How to Write a Thank You Email (+Templates for Any Situation)

Saying ‘Thank You’ is a great way to show others you value their contribution. As humans, professionals, marketers, and business owners, we must thank others for their help or support.

A thank you email is a nice way to express appreciation personally. But it can be hard to create an effective thank you email without sounding too generic. It becomes even more tricky when you don’t have the right words, especially for a unique situation. 

In this blog, we’ll share useful ‘thank you’ email templates for different situations — professional, personal, and entrepreneurial. So, let’s begin. 

What is a Thank You Email?

A thank you email is a personal note to someone who acted in your interest, took time for you, or simply helped you out. 

In business, thank you emails are sent to customers when they place an order, share their email, fill out a survey, or simply complete a few steps you’ve asked them to do. 

A personalized thank you note is an excellent way to acknowledge and appreciate someone for their time and effort. Thank you emails tell your audience they (and their time) matter and that you appreciate their contribution or support. 

Why is Sending a Thank You Email Important?

Thank you emails are an essential part of building a rapport with your audience (or professional contact). They show that you value their time and efforts in bringing you closer to your goals. Here’s why you should send thank you emails to your audience: 

• Shows appreciation. Personalized ‘thank you’ notes show that you value someone’s effort and make them feel valued. 
• Improves odds of future outcomes. When someone feels valued and sees genuine interest, they are more likely to respond to your offer.  
• Builds long-term relationships. Thank you emails are one of the best ways to show appreciation and pave the foundation for a future relationship, as people value gratitude. 

How to Write a Professional Thank You Email?

Attention is the most valuable commodity in current times. So, writing a thank you message professionally must stand out and catch the recipient’s attention. But thanking someone can be challenging if you’re writing to a stranger.

While writing a professional thank you email, keep the following tips in mind:

Write Concise And Clear Subject Lines

Your thank you email subject line defines if someone would open or ignore your email. So, always use a short, straightforward, clear subject line without jargon or confusing terms. It’s best if you personalize the subject line with the first name. 

Here are a few examples for you to try out:

• Grateful for your time, [First name]!
• Loved chatting about [Topic] with you, [First name]
• Inspired by our conversation, [First name]! Thank you
• Following up & saying thanks, [First name]
• [First name], your [Action] means a lot!

Start With a Formal Introduction

Always greet your recipient and then give a clear introduction about yourself (or your company) and why you’re reaching out to them. Never keep them wondering why someone is thanking them. Clear out the reason up front. This helps build a rapport and shows respect for their time.

Your formal introduction can be as simple as:

• I hope this email finds you well. I am writing to express my sincere gratitude for…
• Please accept my heartfelt thanks for…
• I am writing to extend my deepest appreciation for your…
• On behalf of [Your Name/Company Name], I would like to express our sincere gratitude for…
• Following our recent [Meeting/Conversation/Event], I wanted to take a moment to thank you for…

Show Appreciation And Gratitude

Display sincerity while thanking the recipient. Never be overly appreciative or be too ‘frank’. Just write like a human and express gratitude towards them for spending time to help you out. 

Here are a few phrases to include in your gratitude email:

• I am incredibly grateful for your [Specific action/Contribution].
• Your [action/support] was invaluable to [Project/outcome].
• I truly appreciate your willingness to [action taken].
• I am so thankful for your [quality/skill] and the impact it had on [situation].
• Your [gesture/action] went above and beyond, and I am deeply appreciative.

Provide contact details

Add your contact information in the thank you email, including your website and phone number. This is generally added below the signature. Providing contact details ensures the recipient can reach out in case they need further clarification or to extend the existing relationship.

Add a professional email signature

Always add an email signature – your name, contact details, designation, or company when signing off a thank you email. But remember not to stuff too much detail into your signature. 

Thank You Email Example from Ecommerce

Ecommerce thrives on happy customers, and a business thank you email is a simple way to show you care. It builds loyalty and boosts customer satisfaction by getting straight to the point with honesty and understanding. 

