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Home > Emails > Email of thanks: how to write a thank you email? (5 templates)

Email of thanks: how to write a thank you email? (5 templates)

Lawrie Jones
Written by
Lawrie JonesProfessional Tech Writer
Updated on:Mar 11, 2024

We all love the recognition of a thank you email, but do you know how to write them? You’ve got to be able to say thank you with grace, style, and – most importantly – honesty. Yes, people will need to believe what you’re saying.

We say thanks all the time. From getting a cup of coffee to getting a brand new job, saying thanks authentically is something we can help you learn. (You don’t need to say thanks, this is a blog and nobody is listening.)

So, what are we going to cover? We’re going to take you into the world of thank you and start with 5 thank you email templates to show you how it's done. After that, you’ll get a detailed explanation of the format for every thanks email. Finally, we conclude with some pro tips to help you write better thank you emails. It’s basically everything you need to say thanks.

In this article, you can review 5 thank you email samples, including:

  • Thank you email after an interview
  • Thank you email after referral
  • Thank you email to boss
  • Thank you email for a pay raise
  • Thank you email after a meeting

Here's the ultimate guide on how to say thank you in an email, from the experts at HIX.AI.

Express Gratitude Elegantly with Thank You Emails

Finding it challenging to articulate your gratitude in an email? Utilize our free thank you letter generator for crafting sincere thank you emails!

What is an email of thanks?

If someone has done something that's had a positive impact on you, it's only polite to say thanks! Thank yous are like presents. They’re great to receive but just as good to give it out. Saying thanks can make somebody’s day. Try it and see what happens.

There are infinite reasons why you'll want to thank someone in an email. You might want to say thanks after an interview, after an introduction, to a boss or colleagues who have helped you, or after getting a pay raise (this one is best!).

Saying thanks is the polite thing to do. It demonstrates that you appreciate what someone has done for you. It also shows you have the class to take the time to craft a reply.

Thank you email templates

Let's start with 5 thank you email templates to show you how it's done. These samples illustrate the basic building blocks you can use to create your thanks emails. You should look at these thank samples as being like building blocks for your ideal email. They won’t all work, but if you chop them up and piece them back together, they’ll do what you need them to.

Thank you email after an interview

The interview has finished, and your nerves have returned (almost to normal). Now it's time to send a thanks email after an interview. This simple sample states your appreciation for the opportunity and your excitement for your progress through the process. It’s going to take you one step closer to that new job feeling (and trust us, it’s good).

Dear [Recipient's Name],

I hope this email finds you well. I am writing to express my gratitude for the opportunity to interview for the [Position] role at [Company Name]. I thoroughly enjoyed our conversation and I am excited about the potential of joining your team.

I particularly appreciated the opportunity to discuss [specific topic or aspect of the interview]. It strengthened my enthusiasm for the position and confirmed my belief that I would be a great fit for the role.

Thank you once again for considering my application and for your time in interviewing me. I remain highly interested in the position and I eagerly look forward to hearing from you regarding the next steps in the hiring process.

Best regards,
[Your Name]

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Thank you email for referral

If someone has taken the time and put their reputation on the line to provide a referral, say thanks! Referrals are all part of business, and so is saying thanks after. This sample is similar to the above, expressing gratitude and a positive message for the future.

Dear [Recipient's Name],

I hope this email finds you well. I wanted to take a moment to express my gratitude for the referral you provided. It means a lot to me that you took the time and put your reputation on the line to recommend me.

Referrals like yours are a crucial part of my business, and I truly appreciate your support. I am committed to providing the best service possible to anyone you refer to me.

Thank you again for your confidence in me, and I look forward to the opportunities that lie ahead. Should you ever need any assistance or have any questions, please don't hesitate to reach out.

Best regards,
[Your Name]

Learn more: how to ask for a referral via email?

Read also: 20+ Effortless Thank You for Inquiry Email Templates + Writing Tips

Thank you email to boss

This sample thanks email to your boss follows the fundamentals (don't worry, we do over these shortly), which means it can also be used for colleagues and friends. The sample starts with a thank-you, an acknowledgment of what they have done, and a positive message for the future.

Dear [Recipient's Name],

I hope this email finds you well. I wanted to take a moment to express my sincere gratitude for all the support and guidance you have provided me with. Your mentorship and trust in my abilities have been invaluable to my professional growth.

I am grateful for the opportunities you have given me to take on new challenges and projects, which have helped me expand my skills and broaden my experience.

Thank you once again for everything you have done for me. I am truly fortunate to have you as my boss and leader.

Best regards,
[Your Name]

Learn more: how to reply to email from boss?

Read also: How to Reply an Email from Boss? (12 templates)

Thank you email for a pay raise

Woo! A pay raise is a cause to celebrate, but before you open the champagne, be sure to thank your manager. This thanks for a pay raise sample shows that you value the raise, and it'll keep you committed to the business.

