Update: April 18, 2022 Jesse Stein Jesse has founded, operated and sold multiple Internet-related ventures over the last 20 years. As the founder of Audience.co, he is passionate about combining digital excellence with direct handwritten mail to build lasting customer relationships.

Writing the Perfect Handwritten Thank You Letter

Welcome to the art of the thank you letter!

Ever feel like you’re not doing enough for your business?

Would it be helpful if I told you this is a common feeling that many entrepreneurs experience?

If so, then read on to learn how to write the perfect thank-you letter. And yes; I want you to use snail mail to send it. 

A thank you note can be an incredibly powerful tool in both building and maintaining relationships. It’s crucial that you tailor each one to its recipient, but there are some general rules that should always apply:

  • Keep it brief
  • Thank them for their time and effort
  • Mention what they did for you specifically
  • Include any additional details about yourself or your company

Let’s jump right into the different types of letters. Then we’ll break down the process of writing a solid thank you note followed by some quick tips.

We’ll close things out with thank-you letter examples and a little Q&A.

Types

Types of Thank You Letters

types of thank you letters

There are so many different types of thank-you letters that sometimes it can be hard to figure out which one is best for each situation.

Is your boss being promoted?

Did your mortgage broker go above and beyond?

It’s always nice when someone takes time to write well wishes and appreciation in a thank you email message, but a handwritten letter is something more. Let’s check out a few times when thank-you letters are effective.

Thank You for Your Time 

Handwritten thank-you letters are a great way to show appreciation that the recipient took time out of their day for your organization or business.

One type is specifically used when someone attended a job interview or met with an employer. When the employer sends a handwritten note, it serves as proof that they cared about meeting up. It can be more personalized than just sending the candidate a cold email with a generic subject line after exchanging contact information following the interview.

It shows how much attention the employer pays to every person who wants to work there!

Thank You for Being a Part of Our Event 

When you think of being grateful for people who helped make your event happen, what comes to mind? Were they the MCs that got everyone up and dancing or did they offer a hand when things seemed tough?

They might have been there from start to finish as an organizer. No matter how many roles these individuals played in the event, it’s never too late to thank them and share some gratitude!

Thank You for the Opportunity or Job Interview 

This one falls into the category of business thank you cards. One of the best ways to show appreciation for someone’s time in considering you as a job candidate in the hiring process is with handwritten thank-you letters.

These notes show sincere appreciation, which will go miles with any hiring manager or recruiter that has been courteous enough to provide their valuable time during the interview process.

Thank You for the Gift

Sending a handwritten thank-you note to someone who gave you a gift is one of the best ways to show your appreciation for their generosity. It’s thoughtful, memorable, and it will make them feel good about themselves!

A handwritten thank-you note can be an excellent way to express gratitude when someone has been especially generous towards you.

These special notes are so much more personal than simply sending flowers or another token of thanks. They require time and thoughtfulness on your behalf. You have put effort into not just thanking them, but also showing that you truly care.

Breaking it Down

Breaking Down the Thank You Letter: Section-by-Section

breaking down thank you letters

What’s the point of a thank-you letter? It all boils down to one thing: making a good impression. This is what you’re aiming for with any type of business communication. 

What is the key difference in this case?

A thank-you letter is more personal than an email because it’s written by hand and is actually sent through the mail (so it shows that you put time into it). 

What kind of information should be included in your letter? We’ll break down each section below, so keep reading!

Start with a Short Introduction 

In a world where we are constantly bombarded with emails and texts, it’s important to express thanks in a more unique way.

A thank-you letter should always start off strong by introducing yourself then letting them know how they have positively impacted your life. However, don’t feel pressured into stroking their ego too much! You want your words of thanks to be genuine.

Address the Person by Name

When writing a thank-you letter, it’s important to address the individual by name and use their title where appropriate. A well-written note can make someone feel validated or appreciated for all that they do on behalf of others.

When addressing a person in a handwritten card, there are things you should keep in mind. For example: 

  • How formal or informal is this correspondence? 
  • Is it Dear Mr. Dr. or Dear Dr. Mr.? 

It’s also crucial not only to say “thank you” but express why you’re grateful!

Mention Why You are Writing to Them

When crafting a thank-you letter, always mention the exact reason why you are thanking them. Writing to your boss for their understanding during your recent office move? Thank them for being so patient and helping keep things running smoothly while you got situated in your new space!

The best way to start off any correspondence is by recognizing what they have done that has impacted or benefitted you – even if it’s just how well they managed to get something from point A to B.

Include a Brief Sentence About Your Relationship

It’s important to tell the person how your relationship has been enriched because of them in your thank-you letter. Of course, the wording will vary depending on who you’re addressing. A handwritten note for an insurance broker won’t be the same as one for a school teacher.

This allows for humility and gratitude as well as personal growth in relationships. Maintaining good communication can lead to more understanding between people while also building deeper connections.

Quick Tips

Quick Tips for Writing a Thank You Letter

quick tips for writing a thank you letter

In today’s world, it can be hard to find the time to write a thank-you letter. We’re busier than ever before and the digital age has made many of our traditional methods obsolete. But for those who are looking for an old-fashioned way to express appreciation that works better than email marketing – check out handwritten letters.

