When to Write a Thank You Note

Thank you notes should be written when you have received a gift from someone, especially if you were not able to thank the giver in person or when someone goes out of his or her way to help you or do you a favor. If possible, write the note on the same day you receive the gift or favor. If that isn’t possible, write the thank you note as soon as you can. If a few days or weeks (or even months) have gone by, you should still write the thank you note. You’ll be glad you did!

Why Write a Thank You Note

Writing a thank you note demonstrates your appreciation for someone who went out of his or her way to do something special for you. Sending thank you notes can strengthen your relationships. In addition, studies show that expressing gratitude boosts your mood and mental well-being. 

Informal vs. Formal Tone

The approach you take in the thank you note depends on your relationship to the recipient of the thank you note. If you have a close friendship or a family relationship with the recipient, you can write the note with an informal tone. That means you can use conversational language, include contractions, use a more personal closing like “Love” or “Your Friend,” and sign using only your first name or even a nickname. If the recipient is a teacher, employer, or someone you don’t know well, you will want to maintain a formal tone. In this case, use respectful language, avoid contractions and slang, use a closing such as “Sincerely,” and sign using your first and last name. In either case, be sure to use your best grammar, spelling, and handwriting.

What to Say in a Thank You Note

Once you know what to include in a thank you note, the process becomes much easier. There are six main components to writing a thank you notes:

• date
• greeting
• appreciation for gift / thoughtfulness
• explanation of how the recipient’s gift or action was helpful
• closing
• signature

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