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Why Professional Thank-You Emails Matter and How To Write Them
A Step-By-Step Guide to Showing Appreciation in an Email
Tyler Mason
February 13th, 2024
Table of Contents
I received a package from my little cousin after I gave her an old video game console of mine. Inside was a handwritten note that said this:
Professional? Hardly.
Impactful? Let’s just say, it’s still sitting on my bookshelf 8 months later.
She did a few things when writing that note that I think a lot of marketers could imitate.
The note was:
Personal and unexpected
Concise, yet detailed enough to show appreciation
Sincere from start to finish
I believe that genuine appreciation (especially in the professional world) gets less popular every year. We all have a lot on our plates, and KPIs won’t meet themselves.
That’s why, in 2024, learning how to send a professional thank-you email may be just the thing to set you and your company apart.
If you’ve ever asked any of the following questions, this article is for you.
How do you express gratitude in an email?
How do you say thank you professionally in an email?
How do you send an appreciation email?
We’ll discuss when it’s appropriate to send a thank-you email, the difference that personalization and sincerity make, and leave you with a step-by-step checklist that you can reference.
The Impact of Gratitude in Professional Communication
A door gets held open. Thank you.
Someone says they hope you have a great day. Thank you; you, too.
Your partner brings you a cup of coffee in the morning after your dog kept you both from sleeping and now you can hardly keep your eyes open. Thank you. Thank you.
Most of us express appreciation daily. It shows that we value what others do for us, and it makes them feel good.
What about in a professional setting? Terminology and tone may be slightly different, but the motivation is the same. With that being said, when is it appropriate to send a thank-you email?
Why trust me? I’ve been sending professional emails since the early 2000s. I’ve digitally said thank you thousands of times and have seen my fair share of generic or insincere thank-you emails. I know how to be professional and why being genuine is equally important.
When To Send a Thank-You Email
Listing every appropriate occasion for sending a thank-you email would take more time than any of us have, so here are a few occasions where a thank-you can go a long way.
Disclaimer: Oftentimes, an in-person (or on-the-phone) thank you will mean more than sending an email. That’s not always the case, though, and reaching out via email can still be an effective way of expressing appreciation.
After Getting a Question Answered
Sending a quick thank-you email after getting a question answered is a polite way to let someone know you received their response. It doesn’t have to be anything special–oftentimes the shortest ones are the best.
A thank-you email in this situation does a couple of things.
It shows that you received the sender’s response via email.
It shows that you appreciate that they took the time to respond.
You might say something like:
Tyler,
Thanks for clarifying! I appreciate it.
Talk soon,
Signature
An email like that is probably all that needs to be sent in this instance. Anything more might be bothersome, particularly if you’re sending a thank-you email in response to every single question.
When Someone Subscribes to Your Newsletter
Saying thank you to a new subscriber can mean a lot. I’ve been there. Getting a real, personal email that shows that the creator cares about me individually makes me feel good about my decision to support them.
Now, you probably can’t afford to write a personalized thank-you email to every new subscriber you gain (at least we hope not), yet you can make it personal.
Include your reader’s name in the greeting.
Thank them by showing what their subscription means to you.
Sign off with more appreciation and end on a positive note.
Most email marketing platforms offer some form of email automation, so you can customize your welcome emails without having to manually create each one.
Here’s a thank-you email that I received after signing up for a copywriting newsletter that I particularly like:
Pro-tip: If you include a thank you in your welcome email, you can use this opportunity to boost your deliverability, too. Morning Brew does a great job of this by adding a little section to the bottom of their welcome email:
Bottom line: Don’t miss the opportunity to thank a new subscriber, either in your welcome email or as a separate thank-you email. Not everyone does it, and it makes a big difference.
When Someone Supports Your Business
Businesses can’t run without loyal customers, and newsletters need an audience to be successful. Thanking readers for their continued support will remind them that you’re a real person and will give you a chance to show them where their money is going.
Imagine that you own a newsletter that gives practical tips on how to maintain a home. Your thank-you email might look like this:
Hi Tyler,
I wanted to reach out and say thank you for your continued support. We literally couldn’t do this without readers like you.