Dear [Recipient's Name],

Thank you for the recent pay raise. I am truly grateful for the recognition of my hard work and contributions to the company. This raise reinforces my commitment to continue delivering my best and contributing to the success of the business.

Once again, I sincerely appreciate this gesture and am excited to continue working together.

Best regards,
[Your Name]

Learn more: how to ask for a raise?

Thank you email after a meeting

If you've organized a meeting, it's up to you to say thanks for coming. You can simply thank people for attending, but you should also explain what the outcome of the meeting was, including the next steps. It's about saying thanks – and offering value.

Dear [Recipient's Name],

I hope this email finds you well. I am pleased to extend my gratitude for attending our recent meeting. Your presence and active participation were greatly appreciated.

The purpose of the meeting was to discuss [topic of the meeting]. During the meeting, we [briefly summarize the key discussions or decisions made].

As a next step, I kindly request that you [mention any action items or follow-up tasks]. Your collaboration and input in this regard would be highly valuable.

Thank you once again for your time and contribution. Should you have any questions or require further clarification, please do not hesitate to reach out to me.

Best regards,
[Your Name]

How to write better thank you emails – essential guide

By now, you should understand why we should send thanks emails and have checked out our samples. Now, let's examine the standard thanks email format.

Thankfully, the thanks email format is fairly simple to understand – and implement. There are 3 key parts to every thanks email:

  • Subject line
  • Body copy (where you say thanks!)
  • Sign-off/next steps

Each section builds on the previous one to create an effective and engaging thank-you email.

You can also check this guide if you want to learn more about how to format an email.

Subject line of email of thanks

Thanks email subject lines should be easy to understand. That almost always means using the words thanks (or a variation) so they'll know what to expect.

It's easier for us to show you what makes a great subject line, so here are some super samples:

  • Thanks for meeting
  • It was great catching up today
  • Post-meeting thank you
  • Thanks for the time today
  • Appreciate the referral
  • Thanks for the pay raise (drinks are on me)
  • Thank you in advance for your help.

Notice something? We say thank you (or a variation) in every sample. That’s right, say it straight and upfront.

Body copy of email of thanks

Your reader has clicked the email, and it's opened. The first thing you'll want to do is provide a suitable greeting. We recommend using a "Hi" or "Hello" and the person's name. If you're messaging a team or group, you could always say "Hi colleagues", or "Hi team".

When starting an email, the first sentence should sum up what the email is about, so say thanks straight away. In this example, we're saying thanks to a colleague that has gone above and beyond the call of duty to help us.

You might want to write THANKS! In 20 point Comic Sans, but stay professional.

"I wanted to message you directly to say thank you for all the help you have given me. I really appreciate all the support you have given me during the project."

What a lovely start to a message. Of course, you could leave things here, but it's always nice to provide some context – and express the impact they have had.

"I wanted to explain how your support has helped me, including (insert details). We would never have been able to deliver such a successful project without your input.

It's going well, so why don't we add some more details?

"I know that our clients also respect all the effort you have put into this project."

Let's wrap up the body copy and look forward to the future.

Sign-off/next steps of email of thanks

And now, the end is near; it's time to get to look to the future…

"This project is now done, but we're just getting started on another. I hope we can work together so positively and continue to deliver for our clients."

You can now add a closing line (thanks, many thanks, kind regards, etc.) and add your name. Don't forget to include your signature and contact details and you can send it. Before you do, review it and ensure your email conforms to the format and follow our tips below!

Say thanks like you mean it (our tips)

Unlike booking a meeting or making a comment about a project, thank you emails actually mean something They’re you going out of your way to express appreciation and gratitude. And we think that’s great.

Here are some tips to say thanks like you mean it.

  • Say thanks immediately in the subject line, first sentence, and in the outro. It sounds like a lot, but it’s not.
  • Explain why you’re thankful. Let’s say you went to an interview and just said thanks. What are you thankful for? You need to add details and information to make it feel real.
  • Try and make the person smile. If you know the person, imagine them smiling. That’s the feeling you want to get from your thank you emails. Try to find the words that will get them to exhibit that emotion!
  • Focus on personality over accuracy. Yes, we said it. The best thank you emails are packed full of personality. If you get over-enthusiastic and some errors creep in, correct them with a spellchecked and grammar program.
  • Encourage them to pass on thanks to the people that matter. That could include your interview panel, meeting recipients, or referral partner. There are enough thank yous in the world to go around!

Conclusion

Thanks for reading this far! You obviously care about creating great thank-you emails and are in the right place to learn.

Effective thanks emails stick to the format, address the person directly, and stay on the right side of professionalism. Don't get carried away and write an essay, but stick to the structure above (and review our sample) to see how the pros do it. Use our advice, and you'll always say thanks in an email in style.

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