While there are numerous situations where you should consider a client appreciation email, these two are a must:

Thank You for Your Order

This email automatically goes out to customers after they buy something from your online store. It confirms their order, tells them when to expect it (if they ordered a physical product), and thanks them for their purchase. It could also be a chance to ask for customer feedback on the ordering process.

Take a look at an example from HAOMA:

What we loved:

• The thank you message is brief but sincere in its expression of appreciation;
• The brand emphasizes the environmental benefit of the order by noting that one tree was planted as a result;
• The order details are presented in a clear and organized format below.

Thank You for Subscribing

This type of acknowledgment email confirms a successful newsletter, blog, or other online service subscription. It welcomes new subscribers and often sets expectations for future communication.

Here’s a lovely example from Swan Dive:

What we loved:

• The thank you message is the centerpiece of the email;
• A visible brand logo reminds the subscriber which newsletter they’ve signed to;
• The social media buttons in the footer work as a non-pushy way to invite subscribers to follow the brand on other channels, too.

Thank You Email Templates for Every Situation

Looking for email examples of thank-you letters? Here are some gratitude email templates to use right away. These templates are categorized based on the use case. Feel free to customize it according to your needs or use them immediately. 

‘Sincerely Thank You’ Email

Hey [Recipient’s Name], 

Hope you’re doing great! 

Just wanted to drop you a quick note to say a big thank you for everything you’ve done recently. Your support and advice have been incredible. Honestly, I don’t know what I would’ve done without your help.

Remember when you shared your thoughts on [specific advice or help provided]? That was super insightful for me. It’s not every day you find someone as generous with their time and smart as you.

If there’s ever anything I can help you with, let me know. Can’t wait to catch up soon and hopefully return the favor!

Thanks a million for being amazing.

Best,
[Your Name]

Thank You For Your Order Template

Hey [Customer’s Name],

Woohoo!! We’re thrilled you chose us! 🎉 

We wanted to take a moment to say a big THANK YOU from all of us here at [Your Company Name].

Your order [#OrderNumber] is currently being processed. Here’s what happens next:

• Order Confirmation: You should already have this in your inbox (if not, let us know!).
• Shipping Update: We’ll send you a tracking number as soon as your package is on its way.
• Feedback Time: Got thoughts, questions, or just want to chat? We’re here for it all. Your feedback helps us grow and improve.

And remember, we’re always here if you need anything. Contact us at [Phone number] or reply to this email if you need help. 

Thanks again for supporting our little business. You rock! 🌈

Warmest wishes,
[Your Name]
Team [Your Company Name] 

P.S. Don’t forget to follow us on [Social Media Links] for updates, special offers, and a peek behind the scenes!

Interview Thank You Email

Dear [Name],

I wanted to express my gratitude for the interview opportunity for the [Job Position] at [Company] on [Date]. It was a pleasure meeting with you and learning more about your impressive organization.

I’m enthusiastic about the possibility of joining [Company] and contributing to its success. Please feel free to reach out if you need any more information from me or if there are further steps in the process.

Thank you for your time and consideration.

Best regards,
[Your Full Name]

After a Job Rejection

Hello [Employer],

Thank you so much for considering me for the [position] at your company. 

I appreciate the opportunity, and I am grateful for the feedback you provided. Though I couldn’t qualify for the job role, your feedback will help me in future job interviews and my job-hunting efforts. 

Thank you again for your time and consideration.

Sincerely,
[Your name]

After a Meeting

Dear [Name],

Thank you so much for taking the time to meet with me today! I appreciate it. 
I am excited to move forward with all things we discussed and feel confident we will achieve great things together.

Thank you again for your time. I look forward to working with you.

Sincerely,
[Signature]

For Your Business Email

Dear [Name],

I hope this message finds you well. I wanted to take a moment to express my sincere gratitude for your recent business email. Your communication is greatly appreciated.

I’ve reviewed the contents of your email, and the information you provided is valuable and relevant to our ongoing business relationship. Your prompt response and clear communication style make working with you a pleasure.

Please know that your efforts are noticed, and I look forward to continuing our collaboration and achieving our mutual goals.

Please do not hesitate to reach out if you have any further questions or require additional information. I am here to assist you in any way I can.