From newsletter #1, we’ve had one goal: to give homeowners the tools they need to keep their homes looking great. And here we are, more than 324 emails (and a lot of coffee) later.
We can’t wait to see what 2024 has in store. Here’s to a healthy, clean home.
Thank you again,
The team at This House Is a Home newsletter
Again, your thank-you email doesn’t have to go too in-depth (though in this case, showcasing your company’s values and mission shows readers why they signed up in the first place). It’s a great time to share stats and case studies and give them a sneak peek at what you have planned.
After a Job Interview
Whether or not to follow up after a job interview has been a topic of conversation for a while now. I sit on the side of sending.
If a company has taken the time to interview you, the vast majority of them probably wouldn’t scoff at a ‘thank you for taking the time’ email. Worst case scenario? You don’t get the job, but it’s likely not because of saying thank you.
Something like:
Subject line: Thank You – Project Manager Interview
Hi Mark,
Just wanted to say thank you for having a chat with me earlier today. I really enjoyed our discussion and am even more eager to join the team!
Your views on organization and productivity stood out to me and set you apart from other businesses I’ve worked with.
Thanks again for the opportunity to meet.
All the best,
Signature
An important thing to note when sending a post-interview email: Personalize it. Revisit a point that you discussed in the interview. Show that you’ve done your research and are genuinely interested in joining the company. It’ll help you stand out from other more generic emails the hiring manager is bound to receive.
After a Networking Event
I’ve gained some of my most valuable connections (and highest-paying clients) through networking. Whether you meet someone at an event or you’ve built a new connection on your own, sending a thank-you email is a nice way to build relationships.
Since this is likely a brand-new connection, sincerity and personalization are especially important here. Instead of saying:
Hi Mark,
Thank you for connecting with me. I look forward to talking more about [x] with you in the near future. If you have any questions, feel free to respond to this email.
Sincerely,
Signature
Try something like:
Hi Mark,
It was great meeting you at [x] event. And thanks again for your advice on [y]–I never thought about it like that.
Looking forward to learning more about each other. Here’s my contact information:
If you have any more questions, please don’t hesitate to reach out.
All the best,
Signature
That example isn’t much longer, but there are a few important differences.
It provides detail. Reminding your connection where you met and what you talked about refreshes the picture they have in their mind.
It shows you care by thanking them for something specifically.
It gives an easy way for them to contact you by whatever method they prefer.
When You Feel Like Showing Appreciation
The most memorable thank-you letters or emails I’ve received aren’t the ones I’ve somewhat expected after providing help. Getting a thank-you card after giving someone a wedding gift is nice, sure. When a friend or colleague reaches out just to tell you that they appreciate you, that means the world.
It goes without saying that sincerity and personalization are essential here. After all, you’re writing an email to say what you appreciate about someone or something they did.
Here’s an example:
Hi Tyler,
Hope you had a great weekend.
Just wanted to reach out and say I really appreciate all the help you’ve given me. Settling into this role has been a challenge, but you’ve made it manageable. I can’t tell you how much that means.
If I can ever do something to repay the favor, please let me know.
All the best,
Signature
There aren’t many rules here. Just be yourself and write from the heart.
Timing Your Thank-You Email
If you held the door for me and I thanked you for it next week, how would you feel? Would you even remember that you did it?
Depending on why you’re thanking someone, sending an email at an appropriate time matters. Keep reading for some general tips for how long you should wait.
The Best Time To Send
In general, it’s best to send a thank-you email shortly after an interaction takes place.
If you connected with someone at an event, reach out later that day or the following day.
If you received help via email, reply with a thank you as soon as you can.
If somebody new subscribes to your newsletter, automate a welcome email including a thank you.
Keep in mind the receiver’s time, of course. I wouldn’t recommend reaching out at 1 a.m. to someone you met at a networking event or thanking a new client on a Sunday morning. Use your best judgment and think about what state of mind the receiver might be in when they open your email.
How To Tactfully Stay in Touch
Staying in touch with professional contacts is pretty straightforward with only a couple of caveats. People need to remember you if you’re going to build a professional relationship with them, but that doesn’t mean showering their inbox with messages either.
