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Writing a Thank You Letter: Tips, Recommendations, & Examples

We’re all taught to say the “magic words” please and thank you from a young age. And as you get older, they never go out of style, especially in a professional setting.

There are plenty of reasons to send a professional thank-you letter .

Most importantly, it helps to build and maintain professional relationships, which may help you extend your network and access opportunities in the future.

It is also a great way to show employers, colleagues, and vendors that you value their time and express your intentions in the future. Finally, and perhaps most importantly, it’s just good manners!

In this guide, we’ll show you how to write a professional thank you letter and provide plenty of tips, recommendations, and examples to help you build your network and seize new opportunities.

Table of Content:

How to Write a Professional Thank You Letter

Ready to get your thanking cap on!? Writing a professional thank you letter is more than just putting the words “thank you” in an email and pressing send.

If you really want to wow potential employers, follow these steps to write a letter that’ll really show your appreciation.

1. Create a clear subject line

Every great thank you note needs to start with a great subject line. Since most thank you letters these days are sent via email, the subject line will be the first thing the recipient reads. If it’s not enticing, they may not even read your note!

A subject line has limited space, so make sure you include just enough information to tell the recipient why you’re sending the email. Typically, you just need the words “Thank You” and either your name, job title, or a combination of both.

Here’s a perfectly acceptable thank you letter subject line:

Thank You – FirstName LastName, JobTitle Interview

You’re welcome to mix it up as you see fit, but that’s all you need for a great thank-you letter subject line.

It’s enough to tell the recipient what the email is about and who it’s from. Adding the job title is a good idea for after-interview thank you letters to remind the recipient what they know you from.

2. Start with a personal greeting

The first piece of text in your thank you letter should be a personal greeting. You want to address the recipient by name to make your note feel more personal .

Don’t use the old “To whom it may concern.” It’s very impersonal and makes the recipient feel like they’re not important. 

You can start with the classic “Dear,” followed by the recipient’s name, or you can use any other salutation of your choice. Just make sure it’s professional! Here are a few suggestions:

• Hi or Hello (more informal)

You can also simply start with the recipient’s name or with Mr. or Ms. followed by their last name.

If you’re not sure of the recipient’s gender identity, it’s always best to simply use their full name without any gendered terms. 

You should also avoid using the time of day like “Good morning” since you don’t know what time they’ll actually be reading your letter.

3. Show your appreciation

It is a thank-you letter, so be sure to show your appreciation right away. Start your body text with a big old “Thank you for…” or “I appreciate…” and express your appreciation in a sincere and authentic manner. 

Let the recipient know that you really appreciate their time, and throw in a few specifics you learned while researching the position or company to make it more personal. Thank you letters are all about being personal! 

When showing your appreciation in a professional thank you letter, avoid exclamation points . You’re not writing to your cousin in another state. Keep it professional and avoid abbreviations, slang, or trendy terms.

4. Let them know again that you’re interested in the job

Thank you letters are mostly about being polite, but there’s also another motive.

You want to stay top-of-mind for potential employers . Sending a thank you letter or email after an interview gives you a little head start over the other candidates.

In your thank you letter, be sure to remind the hiring manager that you’re still interested in the job. This reinforces the idea that you’re serious about the position.

Even if the resume you working hard on writing didn’t completely wow the potential employer right away, a follow-up letter might make them look back on your resume with fonder eyes.

Of course, if you decided the position isn’t right for you , mention that in your letter, too. The hiring manager will appreciate your honesty , and it will save them time in the hiring process.

5. Refer to a Specific Moment of the Interview

When it comes to thank you letters, the more personal, the better. Nobody likes a copy/paste thank you note! To add a more personal touch , mention a specific moment from the interview in your letter.

Talk about some part of the interview that was memorable or particularly interesting. This reminds the potential employer about your specific interview, also helping you stay top-of-mind as they go through the hiring process.

While you’re talking about the specific moment, remember to mention how your skills and experience relate to the position and how you’ll use them! 