Best regards,
[Your Name]

[Your Title]
[Your Company]
[Your Contact Information]

For Your Help

Dear [Recipient’s Name],

I wanted to express my sincere thanks for your personal favor. Your help made a big difference, and I truly appreciate it.

Your willingness to lend a hand and your expertise were invaluable. I’m grateful to have you as a [friend/colleague/partner].

Thanks again,
[Your Name]

After Visiting a Company

Dear [Company Contact’s Name],

I hope this message finds you well. I am grateful for the warm welcome and informative company visit on [Date]. Visiting [Company Name] and gaining firsthand insights into your operations was a pleasure.

I was particularly impressed by [mention specific aspects or highlights of the visit, such as the facility, team, or products/services]. Your dedication to excellence was evident throughout the stay, reinforcing my positive impression of [Company Name].

The knowledge and experiences shared during our discussions were invaluable, and our meeting has paved the way for potential collaboration and opportunities.

Please convey my appreciation to your team for their hospitality and willingness to answer my questions. I am excited about the prospect of working together and exploring how we can mutually benefit.

Please do not hesitate to let me know if any follow-up actions or information is required from my end. I am eager to continue our dialogue and partnership.

Best regards,
[Your Name]
[Your Title]

[Your Contact Information]

For Your Interest

Dear [Recipient’s Name],

I am sincerely grateful for your interest in [mention the specific topic, project, or opportunity].

Your keen interest and engagement have not gone unnoticed, and I truly appreciate your enthusiasm. Individuals like you contribute to our shared goals and make a positive impact.

Your questions, insights, and eagerness to be involved are highly valued. Your commitment to [mention the purpose or objective] is inspiring, and I am excited about the possibilities.

If any further details, discussions, or actions are required, please feel free to reach out. I am here to assist and collaborate as needed.

Once again, thank you for your interest and dedication to our shared endeavors. Your involvement is greatly appreciated.

Best regards,
[Your Name]
[Your Contact Information]

For Reaching Out

Dear [Sender’s Name],

I hope this message finds you well—my sincere thanks for contacting me. Your email was a pleasant surprise, and I appreciate your interest in connecting.

It’s always a pleasure to make new connections and explore potential opportunities. Your outreach has opened the door to a meaningful dialogue, and I look forward to learning more about your [company/project/initiative] and how we can collaborate.

Please feel free to share any additional information or ideas you have in mind. I am eager to explore the possibilities and discuss how we can mutually benefit from this connection.

Once again, thank you for reaching out. Your initiative is greatly appreciated, and I am excited about the potential.

Best regards,
[Your Name]
[Your Contact Information]

For a Job Referral

Dear [Referrer],

Thank you so much for referring me for the [position] role at [company]. I really appreciate all your help in getting my foot in the door. 

I hope to return the favor soon! 

Sincerely,
[Your name]

Employee Appreciation Email

Dear [employee’s first name],

Thank you for everything you’ve been doing as a team member. Your efforts and hard work have been extremely helpful to us. 

I appreciate your diligence, focus, and commitment to your job. You’ve been an important part of my team, and I am confident you will continue to excel in your current role and succeed.

Sincerely,
[Your Name]

To a Colleague for Helping

Hey [Colleague First Name],

I just wanted to say thank you. I appreciate the help with the project. 

I’ll return the favor! Keep up with the Samaritan spirit. You’re truly a gem.💎

Thank you again,
[Your name]

To Your Team for their Dedication

Hi [Team Member 1],

Thank you so much for your hard work on [project]. I am really proud of the effort you put into this project and wanted to give you a shout-out for all your hard work. 

It’s great to see how much you’ve grown as a team member, and it was my pleasure to work with you on this project. Keep up with the spirit. You’re truly a rockstar! 

Thanks again for everything. 
[Your name]

To a Client for Signing-Up

Hello [client name],

[Your First Name] here from [Company Name] 
Thank you for signing up for [service]!

We look forward to making your life easier and hope to ease your life. 

Sincerely,
[Your name]

Client Anniversary

Dear [Client],

I can’t believe it’s already been [number of years] years of working together! 

