In our digital world of emails, texts, and emojis, a humble thank-you note might seem like a relic from a bygone era — but that’s precisely what makes it so special. Whether it’s for a gift, a simple act of kindness, or something bigger, writing a thank-you note is a small gesture that leaves a big impression. Thank-you notes originated on papyrus in ancient Egyptian and Chinese cultures but have experienced centuries of tradition, remaining essentially the same. They’re a genuine way to show your appreciation. Here’s how to write a thank-you note that perfectly portrays your gratitude.
While a thank-you email or text might suffice in our digital age, we implore you to go a step further and continue the time-honored tradition of handwriting your thanks. Creating something by hand shows that you took extra time to do something special. But don’t just take our word for it — let’s turn to the experts. “Now, more than ever, it is time to get personal,” Lisa Richey, founder of The American Academy of Etiquette, said in a Southern Living article. She added, “Sending an email or a text to thank someone for a gift is not personal.” But how exactly do you make a thank-you note personal? That’s where the written word comes in.
If you’re unsure where to start with your feelings of appreciation, most written correspondence can follow a tried-and-true template. There are many ways to fashion a thank-you note, but we like the recommendations of East Carolina University, which offers a template that exudes gratitude in just a few easy-to-follow steps. The basics of a traditional thank-you note include a salutation, a direct message of thanks, details of your appreciation, closing niceties or well-wishes, one last “thank you” to wrap it up, and a sign-off. This foolproof template will ensure a complete and thoughtful note.
The first step is to choose a salutation. You can never go wrong with “Dear [Recipient]” — “dear” is an ancient word whose earliest use meant “esteemed” or “valued,” so it’s only appropriate that we still use it to show our appreciation. After the salutation, open your note with a direct “thank you” for the specific action or gift you received, so the reader knows exactly why you’re writing. This might look something like, “Thank you for the lovely birthday flowers,” or “Thank you for helping me prepare for my upcoming interview.” Make it short and sweet, because you’ll give more details in the following step.
Next, provide a few more details to connect with the reader. (Stopping with a one-sentence “thank you” might seem impersonal.) You can tell them why you loved the gift, what you used it for, how it helped you, or what it reminded you of. For instance, “The bouquet you sent me was extra special because it included peonies, which were my grandma’s favorite flowers.”
Similarly, suppose you’re thanking them for an act of kindness. In that case, you might elaborate on how their action resulted in a positive outcome for you: “You went above and beyond your house-sitting duties by watering my plants, and not one withered away while I was on vacation!” It doesn’t hurt to acknowledge how kind their action was. For example, “This was so generous of you,” or “I know you’re very busy, and it meant so much that you took the time to help me.”
After you’ve properly thanked them and given a few charming details about why you loved the gift or appreciated their help, it’s time to wrap it up. But before you go, include some niceties to show you care. Address their loved ones if you know them — “Please send my love to Uncle Albert and Margot” — and wish them a lovely summer or a happy holiday season. If you know of something big going on in their lives, you could address it: “We were so excited to hear about Margot’s engagement! Congratulations to all.” If you’re having trouble thinking of something to write, imagine seeing this person on the street. What is the last thing you’d say to them before departing?
Now it’s time to close. You might offer a final “thank you,” but keep it brief. A simple “Thanks again!” does the trick. Finally, choose your sign-off, or valediction, a formal way of saying farewell. You have more flexibility here than with your greeting. The sign-off should be appropriate for your relationship with the reader.
“Love” is perfectly fine for close friends and family, but for colleagues and acquaintances, “Sincerely” works best. Other timeless options include “Yours Truly” or “Sincerely Yours,” which are abbreviations of the historical sign-offs, “Sincerely Your Servant” and “Your Servant Truly.” President George Washington, ever formal, often signed off as “Most Humble and Obedient Servant.” Of course, we’re not George Washington, and that level of humility would raise a few eyebrows today. In most cases, “Best Wishes” or “Take Care” strike the right balance of gratitude and friendliness. For a more fun and casual tone, you might sign off with a cheeky “Cheers!”
A good thank-you note isn’t a Shakespearean feat. It can be written in as few as five to seven sentences, each playing a key role in addressing, explaining, and portraying your appreciation. So grab a pen and your stationery, and remember — a few heartfelt lines can leave a lasting impression.
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