Writing a Thank-You Note with This Simple 5-Step Process

At least to me, in this uber-connected world we live in, they seem to be a bit of a lost art. Nowadays, many people will thank others verbally or via text or perhaps email. I can’t say I was much better at using them either…that is until probably 10 years ago when I was the recipient of a thank you note from a mentor of mine. The fact that someone would actually be so appreciative that they would take the time to send me a handwritten thank you note really resonated with me.

Whether you receive a gift, spend a weekend at someone’s house, or have someone do you a favor, it is good practice to send a thank-you note afterward. If you aren’t sure how to go about writing a thank-you note, no worries, we have you covered with a simple 5 step process that you can follow.

But first, it’s important to understand…

Why Thank You Notes Important

A well written and well thought out thank you note, like the one I received many years ago, says several things, it says that you:

  Hold the person in high regard and that you respect them.
  Have manners and are polite.
  Are appreciative and grateful.
  Follow through on things.
  Are a quality person.

A legitimate question you may be asking is…

“Ok, but when should I send a thank-you note?

Good question! There are several circumstances where it may be appropriate to send a thank-you note, which includes when someone:

  Gives you a gift.
  Does you a favor, something nice for you, or helps you in your personal or professional life.
  Interviews you for a job.
  Has provided you with some type of hospitality.

In order to make the most of your thank you note, there are 5 simple steps you can take when writing a thank-you note.

5 Steps to Writing a Thank-You Note

(1)  Start it with a greeting

Start by keeping it simple with a greeting, “Dear so and so,”

Depending on your relationship with the person you can either use their first name, their full name, or something more formal like Mr./Mrs./Dr. – it’s your call.

(2)  Refer to the gift by its name

Never just say, “Thanks for the gift.” or “Thank you for the favor.”  You need to refer to the gift of the favor or whatever it is you are thanking them for by name.

Why? By being specific it shows you have given both the gift and the thank you note thought and are putting effort into it.

It is also good to say something nice in describing the gift such as “thank you for the lovely sweater.” or “thanks for taking one for the team and being such a good wing woman.”

There are a couple of exceptions:

When someone gives you money it is best to say something like, “I’m extremely grateful for the generous gift.”

or

When someone gives you something intangible it is best to say something like “I really appreciate your hospitality last weekend.”

(3)  Let them know how you plan to use the gift

Another good practice is to let them know how their gift will be put to use.

For example, “I could not put down the book you bought me after I started reading it!”

And even if the Christmas sweater from your Aunt is hideous, find something nice and true to say about it. For example, “the Christmas sweater you got me will definitely make me stand out on Christmas Eve next year!”

(4)  Discuss the past and the future

Here you want to highlight your connection to the person you are thanking by referring to both the past and the future.

For example, “It was so nice to be able to share my birthday with you, I look forward to hanging out with you at the family reunion this summer!”

(5)  End it with a wrap-up

Lastly, wrap it up with a short and sweet statement followed by the sign-off.

Your short and sweet statement can be one or two sentences, such as “Thanks again for the thoughtful gift. I hope you see you soon!”

Then simply sign off using something like Yours truly/Best regards/etc. If appropriate you can use the word “love”

A Few Things to Keep in Mind

There are a few things to keep in mind when writing a thank-you note:

How soon to send it?
I’ve seen some people say to send it out within a month and some say to send it out within 2 to 3 days. Personally, I do it sooner than later, so I don’t forget. I think a month would be the absolute maximum otherwise they may forget about it. For weddings, the rule is to send thank you cards for gifts 2 weeks after the wedding.

Written or Typed?
By hand, always write it by hand, don’t type it! You want it to have a personal touch.

Stationary
Have some stationery on hand so you don’t delay the thank you. You can always use a postcard or neutral-colored stationary. Some people have a card with their initials on top.

Keep it Simple
Always keep the language simple and easy to read, they shouldn’t need to pick up a dictionary to look up a word you use!

Spelling/Grammar/Punctuation
Make sure you spell their name right! Also check it for spelling, grammar, and punctuation.

On That ‘Note’, Before We Go…

Dear Esteemed Prime Your Pump Reader,

Seeing as how we have just passed the two-year anniversary of this blog we would like to simply say thank you.  Thank you for reading, liking, commenting, and sharing, and thank you for your ongoing feedback!

We have been incorporating your feedback and great suggestions as they come in to keep making this blog the best it can be in our quest for never-ending improvement.

It has been nice getting to know, meet, and exchange ideas on self-improvement with so many new people. We look forward to interacting and growing with you in the days, weeks, months, and years to come!

Thanks again for reading and for sharing some of your life with us, we are deeply grateful. We hope you enjoyed today’s post on writing a thank-you note.

Until next time, as always…Prime Your Pump!

Best regards,
–Rick

Use It or Lose It – Writing a Thank-You Note

The 5 steps for writing a thank-you note are:

(1) Start it with a greeting.
(2)  Refer to the gift by its name.
(3) Let them know how you plan to use the gift.
(4) Discuss the past and the future.
(5) End it with a wrap-up.

When to Use It:

Use it when someone:

  Gives you a gift.
  Does you a favor, something nice for you, or helps you in your personal or professional life.
  Interviews you for a job.
  Has provided you with some type of hospitality.

What Do You Think?

Are you a big proponent of thank you notes? Do you have any other suggestions for writing a thank-you note in addition to ours? Please share your thoughts in the comments below!

If you enjoyed this post, it would mean the world to us if you shared it with people you care about via any of the social media platforms below!

Popular Previous Posts:

How to Meditate: a Simple 7-Step Workout for Your Mind
This is How to Use If-Then Planning to Achieve Your Goals
Mindful Communication: A 3-Step Process for Better Conversations

References

The Useful Book: 201 Life Skills They Used to Teach in Home Ec and Shop