How To Write a Thank You Note - ohsopaper

How To Write a Thank You Note

Written by: Danielle Stewart


Time to read 8 min

Ever received a heartfelt thank you note that made your day? In a world where digital messages are the norm, taking the time to write a thank you note can make a powerful impression. 

Whether you’re expressing gratitude for a thoughtful gift, a kind gesture, or someone's support, a well-crafted thank you note shows appreciation and strengthens relationships

This guide will walk you through the art of writing a thank you note that’s sincere, personal, and memorable, making it easy for you to convey your gratitude in a meaningful way.

Short on time read the TLDR summary:

Warm Greeting: Start with a personal and appropriate greeting.

Express Gratitude: Be specific about what you're thankful for.

Add a Personal Touch: Share details or anecdotes related to the gift or gesture.

Reiterate Thanks: Summarize your appreciation.

Sincere Closing: End with a fitting closing phrase and your name.

Personalized Stationery: Use quality, personalized stationery for added impact.

Avoid Pitfalls: Don't be generic, delay too long, or overthink your wording.

A woman

1. Begin with a warm greeting

Starting your thank you note with a warm greeting sets a friendly and personal tone right from the beginning. Address the recipient by name to make your note feel more personalized and sincere. Here are some tips and examples to help you craft the perfect opening:

  • Use the recipient's name : This adds a personal touch and shows that the note is specifically for them. For example, “Dear Sarah,” or “Hi John,” are great ways to start.
  • Match the tone to your relationship : If the recipient is a close friend or family member, a casual greeting like “Hey” or “Hi” is appropriate. For a more formal relationship, such as a colleague or a professional contact, use “Dear” followed by their name.
  • Avoid generic greetings : Phrases like “To whom it may concern” or “Hello” can make your note feel impersonal. Make it specific to the person you are thanking.

Examples :

  • For a friend: “Hi Emma,”
  • For a professional contact: “Dear Mr. Thompson,”
  • For a family member: “Hey Mom,”

By beginning with a warm and personalized greeting , you set the stage for a heartfelt thank you note that will resonate with the recipient.

2. Express Your Gratitude

This section is the heart of your thank you note, where you convey your sincere appreciation. Be specific about what you are thankful for to show genuine gratitude. Here’s how to do it effectively:

  • Clearly state what you are thanking them for : Mention the specific gift, gesture, or action that prompted your thank you note. This shows the recipient that you truly appreciate their effort.

    • Example: “Thank you so much for the beautiful vase you sent.”
  • Use sincere and heartfelt language : Authenticity is key. Avoid generic phrases and instead, write from the heart.

    • Example: “Your thoughtfulness means so much to me, and I absolutely love the vase.”
  • Highlight the impact : Explain how the gift or gesture has positively affected you or why it is meaningful.

    • Example: “I’ve already placed it in my living room, and it brightens up the entire space.”

Examples :

  • “Thank you so much for the lovely book. I’m excited to dive into it and explore the new ideas.”
  • “Your support during my move was incredibly helpful. I couldn’t have done it without you.”

By being specific, sincere, and highlighting the impact , you ensure your gratitude feels genuine and heartfelt, making your thank you note truly memorable.

A woman sitting outside writing in a notebook

3. Include a Personal Touch

Adding a personal touch to your thank you note makes it even more meaningful and memorable. Share a specific detail or story related to the gift or gesture to show the recipient how much it means to you.

  • Mention how you are using the gift or how the gesture has helped you : This personal detail shows the recipient the real impact of their thoughtfulness.

    • Example: “I’ve already found the perfect spot for the vase in my living room, and it brightens up the space beautifully.”
  • Share a relevant anecdote or memory : This can make your note more engaging and heartfelt.

    • Example: “Every time I see the vase, it reminds me of our wonderful trip to the countryside last summer.”
  • Express your feelings : Let the recipient know how their gift or gesture made you feel. This adds an emotional connection to your note.

    • Example: “Your gift truly made my day and brought a smile to my face.”

Examples :

  • “The scarf you knitted for me is not only beautiful but also incredibly warm. I wore it on my walk yesterday, and it kept me cozy the whole time.”
  • “The cookbook you gave me has already inspired me to try new recipes. Last night, I made the chocolate cake, and it was a hit with my family.”

By sharing specific details, anecdotes, and expressing your feelings , you add a personal touch that makes your thank you note stand out and feel truly special.

4. Reiterate Your Thanks

After expressing your initial gratitude and adding a personal touch, it's important to reiterate your thanks to reinforce your appreciation. This final expression of gratitude leaves a lasting impression on the recipient.

  • Restate your gratitude : Summarize your appreciation to ensure the recipient knows how much their gift or gesture means to you.

    • Example: “Once again, thank you so much for the beautiful vase.”
  • Emphasize the impact : Highlight how their thoughtfulness has positively affected you, reinforcing the importance of their kindness.

    • Example: “Your gift has truly brightened up my home and my day.”
  • Keep it sincere and heartfelt : Use genuine language to convey your appreciation, making your thank you note feel authentic.

