32 Professional Thank You Email Templates for Any Occasion

32 Professional Thank You Email Templates for Any Occasion

Vlad Orlov

Vlad Orlov

Brand Partnerships at Respona

32 Professional Thank You Email Templates for Any Occasion

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 complete guide, 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 52 different use cases

But first, let’s answer a very simple question: what is a “thank you” email and why should you send them?

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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 – kind of like a handwritten note you pass to your crush in first grade.

Just grown up.

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 as part of your customer service 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 customer 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 sincere gratitude 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 email template 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 letter, 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 potential 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
  • Deepest thanks
  • 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?

amazon thank you email
Image source: The Good

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
onboarding thank you email

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 Examples

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 customer feedback.

Sincerely,

[Your name]

For a Donation

Subject: Thank You for Your Generous Donation

Dear [Donor],

Thank you for your generous donation to [cause/organization]. Your support helps us further our mission and make a significant impact.

With gratitude,

[Your Name]

For Volunteering

Subject: Thank You for Volunteering Your Time

Dear [Volunteer],

Thank you for volunteering your time and effort to [event/cause]. Your dedication and hard work were instrumental in making it a success.

Gratefully,

[Your Name]

For Providing a Testimonial

Subject: Thank You for Your Testimonial

Hello [Name],

Thank you for providing such a glowing testimonial. Your words greatly help in showcasing the value of our services to potential clients.

Thanks again,

[Your Name]

After a Complaint Has Been Resolved

Subject: Thank You for Your Patience

Dear [Name],

Thank you for your patience while we resolved your recent issue with [product/service]. We appreciate your understanding and hope to continue serving you.

Best regards,

[Your Name]

For Being a Reference

Subject: Thank You for Being a Reference

Hi [Name],

Thank you for agreeing to be a reference for my job application. I truly appreciate your support and the time you have taken to help me with this process.

Thanks again,

[Your Name]

For Mentorship

Subject: Thank You for Being a Mentor

Dear [Name],

Thank you for your guidance and mentorship over the past [time period]. Your advice and support have been invaluable to my personal and professional growth.

Gratefully,

[Your Name]

For Recommending Your Business

Subject: Thank You for the Recommendation

Dear [Name],

Thank you for recommending our business to [prospective client or company name]. Your confidence in our services is greatly appreciated.

Warm regards,

[Your Name]

For Completing a Certification or Training

Subject: Thank You for Completing the Training

Hello [Name],

Thank you for completing the [specific certification or training]. Your dedication to enhancing your skills will greatly benefit our team.

Sincerely,

[Your Name]

For Approving a Budget/Proposal

Subject: Thank You for Approving the Budget

Dear [Name],

Thank you for approving the budget for [specific project or proposal]. Your support enables us to move forward with our plans.

Best regards,

[Your Name]

For Excellent Vendor Service

Subject: Thank You for Your Excellent Service

Hello [Vendor Name],

Thank you for the excellent service you consistently provide. Your reliability and quality products help us serve our clients better.

With appreciation,

[Your Name]

For Renewing a Contract

Subject: Thank You for Renewing the Contract

Dear [Client Name],

Thank you for renewing your contract with [Your Company]. We value your continued partnership and look forward to serving you for another year.

Best regards,

[Your Name]

For Participating in a Panel Discussion

Subject: Thank You for Participating in the Panel

Dear [Name],

Thank you for participating in our panel discussion on [specific topic]. Your contributions were greatly valued and added significant depth to the conversation.

Best,

[Your Name]

For Timely Project Delivery

Subject: Thank You for Delivering the Project on Time

Hello [Name],

Thank you for delivering the [specific project or task] on time. Your punctuality and dedication are greatly appreciated and make a big difference.

Sincerely,

[Your Name]

For Team Leadership

Subject: Thank You for Leading the Team

Hi [Name],

Thank you for your leadership and guidance during the [specific project or period]. Your efforts were instrumental in steering the team towards success.

With gratitude,

[Your Name]

For Partnership in a Joint Venture

Subject: Thank You for Partnering with Us

Dear [Partner Name],

Thank you for partnering with us on this joint venture. We are optimistic about the opportunities this collaboration presents.

Warm regards,

[Your Name]

For Hosting a Business Event

Subject: Thank You for Hosting the Event

Dear [Name],

Thank you for hosting the event at [location]. Your hospitality and attention to detail helped make it a great success.

Best regards,

[Your Name]

For Sponsoring an Event

Subject: Thank You for Sponsoring Our Event

Hello [Sponsor Name],

Thank you for sponsoring our event [event name]. Your support was crucial to its success, and we greatly appreciate it.

With gratitude,

[Your Name]

For Media Coverage

Subject: Thank You for Covering Our Company

Dear [Journalist/Media Name],

Thank you for covering our company in your recent article. Your positive portrayal helps us reach a wider audience and build our reputation.

Best regards,

[Your Name]

For Positive Feedback During a Performance Review

Subject: Thank You for Your Feedback

Dear [Name],

Thank you for the positive feedback during my performance review. Your encouragement and guidance are greatly appreciated as I continue to grow in my role.

Best regards,

[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.

Vlad Orlov

Article by

Vlad Orlov

Managing brand partnerships at Respona, Vlad Orlov is a passionate writer and link builder. Having started writing articles at the age of 13, their once past-time hobby developed into a central piece of their professional life.

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