How to Write a Thank You Note for Work

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You can use a thank you note in the workplace after an interview, or to show gratitude for a coworker’s referral, introduction, assistance or letter of recommendation, or any other time when you want to thank a coworker or supervisor. This article will show you how to write a thank you note that leaves a good impression and helps you maintain a positive reputation in the workplace.

Why you should write a thank you note for work

You should write a thank you note for work because it is an effective way to build and maintain relationships with your coworkers. A thank you note is a powerful tool when you want to show your appreciation. Writing out your gratitude gives you the chance to carefully consider what you want to say and the best way to present your compliment. The recipient can keep a physical note and refer back to it for encouragement. 

How to write a thank you note

Follow these steps to create a meaningful and professional thank you note for work:

1. First, write a professional greeting

Use the recipient’s name. Although a greeting like “To whom it may concern” is sometimes acceptable on a cover letter, you should professionally address the person you met with when you’re writing a thank you note following an interview. 

If you’re writing to a coworker who you’re more familiar with, you might address them by their first name in your thank you note. Use the name that best matches how you relate to this person. Addressing the recipient correctly can help you set the tone you want to communicate in your note.

2. Next, add a statement of appreciation

Express your gratitude with a statement of thanks and a reference to what you are thanking the individual for. This might be an interview, introduction, referral or letter of reference. If you’re writing a thank you letter for an interview or referral, mention details like the company name and position that you’re applying for. Include the name and place of the meeting if you’re thanking someone for an introduction.

3. Include personal details

You can make your thank you letter more distinctive by adding personal details that apply directly to the recipient. For example, you might choose to reference aspects of the corporate culture you discussed and how these excite you. You could also bring up the job responsibilities you talked about during your interview, and emphasize again how they fit within your experience and skills.

Pay close attention to small details during an interview, meeting or other occasion you can mention in your letter. Make a note of these immediately following the event. Including these details in your thank you note will help show the recipient that you were paying attention during your conversation.

4. Lastly, reference the next steps

End your thank you note with a brief mention of the next steps in your professional relationship. For example, if you’re thanking someone for an interview, you might conclude the note by mentioning that you look forward to hearing from them. If you’re thanking a coworker for introducing you to someone, you could mention a person that you think they would like to meet. When you talk about future plans with the person,  you can ensure more professional opportunities.

Thank you note template

Use this template as a guide as you’re crafting your thank you note.

Dear [Name]:

I wanted to reach out and thank you for your assistance with [project]. Your referral to [name] at [company] was incredibly helpful. He provided us with valuable information on [topic] that will help our research and development move forward.

[Include details about your discussion or meeting, referencing any personal details that are relevant.]

Thinking further on the [project] you’re working on, I believe I may have a useful introduction for you as well. My friend [name] at [company] may have some of the information you were looking for. I would be happy to set up an meeting for you at your convenience.

Thank you again for your help, and I look forward to meeting with you again soon!

[Your name]

Thank you note example

While each thank you note will be unique, this example will give you an idea of how an effective thank you letter for the workplace should read.

Dear Sally:

Thank you for your introduction to Mr. Pollan for assistance with our organic yogurt marketing campaign. As you said, he was an outstanding resource for information on the current food market surrounding the dairy industry. Your introduction made it possible for us to secure a prompt interview with him, and we’ve come back with useful information that should make this campaign one of the best.

I thoroughly enjoyed discussing the campaign with you over lunch and look forward to hearing about how your own journey into organic foods is going. I hope you’re having luck getting Sam to try meal planning with you! 

As we start this campaign, I think we will have several opportunities to utilize your graphic design skills. I hope we can meet again soon to explore further ways that we can collaborate on these projects. If there’s anything else that I can do for you, please don’t hesitate to ask. Thank you again for your help!