Thank you for your continued support over the last year/years! We appreciate you and look forward to many more years like this. 

Please let us know if there’s anything we can do to improve.

Thank you again for being a loyal customer! 

Sincerely,
[Your Name]

For Placing an Order

Hi [Name]

Thank you for ordering  [product/service] from [store name]. Everyone on our team is thrilled and can’t wait to send it to you! We’ll ship out the [product] as soon as possible and share the details in a separate email. 

Here are your order details:  
[Order Details] 

If you’ve got any questions or concerns, contact us at [customer care email]. We are always here to help you.

For Making a Payment

Hi [Name],

Thank you for your recent payment at [Store Name]. Your payment details are secured with us. Here’s your payment receipt: 
[Payment Receipt Details] 

If you have any questions or concerns, please contact us at [customer care email address]. 

Best regards,
[Your name]

For Booking or Reservation

Hi [Name],

We’re delighted that you’ve chosen to reserve [a table/suite/experience] at [venue name]. We look forward to meeting you on [date of visit] and hope you have a fantastic experience.

Here are your booking details: 
[Booking Details]

Your booking has been successfully processed and is confirmed. If you’d like to make any changes, contact us at [email address], and we’ll be happy to assist. 

If you’ve got any questions or concerns, please contact us at [email address]. 

Thank you again for choosing us!

Best regards,
[Your name]

For Attending an Event

Hi [Name],

Thank you for attending [event name] from the entire team at [organizer name]. Your presence made every second of organizing it worthwhile!

We hope you enjoyed it and found the networking event informative and engaging. Please take a moment to share your feedback on how we can improve our future events and make them more enjoyable for you. 

[Link or button to feedback form]

We hope to see you again soon!

Best regards,
[Your name]

For Becoming a Member

Hi [Name]

Thank you for joining [Community Name] community as the newest member. We’re excited to have you on board! Get ready to improve your life. 

You’ll receive exclusive access to our latest news, products, and services as a member. Here are some other perks of being an exclusive member: 

[Membership benefits]

We hope you’ll love being a part of the ever-growing community. If you’ve got any questions or concerns, please contact us at [email address]. 

Best regards,
[Your name]

For a Referral

Hi [Name] 

[Your first name] here from [Company name]. 
I just wanted to take a moment to thank you for referring us to [name of person/business]. Really appreciate your trust in our business. 

Your referral meant a lot to us, and we’ll do our best to provide excellent service to them. As a token of our appreciation, here’s a [benefit/offer/freebie]. 

Thank you again for your referral, and we look forward to being more valuable to you in the future. 

Best regards,
[Your name]

For Support

Hi [Name],

Thank you for your suggestions regarding the recent [issue]. We’re currently working to integrate your feedback, as it will help us make our product better. 

If there’s anything else, let us know.

Thank you again for your insights. 

Best regards,
[Your name]

For Feedback

Hi [Name],

Thank you for providing valuable feedback on [issue/topic/situation]. Your opinions and suggestions are important to us. 

As a token of appreciation, here’s a free coupon for you: [Coupon Code] If you’ve further suggestions or questions, please email us at: [Email address]. 

Best regards,
[Your name]

For Contacting

Hi [Name],

Thank you for reaching out. We appreciate your [feedback/query/interest]. 
Someone from our team will reach out to you within [number of hours] with an appropriate response. 

If you have any urgent concerns, call or email us at [phone/email].  

Best regards,
[Your name]

Holiday Thank You

Hi [Name],

Thank you for your loyalty and continued support throughout the year. We’re truly grateful. 
Hope the holiday season brings you joy, happiness, and a well-deserved break. 

From all of us here at [Your business name], we wish you a very happy holiday season and a wonderful new year.

Thank you again for being a part of our world. 

Best regards,
[Your name]

After Business Meeting

Dear [Name],

I hope this email finds you well. I wanted to take a moment to express my sincere gratitude for our recent business meeting. It was a pleasure to meet with you and discuss [mention specific topics or agenda items discussed during the meeting].

I am truly impressed by your insights and the direction our discussion took. Your expertise and perspective have been invaluable.