Depending on the situation, you might say something like this after a bit of time has passed:
Hi Mark,
Hope you’re doing well. We talked about [x] a few weeks ago, and I wanted to see if you’re up for collaborating on a new project.
Anything exciting going on in your world?
Talk soon,
Signature
Again, there’s no need to write a long email covering multiple topics. Keep it simple and include something to help remind them of who you are.
Tone and Etiquette in Professional Emails
We hear the phrase ‘thank you’ so often that it’s easily overlooked unless you can tell it’s genuine. How can you appropriately convey your gratitude via email?
Personalization
If at all possible, don’t use generic greetings in the subject and body of your email.
Dear [Name],
or
Hi [Name],
will often be more impactful than
Dear Reader,
And in most cases, it doesn’t take much effort. Personalization is a great way to show readers that they matter.
Sincerity
You’re sending a thank-you email, so it’s safe to assume that you appreciate what someone has done for you, right? Let that shine through in your email.
And don’t be afraid to add a little personality, too. I wouldn’t use emojis (unless you feel that it’s appropriate), but there’s no harm in reminding someone that you’re human.
Personalization is especially important if you’re sending a thank-you email on behalf of your business or newsletter. While some companies are more formal by nature, readers should still be able to tell that your thank-you was more than an AI-generated email blast.
Details
Instead of simply thanking someone for something they did, tell them why it mattered. How did it make your life better? What exactly do you appreciate about what they did? How will it help you in the future?
Remember how my little cousin (mentioned above) structured her note?
i wrote this letter to say how grateful i am. i can’t thank you enough. i play it everyday. and thank u for the check up texts too! it makes my day to have such a caring cousin. hope to see you guys soon!
She didn’t just say ‘thank you.’ She told me why it mattered and how it made her feel. That meant more to me than a perfectly professional thank-you note ever could have.
Formal vs. Casual: Knowing Your Audience
Being overly casual in a corporate environment might set you apart–just maybe not in the way you’d hoped. With that being said, there’s no reason that you can’t be professional and genuine. How?
Do your research. A thank-you email going to a hiring manager of a law firm will probably be a bit more formal than one sent to your coworker.
Don’t be robotic. If at all appropriate, be conversational. Use contractions instead of typing like your apostrophe does not work.
Remember there’s a real person on the other end of the email.
Email Design and Format
There’s no perfect way to create a visually stunning thank-you email that fits every situation, but there are a few design tips that can make your email stand out.
Visual Appeal
As a creator, readers associate you with your brand. Thank-you emails are a great opportunity to remind your audience why they subscribed to your list and what they’ll get by sticking around.
Keep your visuals on brand so the recipient recognizes where the email is coming from at first glance. I knew this email was from Smart Nonsense the moment I saw it in my inbox:
However, the best visuals won’t do any good if your reader can’t see them.
Ensuring Readability on All Devices
Designing an email that looks great on more than just a desktop is essential for any marketer in 2023. Stats show that more than 60% of all emails are opened on a mobile device. And when it comes to readability across devices, size matters.
The most popular desktop resolution globally is 1920 px x 1080 px.
The most popular mobile resolution is 360 px x 800 px.
What does that mean for thank-you emails? Make sure that your words don’t get lost in a bad design. The last thing you want is for someone to miss the point because they couldn’t read it. Properly resize any images or banners that you use and double-check that the text is adaptable for multiple platforms.
Crafting the Subject Line
In marketing, the ideal subject line is:
Disruptive
Short
Unique
Interesting
Timely
Like Michael Masterson says, they should follow the 4 U’s: Useful, Unique, Ultra-Specific, and Urgent.
Does the same hold true for thank-you emails? Mostly. Disrupting someone’s train of thought to grab their attention usually isn’t necessary when saying thank you, and there’s no need to spend time making them ultra-specific.
Instead, focus on subject lines that are clear, short, and personalized to your audience.
Clarity and Brevity
Subject lines aren’t the time to be long-winded. You have less than a few seconds to grab someone’s attention before they decide whether or not to open an email. When saying thank you, keep it simple:
Thank you for your hard work
Just wanted to say thanks
Thanks again for [x]
Personalization can improve on that.
Personalization
Personalization is a big benefit for marketers and especially for creators looking to bond with their audience by including their names in the subject line.
