A good thank-you message has five parts: a proper greeting, a clear "thank you", a specific reason, a short body, and a second "thank you" before you sign off. Never underestimate the power of a heartfelt message like this.
Thanking someone in a personal way is a sure way to make their day. When people see that they are not taken for granted, it means a great deal to them.
5 tips for writing a thank-you message
1. Address the person properly
Open the message with "Dear" and the person's name. It is a standard way to address people, whether you have a close relationship with them or not.
Use the right title for the recipient. If the recipient is a woman and you are not sure whether to use Mrs. or Ms., use Ms. to be safe.
2. Say thank you
It seems obvious, doesn't it? Still, put those two words near the start of your message. Here are some short phrases you can use:
- Thanks for helping me.
- I am much obliged.
- Thanks for everything.
- I wish to express my gratitude.
- I greatly appreciate what you did for me.
3. Be specific
The person you are thanking may not realize what a big deal it was for you. They may not even remember it. Be specific and remind them what made you write to them. How did their kind act influence your life?
When you are specific, the other person knows that you noticed what they did. It shows how much you appreciate it.
4. Keep it short
Your message does not have to be a single paragraph, but if you can keep it brief, there is no reason to write a whole essay.
5. Say thank you again
This is your chance to say thank you one more time before you close your message with your regards. Word it differently from the thanks at the start.
Why should you say it twice? It is just like thanking someone in person: you probably repeat your thanks before you say goodbye. Saying it twice shows that you really mean it.
Check it before you send it
If you are writing a thank-you email to a business colleague or to someone you respect highly, make sure it has no misspellings. Proofread it at least twice before you send it. The Spell Checker also marks spelling and grammar mistakes in your text, so you avoid the awkward moment of sending a thank-you with a typo in it.
If you are writing by hand, the post on how to write a thank-you note has more ideas for a card.