I believe our meeting has laid a strong foundation for potential collaboration and future opportunities. I am excited about working together and exploring ways to [mention any specific plans or actions discussed].

Once again, thank you for your time and the opportunity to meet. I look forward to the next steps and possibly working closely with you and your team.

Please feel free to reach out if there are any follow-up points or if you require any additional information. I am at your disposal.

Thank you once again for your time and consideration.

Best regards,
[Your Name]
[Your Contact Information]

Post-Interview ‘Thank You’ Email Template

Dear [Employer],

Thank you for interviewing me for [job title] at your company. I loved how you made me comfortable during the [phone interview/in-person interview]. I am excited at the prospect of working together in the future. I hope to hear your decision soon.

Once again, thank you again for considering me for the role, and in case of any questions, feel free to reach out.

Sincerely, [Your name] 

Short Thank You Email After Interview

Dear [Name],

I wanted to say thank you for the interview for the [Job Position] at [Company] on [Date]. It was a great experience, and I’m even more excited about the opportunity to join your team.

Looking forward to the next steps.

Best regards,
[Your Full Name]

Short Formal Thank You Email

Dear [Name],

I just wanted to express my heartfelt gratitude for your kindness and support. Your help means the world to me, and I truly appreciate it.

Thank you once again, and I look forward to staying in touch.

Warm regards,
[Your Name]

Formal Thank You Email After You Got the Job

Hello [Employer Name/Hiring Manager Name],

Thank you so much for allowing me to work with you at [company]. I appreciate all the support during the hiring process. I am confident I will contribute to your growth ambitions and help the team grow significantly.

Thank you again for selecting me.

Sincerely,
[Your name]

Thank You Email FAQs

How to write a thank you email after an interview?

Before we look into thank you emails after interview examples, let’s first see how you can craft one and feel confident whenever you send it. Take these tips into consideration:

• Act quickly. Send your thank-you email within a day or two after the job interview while you’re still fresh in everyone’s minds.
• Add a personal touch. Start your email with a warm greeting or a positive note. Use your interviewer’s name to add a personal touch.
• Craft a clear subject line. Ensure your subject line conveys the purpose of the email, like “Thank You for the Interview.”
• Show your gratitude. Begin by thanking the interviewer for their time and for considering you for the position.
• Express excitement. Reiterate your enthusiasm for the new job and the company. Mention what precisely excites you about the opportunity.
• Highlight your fit. Briefly remind them of your qualifications and how well they align with the job requirements.
• Add any missed details. If there’s something important you forgot to mention during the interview, you can include it in your thank-you email.
• Review carefully. Take a moment to read through your email and fix any spelling or grammar mistakes. A well-written email shows you pay attention to details.
• Be concise. Keep your email short and sweet. Brevity is always a big deal for new clients and professionals in a world of short attention spans. So, always use only a few paragraphs in a thank you email. 

How to say thank you in an email professionally? 

If you’re always confused about how to thank someone by email, here’s a simple structure to follow: 

• Use a clear email subject line, like ‘Thank you for [Occasion/Reason]’; 
• Use their name in salutation for personalizing your email; 
• Directly express your gratitude in the opening sentence; 
• Explain why you’re thankful. Add personal details to make the email more genuine; 
• Sign off with a warm sign-off; 
• Add your name, position, and contact details in the end. 

While writing a thank you email, always add specific details, avoid spelling errors, and be courteous to maintain your professional reputation. 

Key Takeaways

If you’re wondering if you should express gratitude, the answer is always a yes. Suppose you want to do it by email, these short tips will be helpful:

If you enjoyed reading this article, take a look at these similar blog posts: 

• 15 Welcome Email Examples from Well-known Brands
• 20+ Professional Business Email Examples & Templates
• Clear-cut Email Subject Lines for Any Setting

About author

Thomas Radavicius

Author

Sender

Thomas Radavicius is a marketing expert with extensive knowledge in various digital marketing topics. He loves staying current with industry trends and enjoys learning about strategies to enhance and grow business marketing efforts. In his free time, Thomas explores new technologies, reads about marketing innovations, and hikes outdoors.

Writer - Anmol Ratan Sachdeva