How to Write a Professional Thank You Email? [+Samples]

As professionals, marketers, and business owners, we might always get into situations where we need to know how to write a professional thank you email. 

• What Is a Professional Thank You Email?
• Why Is Sending a Thank You Email to Customers Important?
• How to Write a Professional Thank You Email Most Simply? [Informal & Formal]
• 12 Professional Thank-You Email Samples in Any Situation
• Expert Tips for How to Write a Professional Thank You Email
• Last Words
• FAQs

There are thousands of scenarios when you might have to send people a thank-you message or email, like after an interview, a meeting, or a company visit, to appreciate someone’s help or thank a neighbor, friend, or colleague.

In this guide, I’ll share actionable tips to write perfect thank you emails, as well as helpful email examples for different professional, personal, formal, and informal situations. 📝

So, let’s get started. 🏁

What Is a Professional Thank You Email?

A lot of us receive tens to hundreds of emails every day. Some of them are important, and some of them are from different social media platforms like Facebook and LinkedIn. They might be some marketing emails, some informative, or other kinds of emails, and some might be thank-you emails. 

A Thank You Email is a follow-up email sent to an organization or a person to express sincere appreciation for their purchase, patronage, support, business opportunity, etc. 

THANK YOU 🎀 💌 💓

Compared to other types of emails, it’s quite popular for email marketers, because they can ⤵

1. Immediately send a thank you email after an event or interaction. 
2. Add attachments like photos, videos, etc. 
3. Forward it to multiple recipients.
4. Include links, such as blog posts or websites. 

Why Is Sending a Thank You Email to Customers Important?

Before we dive into the tips on how to write a thank you email, it’s important to understand the significance of these types of emails.

Sending thank you emails to people, especially customers, is a part of your outreach process and a great way to convey a sense of appreciation. 🙏

When customers have a positive overall experience before, during, and after their purchase, they’re more likely to buy from you again and introduce your brand or products to their friends & family. 

By saying “Thank you for your purchase,” you’re helping to improve the customer experience, build stronger relationships with them, and extend collaborations further.

A professional thank you email shows that you care about your customers’ purchases and want them to have a positive experience with you even after the transaction.

How to Write a Professional Thank You Email Most Simply? [Informal & Formal]

A professional thank you message can help people maintain & strengthen deep relationships and expand their connections even with people you don’t know well. It also is a perfect way to make people respect you at the office and/or in your world of profession.

It would be just a little email, but it does miracles, you just need to know how to write a professional thank you email in the best & most straightforward way possible. 

People love to be acknowledged, especially when it is a favor to someone else. And believe me, a little thank-you email can encourage them to help you even more in the future because it shows you value their efforts.  

So, let’s break down how to write one ⤵

1. Informal Thank You Emails 

They are short & friendly emails and have a strong tendency to everyday speech, just like you are having a nice and warm coffee at your friend’s house and like to thank them for that. 

First, you should start with a greeting: Use “Dear + [the name of that person]” 

Then, begin your message: Write “Thank you for…” at the beginning of the sentence and add what you’re grateful for.

Here are some of the short informal thank-you emails ⤵

1. “Thank you for the invitation”
2. “Thank you for picking me up at the airport” 
3. “Thank you for watching kids for me” 
4. “Thank you for dinner” 

So, the basic formula would be “Thank you for + [name of the thing],” and if you want to thank them for an action, you can use “Thank you for + [verb+ing]” (e.g., “Thank you for helping me”).

Although the purpose here is only to say thank you, you can use different words to say thank you so you can write a longer email. I mean, what kind of email will be like a sentence? An SMS would be much better instead of such a short email.

So, after you say thank you for (whatever), add some synonyms for thank you. You know, things like “I really appreciate it/that” or “/I am grateful…” 

Also, use “I really enjoy it,” “It was a huge joy for me,” “That made my day,” or “It was so kind of you to check on me” to extend the message a bit more. 

It’s worth mentioning that you usually emphasize positive adjectives by adding “so” or “very” before them.

The next thing you want to add to an informal thank you email is to tell them how you are using the gift or how the favor helped you. 

When you tell people how you used or are using a gift or how the action helped you, they feel good since they did something positive for you. 

It’s also recommended that you offer to return the favor if possible. This is the key point when improving your relationship with that person. You might not even have to do something for that person in the future, but when you are grateful enough to offer to return the favor, people will appreciate their relationship with you. 

