalized thank you email will do just as well.
Who should send a thank you email?
A client, your boss, your colleague, a friend, a human resource manager, or a job candidate – thank you emails are appropriate to send to pretty much anyone you have interacted with professionally.
Should you follow up on a thank you email?
There is no need to follow up on a “thank you” as the message itself is already a follow up email on your recipient’s action.
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