6. Offer to bring more information (in case they need it)

The last body section of your thank you letter should be an offer to provide more information.

Even after reviewing your resume and interviewing you, there’s still more a hiring manager might want to know about your qualifications .

Your offer can be something as simple as, “Feel free to contact me for more information.”

It doesn’t need to be a long, drawn-out paragraph. Just a sentence or two mentioning that you’re available to answer any questions they might have.

7. Close and sign your thank you letter

With your letter coming to a close, thank them again and finish it with a professional and sincere sign-off .

Remember to include your full name and contact information, such as your phone number and email address. You can also add extra links to your LinkedIn, website, or  professional portfolio , but those are completely optional.

Your close and signature should look something like this:

Thank you for your time. 

FirstName LastName

Email | Phone | portfolio.com

8. Proofread, proofread, and proofread some more

The final step in any professional thank you letter before you hit the send button (or lick the stamp) is to proofread it.

Nothing will ruin the power of a thank-you letter like a silly spelling or grammar mistake . It might even hurt your chances of getting hired!

Once you finish writing the letter, go do something else for a few minutes. Then, come back and reread it with fresh eyes, correcting any mistakes you find. Then, repeat the process.

When you’re absolutely sure there aren’t any mistakes, you’re ready to send!

Thank-You Letter Template and Examples

Now that you know the parts of a great thank you letter, let’s take a look at some examples of what you might send after a job interview, meeting a networking contact, and a generic letter that’s short and sweet.

First, let’s see an example of a thank you email after an interview:

Example: thank you email after interview

Subject: Thank you – John Smith, Accountant Interview

Dear Ms. Susan Coffey,

Thank you for taking time out of your busy schedule to meet with me about the accountant position yesterday. I genuinely enjoyed learning about your business.

Learning about your organization made me even more excited about the opportunity to join your team at ResumeGiants Accounting Firm. I was particularly interested with how your team worked together using project management software in real-time. I used similar software in my previous accounting role and look forward to using my experience to ensure further success at your company.

If you need any additional information about my background or experience, feel free to reach out. I look forward to talking to you about the position.

Thank you for your time.

[email protected] | 444-555-2222

Example: After a networking contact thank you letter

Here you can read an example of a letter to say thank you to a networking contact:

Hello Mr. Westfall,

Thank you for taking the time to talk to me yesterday at the conference. It was a pleasure to learn about what you do, and I’m excited for the opportunity to potentially work together in the future. I believe my firm’s 20 years of experience will make us the ideal vendor for your business’s needs.

During our talk, you noted that your company needs a better way to manage your thousands of client contacts and send marketing emails in an efficient manner. Our platform is designed to make CRM and email marketing campaigns simple, and our dedication to customer service will ensure you and your team will have all the support you need to ensure marketing success.

If you or your management team have any further questions about my background or experience, or about our platform’s features and usability, don’t hesitate to reach out. I look forward to potentially working together in the future.

Thanks again for your time.

Marjorie Bauer

[email protected] | 555-555-6541 | company.website

Example: simple and short thank you letter

For last, let’s see a simple and short thank you letter:

Dear Allison Maybach,

Thank you for writing such a positive job reference for my position at ResumeGiants Software Company. I appreciate you taking time from your busy schedule to think of me and help me create a better future as a software developer. 

Your guidance has been instrumental in my success thus far, and I look forward to developing our professional relationship further.

Thanks again.

Robin Banner

[email protected] | 848-555-6546

Always Be Thankful  

You’d be surprised how far a simple thank you can go.

Whether you just finished a job interview or want to thank someone for a simple favor,  writing a professional thank-you letter  is a great way to show your appreciation, acknowledge your intentions, and keep yourself top of mind for potential opportunities.

A professional thank you note doesn’t have to be super in-depth. As long as you keep it personal and sincere, your thanks will be well-received. 

With plenty of hard and soft skills on your resume , you’ll be able to land your dream job quickly!

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