Writing things like “If there is anything I can do to help you, just call me” or “Please tell me if I can ever return the favor” can work perfectly for this part.

Then, before closing the email, it would be nice to thank you again for the sake of the email length. 

Phrases like “Thank you again for helping me move,” or “Thank you for your support, it really made the situation better,” or things like that, can work really well for this purpose. 

Finally, end the email with a friendly sign-off, such as “Best wishes” or “love,” and then write your name and company.

2. Formal Thank You Emails

These emails are typically used for colleagues, clients, or anyone with whom you aren’t close or don’t know personally but want to maintain a professional relationship. 👔

Of course, the purpose is basically similar to the informal thank you email. But the structures and the tone are different, i.,e., they’re more polished & respectful.

Here’s how to write a formal thank-you email ⤵

Start with a more formal and polite phrase instead of a casual and simple thank you. Things like, “I would like to thank you for + [mention the favor or gift]” or “I would like to express my sincerest thanks for + [specific action or gift].”

Then, it’s suggested to describe the impact of their help- i.e., explain how their action, favor, or gift made a difference, like “With your generous donation, we could buy a safe house for delinquent children.” And also, add a sentence to assure them that they appeared as a superhero! For example, “We couldn’t do it without your help”, or “This wouldn’t have been possible without your hard work.”

After that, add another thank you on behalf of others, like “On behalf of all of the clinic staff, please accept my deepest gratitude.” 

Since you might be sending these emails to someone who did something that helped many people, this means you are thanking them not only as yourself but as the representative of all of those people. 

Then, end with some more formal sign-off phrases. Use a professional closing, such as ⤵

1. “With gratitude”
2. “Yours sincerely”
3. “Respectfully”
4. “With deepest thanks”

Finally, include your name and, if applicable, your title or organization to keep the tone professional.

12 Professional Thank-You Email Samples in Any Situation

By now, you’ve understood the importance of sending thank you emails to anyone who’s done you a favor, whether they’re your friend, even a family member, or someone less familiar, like a customer, a colleague, an employer, etc. 

As you read above, we have two languages: Formal and informal. 

So, I decided to give different samples of thank you emails that my colleagues or I sent in different situations so that you can have some ideas for them.

1. Informal Thank You Emails Examples 

Example 1#

“Dear Anne,

Thank you so much for the lovely evening yesterday. It was so great to see you and your lovely family after a long time! I had a really wonderful time.

Love,
Sara”

Example 2#

“Dear Mike

Thank you so much for fixing my car and taking it to the car wash while I had a very busy schedule. That was very kind of you, and I really appreciate it. I am so happy to have a dear friend like you. If there is ever anything I can do to help you, I am only one call away, and I would love to return the favor.

Best wishes
Daniel”

Example 3#

“Hi Simon,

Thank you for letting me borrow your tools last week! They made fixing the pipes so much easier. I really appreciate it, and I am so grateful for your help. Please let me know if you ever need anything. I would be so happy to help.

Thank you again, and have a wonderful day.
David”

Example 4#

“Hi Grandma,

Thank you for the lovely earrings you sent me for my birthday! They are so pretty, and I wore them to the prom! They were so lovely with the dress, and I was chosen as the prom queen for those beautiful earrings. You really made my day!

Thanks again for thinking of me,

Best wishes,
Carrie”

Example 5#

“Dear Sally,

Thank you for your generous offer of helping me to move to my new house. That was very generous of you. I am planning to move next week, and I appreciate your help. Thank you again for all your support. It means a lot to me.

Love
Mary”

2. Formal Thank You Emails Examples

These emails are very critical and they can actually define whether people trust and respect you in the outside world or not. 

That’s why I’ll define many situations for you and bring an example for each one.

Example 1#. Clients

Unlike most people think, sending thank-you emails to clients can be very important. It determines whether they keep purchasing products and/or use your service or not (along with the quality of them and many other factors).

📌 Subject line: Thank you for your trust.

“Dear Sam

Thank you for trusting Zelda agency and referring us to Hamilton Inc. for arranging their lectures. We are very excited to provide them with the best setting possible to present their highly informative speeches.
We would love to give you a 20% off on your next lecture to show our appreciation. We would be so happy to arrange your next speech whenever you decide to have one.

With gratitude,
Sara Smith
Zelda agency”

Example 2#. Meeting

Sending a thank you email to the participants of a successful meeting, conference, lecture, etc., is a thoughtful gesture. It shows appreciation for their time & involvement and also encourages them to attend your future events.