Tyler, thank you so much!
Tyler, thanks for another month!
Thank you, Tyler!
Tyler, thanks for being you!
A word of caution: More marketers are getting on board with using personal names in their subject lines, so do your research and make sure that your email comes across as genuine.
Structuring the Email Body
She’s not in marketing, yet I think my cousin knows more about email structure than she lets on. Let’s take one more look at the body of that note:
i wrote this letter to say how grateful i am. i can’t thank you enough. i play it everyday. and thank u for the check up texts too! it makes my day to have such a caring cousin. hope to see you guys soon!
She did a couple of things that most thank-you emails should imitate (unless a polite ‘thank you’ is all that’s needed). That short note was packed with sincerity, and she reinforced her appreciation.
Expressing Thanks With Sincerity
You could write an email that simply says thank you. Even if you make the greeting personal and you send it at the perfect time, something could be missing.
I wrote this letter to say how grateful i am. i can’t thank you enough.
See how much more those two sentences mean? Can you feel the sincerity coming through?
Remember: A real person is on the other end of your email, so thank them like you would in person. But don’t stop there! Tell them why you appreciate what they did.
Common question: How long should your thank-you email be? Like most everything in the marketing world, it depends. Your email should include as many words as it needs and not a sentence more.
Reinforcing Your Appreciation
This is particularly important if you send a thank-you email to someone after a job interview, to a new connection, or to your audience. Don’t just say that you appreciate them. Tell them why.
i play it every day. and thank u for the check-up texts too! it makes my day to have such a caring cousin.
Reinforcing your appreciation tells your audience that what they did had more than a surface-level effect on you. It lets them know that they’re valued. As a creator, triggering that type of feeling in your readers is invaluable in retaining an audience.
Ending on a Positive Note
You’ve come so far. Don’t let the email trail off or change into a less positive tone. Remember why you wrote what you did and end the email in a way that leaves an impact.
hope to see you guys soon!
That last sentence is simple, yet it left me with a good feeling that didn’t detract from the rest of the letter. The same can be said for sending a professional thank-you email.
Hi Tyler,
Hope you had a great weekend.
Just wanted to reach out and say I really appreciate all the help you’ve given me. Settling into this role has been a challenge, but you’ve made it manageable. I can’t tell you how much that means.
If I can ever do something to repay the favor, please let me know.
All the best,
Signature
And just like that, you’ve created a professional (and impactful) thank-you email that your readers will appreciate. But before you hit send…
Final Checklist Before Sending
Your professional thank-you email is almost ready. All that’s left is to double-check for a couple of things that could reduce its effectiveness.
Proofreading
As with any form of writing, it’s important to take a second to proofread what you’re about to send. Well thought-out emails show that you’ve taken the time to think about what’s on the page and ensure that the focus stays on the point that you’re trying to get across.
A couple of tools that might be helpful at this point:
Technical Reminders
The best thank-you email won’t mean a thing if it doesn’t reach your audience. This is where deliverability comes into play.
If you’re sending a thank-you email to a coworker or someone you’ve met at a networking event, chances are you won’t have to worry about it reaching their inbox (unless your email domain reputation is bad). Just double-check that you have the correct email address before hitting send.
When emailing to a large audience as a creator, ensuring that proper deliverability practices are being met is essential. That means staying on top of current security requirements, too.
The Dos and Don'ts of Thank-You Emails
Creating an impactful thank-you email isn’t difficult, but it’s easy to miss something or make a mistake if you’re busy. Remember:
Do:
Personalize your email.
Be specific about what you appreciate and why.
Showcase your company values.
Remind readers why they signed up.
If post-interview, send it right away.
Don’t:
Be too formal or too casual. Balance is best.
Send a thank-you email involving something private.
Send emails before proofreading them.
Conclusion
Sending a personalized, sincere, and timely thank-you email is a great way to show appreciation for someone. And for creators, thanking your audience does even more:
It boosts engagement.
It builds a bond with your readers.
It allows you to showcase your values and your plans for the future.
It reminds them that there’s a real person behind the brand.
Send a professional thank-you email with beehiiv today and show your audience how much you appreciate what they do!
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