    • Example: “I am so grateful for your kindness and generosity.”

Examples :

  • “Once again, thank you for the wonderful book. It’s been such a joy to read, and I’m so grateful for your thoughtful gift.”
  • “Your support during my move was invaluable. Thank you again for all your help—it made a world of difference.”

By reiterating your gratitude and emphasizing the impact , you ensure your thank you note feels complete and leaves the recipient with a strong sense of appreciation.

5. End with a warm closing

Concluding your thank you note with a warm closing ensures that you leave a positive and lasting impression. Choose an appropriate closing phrase that reflects your relationship with the recipient and reinforces your heartfelt thanks.

  • Select a closing phrase that matches your tone : Depending on how formal or informal your note is, pick a closing that feels right.

    • Example: For a formal note, use “Sincerely,” or “Best regards,”. For a more casual note, “Warmly,” or “Take care,” works well.
  • Include your name or signature : Sign off with your name to personalize the note further and give it a finishing touch.

    • Example: “Sincerely, [Your Name]” or “Warmly, [Your Name]”
  • Consider adding a final touch : If appropriate, you might add a short sentence before your closing phrase to wrap up your message nicely.

    • Example: “Looking forward to seeing you soon.”

Examples :

  • For a friend: “Thanks again! Warmly, Emily”
  • For a professional contact: “Thank you once more for your kindness. Sincerely, John Smith”
  • For a family member: “Your generosity means the world to me. Love, Jessica”

By choosing an appropriate closing phrase , including your name or signature , and optionally adding a final touch , you wrap up your thank you note in a warm and thoughtful manner, leaving a lasting impression of your gratitude.

A woman with glasses writing at her desk

6. Sample Thank You Notes

Here are some sample thank you notes to help inspire you. Use these examples as a guide to craft your own thank you notes.

Formal Thank You Note

Dear Mr. Thompson,

Thank you so much for the opportunity to interview for the marketing position at XYZ Company. I appreciated the chance to discuss how I can contribute to your team. The insights you shared about the company's goals and values were truly inspiring.

Once again, thank you for considering my application. I look forward to the possibility of working together.

John Smith

Informal Thank You Note

Hi Sarah,

Thanks a bunch for the lovely scarf! It’s perfect for the chilly weather, and I’ve already worn it a few times. Your knitting skills are amazing, and I absolutely love the color you chose.

Again, thank you for the thoughtful gift. I can’t wait to show it off the next time we meet for coffee.


Thank You Note for a Gift

Dear Aunt Mary,

Thank you so much for the charming teapot. It’s already become a favorite in my kitchen, and I’ve used it every day since it arrived. The design is beautiful and fits perfectly with my collection.

Your generosity always warms my heart. I’m looking forward to our next tea party!


Writing a thank you note is a small but powerful way to show your appreciation and strengthen your relationships. By following the steps outlined in this guide, you can craft a heartfelt and memorable thank you note that conveys your genuine gratitude. Remember to start with a warm greeting, be specific about what you're thankful for, add a personal touch, reiterate your thanks, and end with a sincere closing. Using personalized stationery and avoiding common pitfalls will further enhance your note's impact. So, the next time someone does something kind for you, take a few moments to write a thank you note that will leave a lasting impression. Happy writing!

Frequently Asked Questions

How soon should I send a thank you note?

It’s best to send your thank you note within a week of receiving the gift or gesture. Promptness shows that you value the recipient’s kindness and appreciate it immediately.

Is it okay to send a digital thank you note?

While a handwritten note adds a personal touch, a digital thank you note is perfectly acceptable, especially if it ensures your gratitude reaches the recipient quickly.

What if I don’t know the person well?

Even if you don’t know the person well, a thank you note can still be warm and sincere. Focus on the specific gift or gesture and express your appreciation for their thoughtfulness.

How long should a thank you note be?

A thank you note doesn’t need to be lengthy. A few well-chosen sentences are usually sufficient to convey your gratitude. Aim for brevity while ensuring your message is heartfelt.

What should I write if I don’t like the gift?

Focus on the thoughtfulness and effort behind the gift rather than the gift itself. You can express appreciation for their kindness and the gesture without mentioning your feelings about the gift.

Do I need to send a thank you note for a thank you note?

No, it’s not necessary to send a thank you note in response to a thank you note. However, if the note includes a gift or a significant gesture, you might acknowledge it with a brief message of thanks.

Can I use humor in my thank you note?

Humor can be a great addition to a thank you note if it fits the relationship you have with the recipient. Just ensure that it’s light-hearted and doesn’t detract from the sincerity of your gratitude.

Danielle Stewart owner of Oh So Paper

Danielle Stewart

Danielle is the owner and creator of Oh So Paper a stationery brand that creates fun and colorful inclusive personalized stationery.

She is a Coast Guard veteran, mom of one, and lover of all things cats. She hopes to inspire more people to pick up a pen and send more handwritten notes.

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