📌 Subject line: Thanks for attending!

“Dear Chelsey

I want to express my gratitude for meeting me today at the Derribro exhibition. Let me tell you that I loved the communication we had and the opinion exchange on the methods of transferring ownership of a LinkedIn company page.

It means a lot to me that you generously taught me so much about company pages. Let’s briefly discuss having a new company page on LinkedIn next time.

Sincerely
Mindy”

Example 3#. Employee

Studies conducted by Harvard Business Review show that employees who feel appreciated perform much better. 

That’s why it’s imperative to send them a thank you email every now and then. I mean, they’re working hard anyway, so why not give them some spiritual fuel?

📌 Subject line: Thanks for your hard work.

“Hi Lily,

We appreciate your hard work on the JX project for the last month.
We could not finish it on time if it was not for your hard work over the past six weeks. Everything came together perfectly and the customer is so happy with the result.

We are looking forward to using your perfect talent more and more every day.

Yours,
Zara”

Example 4#. Boss/manager

It’s always a good idea to send your boss or manager a thank-you email after receiving a promotion, raise, or any other positive gesture. 

Not only does it demonstrate your gratitude, but it also leaves a lasting impression. This makes them more likely to consider you for future opportunities.

📌 Subject line: Thank you for the raise.

“Dear Sir,

I would love to express my deepest gratitude for the raise you just agreed to. I should say it was such a joy for me.
It made me feel much more motivated and appreciated for my efforts on the last project. I shall put the bonus you gave me to good use for moving into my new house.

I am grateful for this generosity. Thank you so much.

With respects,
Andrew Michelson”

Example 5#. Colleagues

An office can be a blast when colleagues show appreciation for each other. Sending thank-you emails to coworkers is a simple but impactful way to acknowledge their efforts. They are necessary, especially when that colleague was the hero of a project, or you feel that they might feel unnoticed or undervalued in a project. 

Believe me, it’s a magic spell for strengthening relationships at work.

📌 Subject line: I appreciate your help.

“Dear John

Thank you for helping me to finish the XDM CRM project. I appreciate your dedication to helping me complete this task as fast as possible.
Having you beside me boosted my confidence and I am so grateful for having such a perfect colleague.

Best wishes,
Maria Dawson
ABC Company”

Example 6#. Team

Appreciating your team members for catching a deadline and achieving a goal not only means a lot to them but also boosts their spirit for future projects. Not to mention the effect of a bit of thank-you email on their confidence.

📌 Subject line: We did it!

“Hi everyone!

The project we worked on for nights and days paid off, and was chosen as the best innovation at the exhibition. Thank you for each and everyone’s dedication and effort, and thanks for having this fantastic team.

To show my gratitude, I am planning a dinner this week!

Sincerely,
Mike Picherchmey
XYZ company”

Example #7. Interview

Sending a thank you email post-interview is a simple strategy for finding a decent job. 

Because these emails can make employers & recruiters think about you and consider you for a position they have available or might have available in the future.

📌 Subject line: Thank you for setting up my interview.

“Dear Hope Smith,

Thank you for taking the time to coordinate my interview. I truly appreciate the chance to discuss with you about the managing role. I’m eager to meet with you and learn more about the position and the organization.

Attaching my cover letter to this email.

Best regards,
Amanda Bronze”

Expert Tips for How to Write a Professional Thank You Email

In the previous section, I explained how to write a simple yet professional thank-you email. But it can seem like a daunting task. To help you overcome this challenge, I’m sharing a few practical and effective tips that you can start using today.

1. Never Ignore the Perfect Subject Line of a Thank-You Email

Email subject lines are the first thing your recipient will see in the email you’ve sent them, and they’ll guide the recipient through the body of the email.

I always liken the email’s subject lines to a movie thriller since it must be so interesting to persuade recipients to open it.

Just like when the movie thriller is so gripping that it makes you pick that movie to watch, between thousands of movies available.

Therefore, it’s essential to know how to write a subject line that works for thank you emails for different occasions.

Here are some things you need to consider in writing a subject line for thank you emails ⤵

✔️ Personalize it: It can catch everyone’s eyes when they see their own name on an email subject line. It really does increase engagement & response rates. Of course, you need to evaluate the recipient’s intimacy with yourself. 

✔️ Use simple words: It’s crucial to use simple language to make sure that the recipient is attracted to it and understands the subject.