Make Sure the Tone of Your Letter is Genuine

A handwritten thank-you letter is one of the most thoughtful things someone could do for an individual. A sincere tone will show that the writer truly cares and appreciates them, while a genuine expression shows they are being honest about their feelings without any ulterior motives.

Thank the Person for Their Time and Attention

Handwritten thank-you notes are one way to go a step above and beyond. Thanking someone for their time is the least we can do, but sending something in the mail shows they’re worth the time and effort necessary to draft and mail a letter.

Include Specific Details

Mention the specifics of what they did for you when writing your thank-you letter. This will show them that not only are they appreciated but also respected and remembered!

Thanking someone is more than a social courtesy. It’s an opportunity to really get in touch with these people on a personal level. When thanking somebody for something specific, be sure to include details about their great deed or kind act. This way, when reading through the letter later on down the line, they’ll feel like time spent was well worth it because no detail was missed.

Include a Sentence About What You Learned

There are many things that can be said when writing a thank-you letter. For example, tell the person what they taught you and how it impacted your life in some way. Reflect on their kindness and generosity to see if there is anything else worth mentioning. It’s important for them to know just how much of an impact they had on someone who appreciates it!

Mention How You Hope to Maintain a Relationship

In your thank-you letter, remind the reader that they’re an important person in your life. You want to stay in contact and have them involved with what’s going on for as long as possible.

Sign Off With a Warm Personal Sentiment

It is important when writing a thank-you note to end the letter with emotional sentiment. This will make your reader feel like they are close to you, rather than just being one of many people who received a letter that day.

 

Examples & Templates

Thank You Letter Examples and Templates

thank you letter examples and templates

Let’s take a look at a few of these sample letters. Professional thank-you letters are often sent to networking contacts, prospects, current customers, career experts, and employers after a job interview or job offer.

Feel free to take a sample letter from below. These can even be used for a thank you email when paired with a killer subject line if letter writing isn’t for you.

Dear Mr. Smith,

Thank you for your generous donation to our organization. The funds you gave will go a long way in helping us continue to provide the best service possible. I am so grateful that you believe in what we do and are willing to invest in it.

I want to thank you personally for your contribution as well as for all of the time and energy you put into volunteering with us over the years.

You have been an invaluable asset at our events and one of our most dedicated supporters.

Your help has made an impact on countless lives, including my own, and I cannot thank you enough for your dedication and commitment to this community’s wellbeing.

Best Regards,

Signature

 

Dear Ms. Smith,  

I am writing you this letter to thank you for your time and consideration. You have been such a great help! Thank you again for all of the work that you’ve done in assisting me with my resume. The final product was perfect!

Yours Truly,

Signature

 

Dear Jane,

Thank you for your generous donation of $1000. Your support means a lot to us and we will put it to good use in helping people around the world learn new skills. We’re looking forward to continuing our work with you, and seeing what kind of impact we can make together!

Thank you,

Signature

 

Dear Jane,

Thank you so much for your generous donation in memory of __________! We will honor his memory by continuing our important work. It’s obvious that he was touched by the plight of those who suffer from ________ and we’re glad to do our small part in helping people around the world lead happy, healthy lives.

Thank you so much for your support!

Sincerely yours,

Signature

 

Q&A

Questions and Answers on Handwritten Thank-You Letters

questions and answers on handwritten thank you letters

What events should trigger a thank-you letter?

There are two general categories of events that should elicit a handwritten letter from you.

The first is if someone does something for you. You’re thanking someone for something they may not have done for you in the past, or it could be very costly on their behalf to do what they did (e.g., paying your full tuition). Showing gratitude can strengthen ties between you.

The second category of events is when someone has given you their time or effort without you asking them to do so.

For example, someone gives you valuable advice or words of encouragement that made a big difference in your business, career, health, etc.

Showing gratitude is always important and saying “thank you” verbally or by writing them a letter will be appreciated greatly.

What would a great thank-you letter say?

A thank-you letter is worth a thousand text messages. The art of writing isn’t hard.

So where do we start? Keep these simple rules in mind when planning out the content for your next thank-you letter:

– Be authentic; send real gratitude from your heart.

– Make sure not to be wordy or overly long. You want something sweet and simple.

– Don’t brag! Neither about yourself nor your business.

What’s the purpose of writing a thank-you letter?

The purpose is to say “Thank you for …” and then detail what they did for you or why. For example: “Thank you so much for helping me fix my car yesterday. I really appreciate your time and efforts.”

Would attaching an item to my personal letter make it more heartfelt?

Absolutely! Cliche as it may sound, the most sincere letters or expressions are never without a token of love. A small trinket is all you need to lend words just enough weight to convey your heartfelt message.

Is it worth the expense and hassle of handwritten thank-you letters?

Do lots of people still send handwritten thank-you notes? Fewer are opting to do so these days, sadly. This is unfortunate because if they take the time to write a thank you note on good stationery and mail it with a stamp it will always be more appreciated than a generic thank you email or text message just saying “Thanks for inviting me.”