✔️ Be polite: Have a friendly yet very respectful tone and avoid being sarcastic, humorous, and/or too informal.

✔️ Keep it short & sweet: Your subject line should be short, concise, and helpful while also being clear and engaging for the audience.

💡 Here are some suggestions you can use ⤵

1. “Great meeting you on 17th June, and thank you, Jessy Wilson”
2. “Thanks for the front-end development interview, Mike Johnson”
3. “Hope Smith: Thank you for the interview. Any feedback for me?”
4. “Thanks from Sara Redwood! Should I send you more details?”
5. “Thank you for your perfect work on project Simon, Dave!”

2. Specify the Type of Thank-You Email You Didn’t Notice Before 

Writing a professional thank you email requires all of your attention. It means before writing your thank-you emails, you should customize them to suit the different situations. They can include purchasing a product, participating in a meeting, subscribing to a newsletter, etc. 

For example, if you’re thanking customers for their online orders and purchases, you can say, “Thank you for your order or purchase.” 

3. Use an Official Email Address

When sending thank you emails, it’s always best to employ an official email address. 

A professional email address and also domain name will make your message seem more official & credible. This ensures that your recipients receive, open, and read it.

4. End Your Message with a Call to Action (CTA)

Clearly express the next steps or what you expect from your customer or audience. This can be requesting a purchase, scheduling a follow-up meeting, or any other action that moves the rapport forward.

To implement a successful thank you email campaign and boost it, follow these additional tips and tricks⤵

5. Determine the Ideal Timing for Your Thank-You Emails

Timing is vital in your email campaigns, especially when you send professional thank-you emails. Sending them at the right moment can make a strong and good impression. 

Think about it – when to send a professional thank you email? 🕓

There are many different scenarios for crafting a thank-you email.
Let’s take a look at some common ones ⤵

1. Sending a thank you email after a job interview
2. Sending a thank you email after a job offer
3. Sending a thank you email after a business meeting or networking event
4. Sending a thank you email after a sales presentation
5. Sending a thank you email after a sales call
6. Sending a thank you email after a successful purchase
7. Sending a thank you email after completing a particular project
8. Sending a thank you email after receiving a favor from a professional colleague
9. Sending a thank you email after receiving a referral
10.  Sending a thank you email after receiving customer feedback

6. Use an Email Automation Tool

A handy digital tool you can use to facilitate and speed up the process of writing & sending engaging thank-you emails is email automation.

With the help of email marketing automation, you can send automated, personalized, and targeted thank-you emails to your target audience without manual efforts at the right time.

According to Campaign Monitor, automated emails drive 320% more revenue for companies than non-automated emails. 

🎁 Bonus suggestions:

If you’re curious to get to know what are the best email marketing tools available on the market, we’ve covered the most popular & right ones in our article. ______⤴️

You might also be interested in learning how to craft the best sales email templates for different email workflows. So, please follow our guide. ________________________⤴️

7. Get the Most Accurate Email Addresses for Your Email Campaigns 

So, we now know how to write a thank you email in different situations, but it would be a problem. How should you find different people’s email addresses?

As a marketer, you are to send emails, etc. to your contacts and thank them for deciding to even consider using your product.

It’s highly difficult to find people’s emails, and it’s a very long process to complete a CRM manually.

So, you need an email finder service to collect the email addresses. There are so many email extraction tools in the digital market. 

CUFinder is one of the most credible email finder platforms. It has a huge 269 million companies’ information and more than 419 million individuals’ data in its database, and the data accuracy is more than 98%.

In a second, CUFinder finds the people’s and companies’ emails, phone numbers, URLs, LinkedIn profiles, and other social media profiles. 

Don’t hesitate to try out the CUFinder email finder service for free right now!

Last Words

I’ve tried to cover anything you need to know about thank you emails in this article. I told you what a thank you email is, why it matters for your business, and how to write a professional thank you email: formal & informal. Also, I brought some examples of thank emails in different situations, and then I talked about best practices & tips for writing a thank you email.

Just keep in mind that people like to be appreciated for their efforts, favors, and many other things. They even like to receive a note or an email that thanks them for purchasing something.

It’s considered rude not to thank anyone who did anything positive for us in human society! 

But sometimes, the purpose is not just to be polite— it’s about leaving a lasting impression and also ensuring our name or brand stays in people’s minds.

That’s why we learn to write a professional thank you email for our friends, acquaintances, strangers, colleagues and bosses, clients, employers, family members, etc. 

FAQs